Introduction
What is the Opportunities Module?
The Opportunities module is a comprehensive sales pipeline management system that tracks opportunities from initial lead generation through won/lost outcomes. It provides complete visibility into your sales process, allowing you to manage deals, track progression, forecast revenue, and analyze sales performance.
The system is designed to help sales teams stay organized and focused on closing deals. By providing a structured approach to opportunity management, the module ensures that no potential sale falls through the cracks and that sales activities are properly tracked and analyzed.
Why It's Essential for Sales Operations
Effective opportunity management is crucial for sales success. Without a proper system to track deals, sales teams can easily lose track of prospects, miss follow-up opportunities, and struggle to forecast revenue accurately. The Opportunities module addresses these challenges by providing a centralized platform where all sales activities are organized, tracked, and managed systematically.
The module enables sales teams to visualize their entire pipeline at a glance, making it easy to see which deals are in which stages and which need attention. By tracking deal progression through defined sales stages, teams can ensure that opportunities move forward efficiently and that no deal gets stuck in the pipeline.
Key Capabilities:
- Visualize all deals across the entire sales pipeline
- Move opportunities through defined sales stages systematically
- Predict revenue based on deal values and close probabilities
- Maintain complete history of all sales activities
- Analyze which deals are closing and identify patterns
- Integrate seamlessly with other CRM modules
Key Benefits Overview
The Opportunities module delivers significant value through its comprehensive pipeline management and forecasting capabilities. Pipeline visibility is one of the most powerful features, allowing sales teams to see all opportunities at a glance with stage-based organization. This visual representation helps teams understand their pipeline health and identify bottlenecks or areas that need attention.
Revenue forecasting is another critical benefit, enabling sales managers to predict revenue based on deal values and close probabilities. This forecasting capability helps with resource planning, goal setting, and business decision-making. The module tracks deal progression from initial lead through to closed-won or closed-lost, providing complete visibility into the sales process.
Primary Benefits:
- Complete pipeline visibility with stage-based organization
- Accurate revenue forecasting based on probabilities
- Comprehensive deal tracking from lead to outcome
- Seamless customer integration with individuals and organizations
- Automatic activity logging for all changes and interactions
- Performance analytics for win rates, deal size, and sales cycle
Who Should Use This Module?
The Opportunities module is essential for any organization with a sales function. Sales teams benefit from the organized workflow and deal tracking capabilities, which help them manage their pipeline and close more deals. Sales managers use the module to monitor team performance, forecast revenue, and identify coaching opportunities.
Account managers track opportunities for their key accounts, ensuring that important relationships are properly managed and that no sales opportunity is missed. Business owners gain valuable insights into pipeline health and revenue projections, enabling data-driven decisions about resource allocation and growth strategies. Sales operations teams analyze sales processes and optimize workflows, using the module's analytics to identify best practices and areas for improvement.
Core Features
Opportunity Creation and Management
The Opportunities module provides comprehensive deal management capabilities:
- Deal Information: Title, description, and detailed notes
- Value Tracking: Deal amount with multi-currency support
- Probability Management: Set close probability (0-100%)
- Stage Tracking: Move deals through defined pipeline stages
- Customer Linking: Link opportunities to individuals or organizations
- Assignment: Assign opportunities to sales team members
- Expected Close Date: Track when deals are expected to close
- External References: Link to external systems or deal IDs
Pipeline Stages
The module uses a standard sales pipeline with six stages that represent the typical sales process from initial contact through final outcome. Each stage has a specific purpose and helps sales teams understand where each opportunity stands in the sales cycle.
The Lead stage represents the initial contact or inquiry, where a new opportunity has just been entered into the system. This is the earliest stage, and opportunities at this point typically need qualification to determine if they're a good fit for your business.
The Qualification stage is where sales teams assess fit and interest, determining whether the prospect is a good match for the products or services offered. During this stage, teams evaluate the prospect's budget, decision-making process, and overall potential as a customer.
The Proposal stage indicates that a formal proposal has been submitted to the prospect. At this point, the solution has been presented, and pricing and terms have been discussed. This stage represents a significant commitment from both parties.
The Negotiation stage is where the final details are being worked out. Contract discussions are underway, and both parties are finalizing terms and conditions. This stage often involves back-and-forth discussions to reach agreement.
The Closed-Won stage represents a successfully closed deal. The customer has signed the contract, and revenue has been recognized. This is the desired outcome for most opportunities.
The Closed-Lost stage indicates that the deal did not close. The opportunity may have been lost to a competitor, cancelled by the prospect, or determined to be not a good fit. While not the desired outcome, tracking lost opportunities is important for learning and analysis.
Stage Summary:
- Lead: Initial contact, needs qualification
- Qualification: Assessing fit, budget, and decision process
- Proposal: Formal proposal submitted, pricing discussed
- Negotiation: Finalizing terms and contract details
- Closed-Won: Deal successfully closed, revenue recognized
- Closed-Lost: Deal did not close, important for analysis
Probability and Revenue Forecasting
Probability management is a key feature that enables accurate revenue forecasting. Each opportunity can be assigned a probability percentage from 0 to 100%, representing the likelihood that the deal will close. Probability typically increases as deals progress through the pipeline stages, with early-stage opportunities having lower probabilities and late-stage opportunities having higher probabilities.
The system uses these probabilities to calculate forecasted revenue, which is essential for sales planning and resource allocation. The formula is straightforward: forecasted revenue equals the opportunity value multiplied by the probability percentage. By aggregating forecasts across all opportunities, sales managers can get a realistic picture of expected revenue.
Probability Management:
- Set probability percentage (0-100%) for each opportunity
- Probability typically increases as deal progresses through stages
- Used for revenue forecasting calculations
Revenue Forecasting:
- Forecasted revenue = Opportunity value × Probability
- Aggregate forecasts across all opportunities
- Track forecasted vs. actual revenue for accuracy
- Use for sales planning and resource allocation decisions
Assignment System
- User Assignment: Assign opportunities to specific sales team members
- Unassignment: Remove assignment when needed
- Self-Assignment: Team members can claim opportunities ("Claim" button)
- Context Menu Quick Actions: Fast assignment from opportunity list
- Assignment History: Track who worked on each opportunity
Customer Integration
Link opportunities to customers:
- Individual Linking: Connect to individual contacts
- Organization Linking: Connect to company accounts
- Customer History: View all opportunities for a customer
- 360-Degree View: See complete customer interaction history
- Relationship Tracking: Understand customer buying patterns
Getting Started
Accessing the Opportunities Module
- Navigate to the Opportunities module from the main navigation
- The module opens with a master-detail view showing all opportunities
- Use the search bar to find specific opportunities quickly
- Filter by stage using the stage filter buttons
- Switch to Pipeline view for visual pipeline representation
Creating Your First Opportunity
Step 1: Click "Create Opportunity"
- Click the "Create Opportunity" button in the opportunities list
- A modal form will open with all opportunity fields
Step 2: Fill in Opportunity Details
- Title: Brief description of the opportunity (e.g., "Acme Corp - Software License")
- Customer: Select an individual or organization (required)
- Value: Enter the deal amount
- Currency: Select the currency (USD, NOK, EUR, etc.)
- Stage: Select initial stage (typically "Lead" or "Qualification")
- Probability: Set close probability percentage
- Expected Close Date: When do you expect to close this deal?
Step 3: Add Additional Information
- Description: Detailed notes about the opportunity
- External Reference: Link to external system or deal ID
- Assign To: Assign to a sales team member (optional)
Step 4: Save the Opportunity
- Click "Create" to save the opportunity
- Opportunity appears in the list with selected stage
- You can now track its progression through the pipeline
Understanding the Opportunity Interface
Master Panel (Left Side):
- List of all opportunities with key information
- Search and filter controls
- Stage filter buttons
- Bulk selection for operations
Detail Panel (Right Side):
- Complete opportunity information
- Tabs for different views (Overview, Billables, Activity)
- Edit and action buttons
- Related information and history
Pipeline View:
- Visual representation of sales pipeline
- Opportunities organized by stage
- Drag-and-drop to move opportunities between stages
- Stage totals and revenue calculations
Core Functionality
Stage Management
Changing Opportunity Stage:
- From Detail View: Use the stage dropdown in the opportunity detail panel
- From Context Menu: Right-click on an opportunity in the list for quick stage changes
- From Pipeline View: Drag and drop opportunities between stages
- Bulk Operations: Select multiple opportunities and change stage in bulk
Stage Transitions:
- Lead → Qualification: Prospect shows interest, needs qualification
- Qualification → Proposal: Qualified prospect, ready for proposal
- Proposal → Negotiation: Proposal accepted, negotiating terms
- Negotiation → Closed-Won: Deal closed successfully
- Any Stage → Closed-Lost: Deal lost or cancelled
Stage Best Practices:
- Move opportunities forward as they progress
- Don't skip stages (maintain process integrity)
- Update probability as stage changes
- Use Closed-Lost for learning and analysis
Probability Management
Setting Probabilities:
- Use the probability slider or input field
- Typical probabilities by stage:
- Lead: 10-20%
- Qualification: 20-40%
- Proposal: 40-60%
- Negotiation: 60-80%
- Closed-Won: 100%
- Closed-Lost: 0%
Probability Best Practices:
- Update probability as deal progresses
- Be realistic about close probability
- Use historical data to inform probabilities
- Review and adjust probabilities regularly
Revenue Forecasting
How Forecasting Works:
- Each opportunity contributes: Value × Probability = Forecasted Revenue
- Total forecast = Sum of all opportunity forecasts
- Filter by stage, assignee, or date range
- Compare forecasted vs. actual revenue
Forecasting Best Practices:
- Keep probabilities accurate for reliable forecasts
- Review forecasts regularly (weekly or monthly)
- Use forecasts for resource planning
- Track forecast accuracy over time
Assignment Workflows
Assigning Opportunities:
- Manual Assignment: Select a user from the assignment dropdown
- Self-Assignment: Click "Claim" to assign opportunity to yourself
- Context Menu: Right-click opportunity for quick assignment
- Unassignment: Remove assignment to make opportunity available
Assignment Best Practices:
- Assign based on expertise and territory
- Use assignment to balance team workload
- Unassign when team member is unavailable
- Track assignment history for performance analysis
Value and Currency Management
Setting Opportunity Value:
- Enter deal amount in opportunity currency
- Value should reflect total contract value
- Include all revenue components (license, services, etc.)
- Update value if deal terms change
Multi-Currency Support:
- Select currency when creating opportunity
- System supports USD, NOK, EUR, and more
- Currency conversion available for reporting
- Maintain currency consistency for accurate forecasting
Expected Close Date Management
Setting Close Dates:
- Enter expected close date when creating opportunity
- Update close date as deal timeline changes
- Use close dates for pipeline analysis
- Filter opportunities by close date range
Close Date Best Practices:
- Set realistic close dates
- Update dates as deals progress
- Use historical data to estimate timelines
- Review overdue opportunities regularly
Best Practices
Opportunity Creation Best Practices
Write Clear Titles:
- Include customer name and product/service
- Be specific about what you're selling
- Make titles searchable and identifiable
- Example: "Acme Corp - Enterprise Software License"
Set Accurate Values:
- Enter total contract value
- Include all revenue components
- Be realistic about deal size
- Update value if terms change
Link to Correct Customers:
- Always link to the correct individual or organization
- Use customer search to find existing records
- Create new customer records if needed
- Verify customer information is accurate
Stage Management Best Practices
Move Opportunities Forward:
- Update stage as deal progresses
- Don't let opportunities stagnate in early stages
- Move to Closed-Lost if deal is truly lost
- Use stages to drive sales process
Maintain Process Integrity:
- Don't skip stages (maintain sales process)
- Each stage should represent real progress
- Use stages to identify bottlenecks
- Review stage progression regularly
Use Closed-Lost Appropriately:
- Mark lost deals as Closed-Lost (not delete)
- Add notes about why deal was lost
- Use for learning and process improvement
- Track loss reasons for analysis
Probability Management Best Practices
Keep Probabilities Realistic:
- Don't overestimate close probability
- Use historical data to inform probabilities
- Update probability as deal progresses
- Be honest about deal status
Update Probabilities Regularly:
- Review probabilities weekly
- Adjust based on new information
- Increase probability as deal progresses
- Decrease if deal stalls or issues arise
Assignment Best Practices
Balance Workload:
- Distribute opportunities evenly among team
- Consider expertise when assigning
- Monitor individual workloads
- Reassign if team member is overloaded
Use Self-Assignment:
- Encourage team members to claim opportunities
- Reduces manager overhead
- Empowers team members
- Improves response times
Communication Best Practices
Add Detailed Notes:
- Document all customer interactions
- Include meeting summaries
- Note objections and responses
- Record next steps and commitments
Update Regularly:
- Keep opportunity information current
- Update stage and probability as deal progresses
- Add notes after each customer interaction
- Review and update close dates
Pipeline Management Best Practices
Review Pipeline Regularly:
- Weekly pipeline reviews with team
- Identify stuck opportunities
- Address bottlenecks in sales process
- Forecast revenue accurately
Maintain Pipeline Health:
- Ensure opportunities in each stage
- Avoid pipeline gaps
- Balance pipeline across stages
- Monitor conversion rates
Integration with Other Modules
Individuals Module Integration
The Opportunities module integrates seamlessly with the Individuals Module:
- Link Opportunities to Individuals: Connect deals to customer contacts
- View Opportunity History: See all opportunities for a specific individual
- Contact Information: Access customer details directly from opportunities
- Communication History: Track all interactions in one place
Organizations Module Integration
Connect opportunities to companies through the Organizations Module:
- B2B Sales: Link opportunities to organizational customers
- Account Management: Track all opportunities for a company account
- Multi-Contact Sales: Handle opportunities for organizations with multiple contacts
- Company History: View complete sales history for organizations
Tickets Module Integration
Link opportunities to support tickets:
- Pre-Sale Support: Track support requests during sales process
- Post-Sale Support: Connect tickets to won opportunities
- Customer Journey: See complete customer interaction history
- Service Revenue: Understand support costs vs. sales value
Services Module Integration
Use services from your catalog in opportunities:
- Service Selection: Add services to opportunity billables
- Pricing: Use catalog prices for consistent quoting
- Service History: Track which services are sold most
- Catalog Management: Maintain service offerings
Billables Module Integration
Add billable items to opportunities:
- Service Billing: Add services from catalog
- Custom Line Items: Add custom products or services
- Invoice Generation: Create invoices from opportunity billables
- Revenue Tracking: Track billable revenue from sales
Tasks Module Integration
Create tasks related to opportunities:
- Follow-Up Tasks: Schedule follow-up activities
- Task Assignment: Assign opportunity-related tasks to team members
- Task Tracking: Monitor task completion
- Workflow Management: Organize opportunity-related work
Notes Module Integration
Add notes to opportunities:
- Internal Notes: Document internal discussions
- Customer Notes: Record customer conversations
- Meeting Notes: Document sales meetings
- Knowledge Sharing: Share information with team
Pipeline Module Integration
The Opportunities module works with the Pipeline module:
- Visual Pipeline: See opportunities in pipeline view
- Stage Management: Move opportunities through stages visually
- Pipeline Analytics: Analyze pipeline health and performance
- Revenue Forecasting: Forecast revenue across pipeline
Use Cases
Use Case 1: B2B Software Sale
Scenario: Selling enterprise software to a company
Steps:
- Create opportunity linked to organization
- Set value to total contract amount (e.g., $50,000)
- Set stage to "Lead" with 15% probability
- Assign to sales representative
- Move to "Qualification" after initial meeting
- Update probability to 30%
- Move to "Proposal" after sending proposal
- Update probability to 50%
- Move to "Negotiation" when discussing terms
- Update probability to 75%
- Move to "Closed-Won" when contract signed
- Set probability to 100%
Benefits:
- Complete record of sales process
- Clear stage progression
- Accurate revenue forecasting
- Performance tracking
Use Case 2: Service Contract Sale
Scenario: Selling consulting services to a client
Steps:
- Create opportunity linked to individual or organization
- Set value to total project value
- Add services from catalog to billables
- Track opportunity through stages
- When won, generate invoice from billables
- Close opportunity as Closed-Won
Benefits:
- Service catalog integration
- Easy invoice generation
- Revenue tracking
- Customer history maintained
Use Case 3: Lost Deal Analysis
Scenario: Understanding why deals are lost
Steps:
- Mark lost opportunity as "Closed-Lost"
- Add notes about why deal was lost
- Review lost opportunities regularly
- Identify common loss reasons
- Adjust sales process based on learnings
Benefits:
- Learning from losses
- Process improvement
- Better qualification
- Increased win rates
Use Case 4: Revenue Forecasting
Scenario: Forecasting quarterly revenue
Steps:
- Review all open opportunities
- Ensure probabilities are accurate
- Calculate forecasted revenue (Value × Probability)
- Filter by expected close date (this quarter)
- Compare forecasted vs. actual revenue
- Adjust forecasts based on new information
Benefits:
- Accurate revenue predictions
- Resource planning
- Business planning
- Performance tracking
Use Case 5: Pipeline Management
Scenario: Managing sales pipeline health
Steps:
- Review pipeline view regularly
- Identify opportunities stuck in stages
- Move opportunities forward as they progress
- Ensure opportunities in each stage
- Balance pipeline across stages
- Monitor conversion rates
Benefits:
- Healthy sales pipeline
- Better forecasting
- Process optimization
- Increased sales efficiency
Conclusion
The Opportunities module is a powerful tool for managing your sales pipeline and closing more deals. By following best practices, maintaining accurate data, and leveraging the module's integration capabilities, you can improve sales performance and grow your business.
Key Takeaways:
- Pipeline Management: Organize and track all sales opportunities
- Revenue Forecasting: Predict revenue based on deal values and probabilities
- Stage Tracking: Monitor deal progression through sales stages
- Integration: Seamless connection with other CRM modules
- Performance: Track sales metrics and improve processes
- Customer Focus: Maintain complete customer sales history
Next Steps:
- Create your first opportunity to familiarize yourself with the interface
- Set up pipeline stages for your sales process
- Configure probability guidelines for your team
- Integrate with other modules (Individuals, Organizations, Services)
- Train your team on opportunity management best practices
- Review pipeline metrics regularly to improve sales performance
Start by creating a few opportunities and exploring the various features. As you become more familiar with the module, you'll discover how it can streamline your sales process and help you close more deals.
Frequently Asked Questions
What is the Opportunities module used for?
The Opportunities module is used for managing sales opportunities, tracking deals through the sales pipeline, forecasting revenue, and analyzing sales performance. It provides complete visibility into your sales process from initial lead to closed-won or closed-lost.
How do I create a new opportunity?
Click the "Create Opportunity" button in the opportunities list, fill in the required information (title, customer, value, stage), set probability and expected close date, and click "Create". The opportunity will appear in your pipeline.
What are the different pipeline stages?
There are six pipeline stages:
- Lead: Initial contact or inquiry
- Qualification: Assessing fit and interest
- Proposal: Formal proposal submitted
- Negotiation: Finalizing terms and conditions
- Closed-Won: Deal successfully closed
- Closed-Lost: Deal did not close
How do I change an opportunity's stage?
You can change stage in several ways:
- Use the stage dropdown in the opportunity detail view
- Right-click on an opportunity in the list for quick stage changes
- Drag and drop opportunities between stages in Pipeline view
- Use bulk operations to change stage for multiple opportunities
What is probability and how is it used?
Probability is the likelihood (0-100%) that an opportunity will close. It's used for revenue forecasting: Forecasted Revenue = Opportunity Value × Probability. As opportunities progress through stages, probability typically increases.
How do I assign an opportunity to a team member?
You can assign opportunities in several ways:
- Use the assignment dropdown in the opportunity detail view
- Click "Claim" to assign the opportunity to yourself
- Right-click on an opportunity in the list for quick assignment via context menu
- Use bulk operations to assign multiple opportunities at once
Can I link opportunities to both individuals and organizations?
No, an opportunity can be linked to either an individual OR an organization, but not both. Choose the appropriate customer type based on who the opportunity is for. For B2B sales, link to the organization. For B2C sales, link to the individual.
How does revenue forecasting work?
Revenue forecasting calculates: Forecasted Revenue = Opportunity Value × Probability. The system sums all opportunity forecasts to provide total forecasted revenue. You can filter forecasts by stage, assignee, or date range.
What is the difference between Opportunities and Pipeline modules?
The Opportunities module manages individual deals and their details. The Pipeline module provides a visual representation of the sales pipeline, showing opportunities organized by stage. They work together to provide complete sales management.
Can I add billable items to opportunities?
Yes! Navigate to the Billables tab in the opportunity detail view. You can add services from your service catalog, add custom line items, set quantities and prices, and generate invoices from opportunity billables.
How does the Opportunities module integrate with other modules?
The Opportunities module integrates with:
- Individuals Module: Link opportunities to customer contacts
- Organizations Module: Link opportunities to company accounts
- Tickets Module: Connect opportunities to support tickets
- Services Module: Use services from catalog in billables
- Billables Module: Add billable items and generate invoices
- Tasks Module: Create follow-up tasks related to opportunities
- Notes Module: Add notes to opportunities
- Pipeline Module: Visual pipeline representation
How do I search for specific opportunities?
Use the search bar at the top of the opportunities list. You can search by title, customer name, or any text in the opportunity description. The search is real-time and filters the list as you type.
Can I change opportunity value after creation?
Yes, you can change the value at any time. Use the value field in the opportunity detail view. Update value if deal terms change or if you receive new information about the deal size.
What happens when I mark an opportunity as Closed-Lost?
Marking an opportunity as Closed-Lost records that the deal did not close. The opportunity remains in the system for historical records and analysis. You can add notes about why the deal was lost, which helps with learning and process improvement.
How do I track opportunity performance?
The system automatically tracks when opportunities are created, when stages change, and when opportunities are closed. You can view this information in the opportunity detail view and use it for performance analysis and reporting.