Introduction
By capturing buying signals from your prospect and customer in a sales opportunity, you no longer lose sight of an opportunity. This will help you realise more sales without costing you any extra time. The sales opportunity contains all the important information you need to run your sales process successfully. Think about:
Recording all contact moments and notes during the sales process
Providing insight into the products the customer wishes to purchase
Online quotation preparation based on templates in your own corporate identity
The possibility of sending the quotation and having it approved online.
All the sales information you need for good business
In this article, we will explain the daily use of the sales module in a few steps.
How do you create a sales opportunity?
The sales opportunity screen
How to create a pipeline, phases and sources?
How to track sales opportunities?
How to add products to the sales opportunity?
How to create a quotation?
Sending a quotation
Signing an offer
1 How to create a sales opportunity?
Click on the + Button in the top right corner in the blue bar
Click on Sales Opportunity. Enter the relation and the most important details of the opportunity. If the relation is not yet in CRM, you can create it immediately. Click Save and Open to complete further details of the sale opportunity. It is also possible to create a sales opportunity directly from the relation. To do so, open the relation and click + sales opportunity in the toolbar.
Adding a sales opportunity in Tribe CRM
2 The sales opportunity screen
The sales opportunity screen gives a complete overview of your sales opportunities' status, open tasks and appointments, e-mails, quotations and other notes. In the sales opportunity screen, a number of elements specific to the sales opportunity.
Expected order date: Here the expected order date can be entered. The moment this is entered, the sales opportunity is displayed in the pipeline and forecast on the sales dashboard.
Estimated amount: Enter an estimate of the total amount. This estimate is also included in the forecast and pipeline.
Final phase: Won, lost or expired: Unlike the intermediate phase, these phases enter the final end phase. This completes the sales opportunity. The final phase can be selected at the top of the sales opportunity or on the far right of the phase bar with the check mark.
Phase: The sales opportunity's phase is displayed on the left in the Details screen, but also at the top of the sales opportunity. When you click on a phase at the top, the phase changes automatically. The next section explains how to customise phases.
Pipeline: The pipeline indicates how many opportunities are still in the pipeline. By default, one pipeline is set (default), but it is possible to set multiple pipelines.
Opportunity %: The probability is linked to the phase. The further towards the final phase, the higher the probability. In the dashboard, the forecast (weighted) shows the estimated amount x the probability percentage.
Source: The origin of the request. Filling this in gives you insight into which marketing actions are most successful, such as e-mail campaigns, ads or search engines. The next section explains how to customise the sources.
The sales opportunity screen in Tribe CRM
In the article What do I see on my screen? you will find more general information about the structure of the activity form.
3 How to create a pipeline, phases and sources?
Customise pipeline and phases
By customising the pipeline, phases and sources, you can adapt Tribe to how the sales process works in your organisation. You can customise the pipeline and phases in activity configuration:
Click Configuration.
Go to Activities.
Click Sales Opportunity.
Customise pipeline and phases in Tribe CRM
Click on the Pipelines tab . Click + Pipeline in case you want to add another pipeline.
The Standard tab lists the existing phases. If you want to add a phase, click + Add. Enter the name and the probability percentage associated with the phase and whether this phase is an end step (will appear at the buttons at the top of the sales opportunity -3). Entering a colour makes this phase easily recognisable.
By clicking on the 6 dots, you can drag the sales opportunity to a different order.
Customising sales opportunity phases in Tribe CRM
Customise sources
Go to Configuration
Click on Select lists
Click on Source. The existing list is displayed. You can click an existing value and customise it or click + Add or + Source to add a new source.
Customising sales opportunity sources in Tribe CRM
4 How do you track sales opportunities?
You no longer lose track of a sales opportunity by scheduling actions for yourself and your colleagues. With every new sales opportunity, Tribe also immediately creates a task in your name (1). This task reminds you that you naturally also have to follow up on the sales opportunity. When your colleague takes up further follow-up on the sales opportunity, set the task in his or her name (2). Every open task is displayed in the My open tasks widget on your personal workspace. In addition, you can also schedule an appointment or task (3 + 4) for yourself or colleague, e.g. when you visit your relation. An appointment is scheduled directly in the Tribe calendar. You also have the option to e-mail the customer directly (5) and add attachments and notes (6).
Following up a sales opportunity in Tribe CRM
Did you know?
You can learn more about using tasks and appointments in the article: How do I follow up on tasks and appointments?
5 How do you add products to the sales opportunity?
By now you have spoken to the customer extensively and know exactly where their interests and wishes lie. This is the time to add products to the sales opportunity. The products are both the basis of the quotation and the input for the figures in widgets and views.
Open the sales chance and click on the Products tab.
Click + Product.
Add product lines to a sales opportunity in Tribe CRM
Then find the product you want to add. If you have many products in Tribe, you can also enter the first few letters. This makes it easy to find the right product. The remaining product data are taken from the settings.
Selecting a product in Tribe CRM
The article How to add new products describes how to add products to the configuration.
Did you know?
You can put the products in the right order by dragging the lines
You can also give a discount on a product line or on the entire offer
You can also enter an extra description for each product. To do so, click on the 3 dots at the end of each product line.
6 How to make a quotation?
If you have completed the previous steps, we can now convert the product lines to an online quote.
Open the products tab and then click the blue + quote button. Then select the appropriate quotation template and enter the validity date of the quotation.
Click Save and open.
Adding a quotation to a sales opportunity in Tribe CRM
The quotation is now shown as a template in the Edit tab. You can make any changes here.
Click the Preview tab to see a preview of your quote.
Click Submit quote to send the quote. This is explained in the next section.
Quotation preview before sending in Tribe CRM
7 Sending a quote
The days of sending a quote by post are long gone. Of course, this is still possible, but Tribe CRM offers you a number of additional options for sending a quotation. This way, it removes all barriers for your relation to sign.
By clicking the launch quotation button in the quotation, you get a number of options.
Directly
Are you currently with your customer and want to submit the quote now? Then choose direct. The quotation will be opened on your laptop or tablet within an internet page. Your customer can view it first and then digitally sign it. This option can be used when you are with the customer or the customer is visiting your company and you want to give him the option to view and sign the quotation immediately.
Through e-mail
Would you like to send the quotation to the customer by e-mail? Then choose through e-mail. An e-mail dialogue will now open containing your default text for a quotation e-mail. The e-mail text contains a link your relation can click to view and approve the quotation. Before sending, you can edit the text of the e-mail if you wish. Once you click Send, the quotation is sent directly to your customer.
Sending a quotation through e-mail in Tribe CRM
Through a link
Do you only want the link to the online quote? Then choose through link. The link is copied and you can paste it anywhere else in, for example, a Whatsapp message.
Download
You can also download the quotation. You will get a PDF file which you can use to decide what to do with it.
8 Signing a quotation
The digital options of sending a quotation have the advantage that your customer can also sign the quotation digitally. Your quotation is displayed within a web page. Before signing, we question the customer about entering his or her details and then actually signing.
As soon as the form is sent, this data is processed in Tribe CRM. Thus, the status of the sales opportunity will automatically be changed to quotation signed. Also, the signed document will be added to the sales opportunity and the employee who is registered as seller on the sales opportunity will immediately receive a notification that the sales opportunity has been signed.
Change requests
Besides signing the quotation, your customer can also request a change. The change request also becomes immediately visible, as you as a salesperson receive a notification of the change. The customer's notes on the amendment can be found with the quotation.
Reject quotation
Unfortunately, sometimes a sales opportunity does not materialise. The online quotation in Tribe CRM also offers your customer the opportunity to reject the quotation. A notification of this is also sent to the sales rep. Should the customer not do this, you can change the status to lost in the sales opportunity yourself.
Online approval in Tribe CRM
Did you know?
Once the quotation is won, you can also easily invoice the product lines. The article How to create and send an invoice explains this in more detail.