Pipeline Board

Handling your business opportunities in a structured and intuitive way will help you and your sales team to close more deals. In this Pipeline you see where each deal is and how far it has come in the qualification process. You will also see deals you have created proposals for, deals where you negotiate details with the prospects and deals you have won or lost.

In the Pipeline Board we use 6 statuses

OPPORTUNITIES IDENTIFIED - When a new deal is identified and created it ends up here. This is the default status when creating a new opportunity from a lead.

QUALIFYING - When a new opportunity is created, the first step for the sales rep is to qualify the opportunity.

• Decision Maker Identified - Have you identified the person that takes the decision to buy

• Have you identified what the prospect needs - You need to know what the prospect needs to be able to give them an offer that matches their needs.

• Budget Identified - Do you now that the prospect have budget to buy from you. Don't waist time on a prospect that don't have the budget. It is better to find this out early in the process

• Timing Identified - Do you know if the prospect needs your products/services right now. If the timing is off, you should change the expected closing date so you can resume contact when the time is better.

• Solution Prepared - When you have enough information to give the prospect an offer, you create an estimate and the opportunity will be closed. An estimate takes over the deal in the pipeline

PROPOSAL - When you create an estimate this is the default status. Send the proposal to the prospect and follow up.

NEGOTIATION - The prospect might think your offer is too expensive or does not include enough. If there are open questions regarding your offer, then move the estimate over to this status. Estimates in this status is closer to a closing and should get extra attention.

PURCHASING - If the prospect lets you know they accept the offer a sales order should be created. If you don´t have time at the moment, or the creation of the sales order should be handled by someone else, the estimate should be moved to this column.

WON (Sales Orders) - When you create a sales order from an opportunity or an estimate, the sales order will end up in this column. The opportunity and estimate will change status to Won. You can´t manually move a card to this column.

LOST (Estimates) - When a prospect turns an estimate down the card can be moved to this column. The card will stay in this column until the sales rep updates the estimate with a lost reason.

The Pipeline board includes 3 transaction types (opportunity, estimates and Sales orders) and therefore card moves are restricted. To move a transaction from an opportunity to an estimate, or from an estimate to a sales order, the user needs to use the card menu to either create an estimate from the opportunity or a sales order from the estimate.

Below the allowed moves are listed

• Opportunity Identified

  • > Qualifying

  • > Closed Lost

• Qualifying

  • < Opportunity Identified

  • > Closed Lost

• Proposal - when you create an estimate from an opportunity (Opportunity Identified or Qualifying) the estimate will be created in this column (the opportunity will change status to Issued Estimate, and will be removed from the board).
  You can't move to this column from Opportunity Identified or Qualifying.

  • > In Negotiation

  • > Purchasing

  • > Closed Lost

• In Negotiation

  • < Proposal

  • > Purchasing

  • > Closed Lost

• Purchasing

  • < Proposal

  • < In Negotiation

  • > Closed Lost

• Won (Sales Orders) - When you create a sales order from an opportunity or an estimate the sales order will be created in this column. (The opportunity or estimate will change status to Closed Won and then be removed from the board. You can´t move to this column via drag and drop.)

• Closed Lost - You can move to this column from all columns exept from Won (Sales Orders). The card will stay in this column until you have opened the card and added a Lost Reason. This is important so that you can learn why deals are lost.

Status - when you move the deal from one column to another column, the status of the deal will change to the same status as the column. Only moves according to above list is allowed.

The KPI´s in the lead header shows the following metrics

• Ongoing Deals - all ongoing deals (won and lost not included)

• Weighted Pipeline Amount - Ongoing deals weighted amount (total * probability) (Won and lost not included)

• Total Pipeline Amount - Ongoing deals total amount (Won and lost not included)

• Won this Week - Sales orders this week

• Avg won deal - Average won deal amount

CUSTOMER STATUS

For the PIPELINE Board to work "as is", the following Customer statuses must be setup/updated in your environment

• Internal id 8 = Opportunity Identified

• Internal id 9 = Qualifying

• Internal id 10 = Proposal

• Internal id 11 = In Negotiation

• Internal id 12 = Purchasing

• Internal id 13 = Closed Won

• Internal id 14 = Closed Lost

To see what statuses you have - Navigate: Setup > Sales > Customer Statuses

If you can update your statuses so it matches the above internal ids, then you can run this pre-built Pipeline Board out of the box. Otherwise you will have to do some changes in the Board Column settings and corresponding drop action so the status for each column matches the statuses you use in your environment.

See chapter Configuration > Columns to understand how this change should be done.

TEAM SELLING

The team selling should not be enabled.To see team selling setup Navigate: Setup > Company > Enable FeaturesTab (CRM) - Checkbox Team Selling should be empty

OPPORTUNITY

Opportunity should be enabled.To see setup Navigate: Setup > Company > Enable FeaturesTab (CRM) - Checkbox Opportunity should be checked

CUSTOM BODY FIELDS

For Opportunity and Sales records we have added a couple of custom body fields. We Use them to mark the progress of the deal. This is not mandatory, but if you like to have the progress bar on the board this is what we have done.

DECISION MAKER IDENTIFIED
Checkbox - custbody_sccrma_decision_makers_ident

NEEDS IDENTIFIED
Checkbox - custbody_sccrma_needs_identified

BUDGET IDENTIFIED
Checkbox - custbody_sccrma_budget_identified

TIMING IDENTIFIED
Checkbox - custbody_sccrma_timing_identified

PROPOSAL DEVELOPED
Checkbox - custbody_sccrma_solution_proposal_dev

QUALIFICATION PROGRESS
Integer Number - Custbody_sccrma_qualification_progress
The field is None Store with this formula
(
DECODE({custbody_sccrma_decision_makers_ident.id},'T',20,0) +
DECODE({custbody_sccrma_needs_identified.id},'T',20,0) +
DECODE({custbody_sccrma_budget_identified.id},'T',20,0) +
DECODE({custbody_sccrma_timing_identified.id},'T',20,0) +
DECODE({custbody_sccrma_solution_proposal_dev.id},'T',20,0)
)

How many of the tasks are done?
- Decision makers identified
- Needs identified
- Budget identified
- Timing identified
- Solution proposal Developed

Every task is worth 20%
When all is done Sales Progress gets value 100%

If you don´t want the progress bar, just update the search and remove the field.