CRM: Managing Your CRM Pipeline

Purpose

In this documentation we will go over how to manage Leads, turn them into Opportunities and the differences between the two. We will cover how to set the criteria that qualifies a Lead as a new Opportunity. We will also cover assigning members of your sales team to activities, and customizing reasons the opportunity was lost.

Process

To get started, navigate to the CRM app. 

You will be presented with your pipeline in its default state. To configure your Pipeline, review the CRM Settings documentation.


Leads

Click Leads to see all leads in list view. To create a new lead, click Create to open the New Leads form. 

Leads can take many forms, whether it's a conversation your employee had at a conference, a networking call, or a direct message from social media. This form allows you to document all potential sales by logging them, sorting them, and then assigning a follow up.

Lead: The name of the lead.

Probability: The probability for closing the sale. You can leave this empty and allow Odoo to do the calculation for you.

Customer: The name of the customer. If you're in debug mode, you'll be able to select an existing contact or create a new one from this screen.

Company Name: The name of the customer.

Address: The address of the customer.

Website: The web site for the customer.

Language: The preferred language for the customer.

Salesperson: The salesperson for this lead.

Sales Team: This field will auto-populate based on the Salesperson selection but you may also override it.

Contact Name: The name of the contact for this customer and their title.

Email: The email address for this customer.

Job Position: The job position of this customer.

Phone. The phone number for this customer.

Mobile: The mobile phone number for this customer.

Priority: The priority of importance for this lead.

Tags: Any applicable tags for this lead.

Under the INternal Notes tab, enter any applicable notes that will be useful for internal staff to know about this lead.


Under the Extra Info tab you can enter further details. What is displayed here depends on the apps you have installed to your database as well as whether or not you're in debug mode; however, there is one static section - Analysis.

Assignment Date: This field is auto-completed based on the day this lead was assigned.

Closed Date: This field is auto-completed based on the date this lead is closed.


 Fill in as much information as you have, then click Save

Good to Know!

The information in a Lead does not have to be complete. It really can be as simple as "Customer from the conference reached out about purchasing a table".

Merging Opportunities will combine the two records and relevant chatter and scheduled activities will be included in the final record. We've chosen a salesperson and sales channel. 


Leads to Opportunities

These new leads need to be assigned to a salesperson and then pursued in order to turn them into Opportunities. To do this, select Leads. Next, select any lead from the list, then click Convert to Opportunity


Once you convert a Lead to an Opportunity, you'll be presented with a modal window with options and fields to complete.

Conversion Action: Here you'll have two options, and Odoo will select the one it finds to be the best selection based on existing data.

  • Convert to opportunity: This is the standard method, and will require you also link this opportunity to a Customer in a following section.




  • Merge with existing opportunities: If Odoo detects opportunities that are very similar, this option will be selected and those Opportunities will be listed at the bottom of the modal window. You can click the  to the far right to remove one or more from the list. If you do choose to merge opportunities, the Sales Person and Sales Team will be set with the following two fields.



  • Salesperson: Assign this Opportunity to a Salesperson

  • Sales Team: Assign this Opportunity to a Sales Team

  • Customer: This option displays only if your Conversion Action is Convert to opportunity. You'll have the following options:

    • Create a new customer: This option allows you to create a new customer during this step using the data entered into the lead form.

    • Link to an existing customer: If Odoo detects a match with existing customer data, it will suggest an existing customer and select this option. You will then select the customer from the following drop-down field.

    • Do not link to a customer: This will be the default selection if you don't have enough data to detect an existing customer match.

We've opted to link to an existing customer since we've worked with this contact before. 

When you've filled in the necessary details, click CREATE OPPORTUNITY. This will create and open the new Opportunity where you can click Edit to refine your details with the following new fields.

Expected Revenue: The expected dollar amount this lead is valued at. You can configure this as recurring revenue by using the following two fields (flat rate and frequency.)

Probability: Odoo will calculate the probability for closing this lead automatically. If you choose to override it, you'll see a  gear icon next to the field label. Clicking that gear will override your figure with the one calculated by Odoo.

Expected Closing: The target date you foresee this lead closing.

If you've made changes,  click SAVE.

You'll also notice two new smart buttons on the top right. The  Meetings smart button will be quick link to all scheduled meetings for this contact. The  Quotations smart button is a quick link to all quotations built based on this lead.


Pipeline

Return to Sales >  My PipelineBy default, the  My Pipeline filter is applied. If you wish to view all opportunities, simply remove that filer.

Here you can see that the estimated revenue total for a column is displayed below the title, giving an idea of potential sales at a glance. After starting a dialogue with the customer and gathering more information, we can move it to the Qualified stage. The requirements for moving an opportunity forward are customizable and are managed via internal processes (Odoo does not enforce the requirements), whether it's an approved quotation, a minimum spending budget, or a confirmed meeting. In our example, we will say that no opportunity qualifies unless they have a minimum of $500.

Review the Pipelines documentation for information on creating or editing Stages.