Once you've created a deal, you manage everything around it from the deal itself: the services you'll deliver, the team working on it, bookings, tracked time, proposals, and the conversation with your client.
This article walks through each part of a deal, from the first services you add until you win or lose it.
👉 Haven't created the deal yet? Start with Creating a Deal.
Services
Services define the work you'll deliver, how it will be tracked, and how it will be billed. Adding services to a deal helps you estimate pricing, see how much revenue the deal could bring, prepare for invoicing, and plan people in the Resource Planner.
👉 Learn more in Adding Services to a Deal.
Deal Members
Add the team members who will track time, track expenses, or get bookings on this deal.
Add members via the sharing options in the top-right corner. You can add individuals or whole teams.
Use bulk-share to add users to multiple deals at once.
Click the eye 👁️ icon to watch a deal and get notifications about it.
👉 For detailed sharing instructions, see Sharing Options for Deals.
Scheduling on Deals
Bookings on deals function like those on budgets, meaning you you can create tentative or confirmed bookings.
📌 When a deal is marked as Won, you can transfer bookings to the new budget.
Logging Time on Deals
Track hours on the deal's Time tab or in My Time. Every hour you log adds to the deal's cost, so you can see how much effort the deal is taking before it's won.
Time tracked on a deal doesn't generate revenue until the deal is won. For example, if your team spends 10 hours preparing a pitch, those hours show up as cost on the deal, but not as revenue.
Once the deal is won, you can create a new budget and transfer the tracked time entries to it, which makes them recognized and billable. This way, invoicing reflects the work your team has already done.
Proposals
Manage and send the deal's proposals on the Proposals tab. Here you can generate a public proposal link, add disclaimers, send proposals to clients, and track acceptance with Audit PDFs.
👉 For a complete guide, see Creating and Managing Deal Proposals.
Activity
Use the Activity tab to update your team and keep deal communication in one place.
Notes: add notes, @mentions, links, or attachments
Emails: BCC emails to the deal-specific address, or link messages from a connected Gmail or Outlook inbox
Meetings: Notetaker meetings linked to the deal
👉 Learn more in Using the Activity Tab on Deals and Budgets.
To-Dos
Use to-dos to plan next steps and move deals through your pipeline. Assign them to yourself or to team members. Only deal members appear as assignees. To delete a to-do, use its three-dot menu.
Permissions:
Only Managers, Profitability Managers, and Admins (default permission sets) can be assigned to sales to-dos.
Users with lower permission sets, such as Staff members, need to have two deal permissions added to their custom permission set to be able to be assigned to to-dos. These are "View deals where user is a member" and "Add, edit, and delete deals".
📌 Two helpful fields are available to keep track of upcoming to-dos directly from the deal board or table layout in CRM > Deals:
Next to-do: Displays the description of the earliest to-do for the deal.
Next action: Shows the date of the earliest to-do.
Deal Sidebar
Click a deal to open the sidebar. It's your main control panel for updating key deal details without leaving the page:
General deal info: deal name, owner, client, subsidiary, tax rate, document template and Message displayed in PDF, currency, linked budgets and projects, BCC address
Client details: client company name, address, billing details, and contacts. You can link multiple contacts and set one as Primary.
Deal custom fields: track deal details the default fields don't cover, such as deal source, contract type, or internal reference numbers. You set them up in Settings > Custom Fields > Deals.
Settings: time and expense approvals, time warning, tracking restrictions, time rounding, person-day, deal-specific cost rates, and options to export the proposal PDF, duplicate the deal, save it as a template, or delete it
👉 Learn how to manage contacts on a deal or budget.
Message Displayed in PDF
The Message displayed in PDF field in the sidebar shows the message copied from the deal's document template. To change it, click Edit document info in the sidebar.
If the message no longer matches the template, for example, because the template was updated or someone edited the message on the deal, a Sync message action appears next to the Message displayed on document PDF field in the Document info window. Hover over the info icon next to it to see the reason: Message is out of sync with template message.
Click Sync message to replace the current message with the template's default, then click Update deal to save.
📌 Syncing the message on a deal doesn't update proposals already created from that deal.
Deal Financial Forecasting
Click the coins icon in the upper-right corner of the deal to open Deal financial forecasting. Here you set how the deal's revenue is distributed across the deal period.
👉 Read more in Deal Financial Forecasting.
Winning or Losing a Deal
As the deal progresses, mark it as Won or Lost using the buttons in the deal header.
👉 For detailed instructions, see Winning a Deal and Losing a Deal.
Deal Layouts and Stage Settings
👉 To view your deals on a board or in a table, see Using Sales Pipelines.
👉 To change what each stage allows (time tracking, bookings, probability) and how it looks, see: Customizing Sales Pipeline Stages.