Deals Management

Deal Status

Deals in Concord CRM have three statuses: open, won, and lost. Effectively changing these statuses allows you to utilize filters to organize and prioritize your deals. For instance, you might want to review all deals marked as "Lost" created in January.

  • Open: This status indicates ongoing negotiations between the sales agent and the customer. Concord CRM keeps track of the time each deal spends in this stage.
  • Won/Lost: Even after a deal is marked as "Won" or "Lost", you can still update it, send emails, add notes, and more.

Properly managing deal statuses helps in efficient deal tracking and follow-up in Concord CRM.

Change Deal Status

To change the status of a deal, follow these steps:

  1. Access the Deal Profile: Go to the specific deal you want to update.
  2. Change Status: Click on the "Won" or "Lost" buttons located at the top right of the deal profile.

Once the status is changed, the status changelog will automatically appear at the top of the deal's timeline.

Note: When a deal is marked as "Lost" or "Won", time tracking in the current stage will stop. If you need to continue tracking time in a specific stage, you will need to mark the deal to "Open".

Marking a Deal as Lost

To mark a deal as lost:

  1. Go to the deal you want to update and click the "Lost" button at the top right side of the page.
  2. Choose or Enter a Lost Reason: Select a predefined lost reason or manually enter a reason (if this option is available). This helps in understanding why the deal was not successful.

By documenting the reason for losing a deal, you and your team gain valuable insights for future strategies.

Stage Duration Tracking

Concord CRM tracks the duration a deal stays in a specific stage when its status is "Open". This feature provides insights into which stages take the most time for a deal.

To view the time spent in each stage:

  1. Open the deal you want to review.
  2. Place your cursor over the stage name within the deal profile. The time the deal has been in that stage will be displayed.

This functionality helps in analyzing the deal progression and identifying potential bottlenecks in the sales process.

Adding Products to Deals

  • To associate specific services or products with a deal, you can use predefined products. Learn more about using products here.
  • While you can manually set a deal's value, adding products helps in better tracking and organization.

Steps to Add Products

  1. Access Deal Details:

    • Go to the detail view of the deal you want to add products to.

  2. Open Products Section:

    • Click on the products link below the deal name or edit the amount field and select "Manage Products".

  3. Choose Tax Option:

    • Select whether the product prices are Tax Exclusive, Tax Inclusive, or No Tax.

  4. Add Products:

    • Click the dropdown to add a product. Once selected, the total calculations appear at the bottom.

  5. Customize Product Details:

    • Adjust quantities, descriptions, rates, taxes, and discounts as needed.

  6. Save:

    • Click Save to attach the products to the deal.

Managing Deal Amount

  • When products are linked to a deal, editing the amount field will show a modal with all associated products.
  • To manually set the deal amount without products, remove all linked products from the deal.

Kanban Board for Deal Management

Concord CRM’s Kanban board offers a visual and interactive way to manage deals, providing an overview of the entire sales pipeline at a glance.

To view your deals in a kanban view:

  1. Go to Deals List View: First, navigate to the list view of deals.
  2. Find Kanban Button: Look for a button with a kanban icon, located in the top right corner of the page.
  3. Open Kanban: Click on this button to switch to the kanban view.

  • Remembering Preferences

    Concord CRM remembers your last view preference. If you open the kanban view, the next time you access deals from the sidebar, it will default to the kanban view for convenience.

  • Switching Back to List View

    If you wish to return to the list view, click on the deals link in the sidebar while on the kanban view, or use the list view button located at the top right of the kanban view.

Features of the Kanban Board

  • Visual Workflow:
    • Each column represents a stage in your sales pipeline, such as "Contact Made", "Presentation Scheduled", "Proposal Made", and "Appointment Scheduled".
  • Deal Cards:
    • Deals are represented as cards within these columns, displaying key information such as the deal name, count of upcoming activities, and the deal value.
  • Drag-and-Drop:
    • Easily move deals between stages with a simple drag-and-drop action to update their status in the sales process.
  • Setting the Default Active Pipeline:
    • The first pipeline in the order is set as the default active pipeline when you visit the Kanban view, This allows you to prioritize a pipeline, ensuring it's the first thing you see upon accessing the Kanban board.

Customizing the Kanban Board

  • Pipeline Selection:
    • Choose different pipelines from the dropdown menu, like "Sales Pipeline" or "Company Pipeline", to view deals specific to each pipeline.
  • Editing Pipelines:
    • Click on the active pipeline dropdown menu located at the top right of the Kanban board.
    • Customize each pipeline by clicking the "Edit Pipeline" option, allowing you to modify stages to fit your sales process.
  • Reorder Pipelines:
    • Click on the active pipeline dropdown menu located at the top right of the Kanban board.
    • Select "Reorder pipelines" from the dropdown options.
    • Use drag-and-drop to rearrange the pipelines. The one you place first becomes the default active pipeline.
    • After reordering, the new order is saved automatically.

Managing Deals in Kanban View

  • Creating New Deals:
    • Quickly add new deals by clicking the "+" button at the top of each column.
  • Viewing Deal Details:
    • Click on a deal card to view deal detailed information.
  • Filtering Deals:
    • Use the filters or search functionality to find specific deals within the board.

Organizational Tools

  • Activity Indicators:
    • Each deal shows the number of activities and their due dates to help prioritize follow-up actions.
  • Deal Value Totals:
    • The total value of deals in each stage is summarized at the top of the column, providing insights into potential revenue.

Updating Deal Statuses

  • Drag to Status: Simply drag a deal card to the bottom of the Kanban view where status droppers are located.
  • Status Droppers: Designated status areas labeled as "Won", "Lost", let you drop deals to instantly update their status.

Deleting Deals

  • Delete Dropper: Alongside the status droppers, you'll find a "Delete" section at the bottom right.
  • Permanent Removal: Dragging a deal card to the "Delete" area will remove the deal from your pipeline after confirmation.

Create Deals Via Web Forms

Concord CRM offers a flexible forms feature that enables you to create and embed custom web forms on your website. These forms can be placed in sections like 'Contact Us' or 'Request a Quote', or even shared directly with potential customers without embedding them on a website.

Key Features of Web Forms:

  • Unlimited Custom Forms: Create as many custom web forms as you need.
  • Embed Anywhere: Place these forms on any number of websites.
  • Wide Range of Fields: Add fields related to contacts, deals, and companies.
  • Automatic Creation in CRM: When a form is filled out, Concord CRM automatically creates corresponding deals, contacts, and companies in your dashboard.
  • Support for Custom Fields: Incorporate custom fields that you've created into your forms.

Using Filters for Segmentation

Concord CRM’s filters feature is designed to help you segment your data efficiently, allowing you to prioritize deals effectively.

Example of Filter Use

1. Prioritizing High-Value Deals

  • Scenario: Focus on the most profitable opportunities.
  • Filter Use: Set a filter for deals above a specific amount. This prioritizes deals with the highest potential revenue.

2. Targeting Month-End Deal Closures

  • Scenario: Strategize for closing deals by the end of the current month.
  • Filter Use:
    • Apply a filter on the "Expected Close Date" field.
    • Set the range to include dates from today to the last day of the current month.
    • This filter identifies deals anticipated to close by month-end, allowing your team to focus efforts on finalizing these opportunities within the targeted timeframe.

The filters feature is not just limited to this; it’s highly flexible:

  • Custom Fields: Utilize most fields available, including custom fields, to tailor your queries.
  • Advanced Filtering: For example, you can filter deals expected to close this week, created this month, and belonging to a specific custom pipeline.

This powerful tool enables you to refine your focus and manage your deals more effectively based on your unique business needs.