1. Create a new Deal
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- On your phone, start Upvise and go to the Sales app
- Tap on the + button and select New Deal, then enter a Name
- Tap on the Amount field and enter the estimated deal Amount. N.B.: this can be changed/refined later on
- Set the estimated Closing Date for the Deal. By default it is set to 2 months from Today
- Tap the Company field and select an existing Company/Customer or tap the + button in the top right of the screen to create a
new one
- Optionally you can select the main contact for this deal in the Contact field
- Tap the Done button in the top left of the toolbar
Note: You can use the Description field as well to enter more information. If you need to capture more specific data about a Deal, you can define Custom fields for a Deal.
2. Add a note to keep track of the progress
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- On your phone, start Upvise and go to the Sales app
- Tap on Deals then All and select the Deal in the list or search for it by tapping the search icon
- Tap on the + button and select New Note. Enter your note here. You can use the microphone icon on the Android or iPhone keyboard to dictate your note.
- All the notes for your Deal are listed in the Note tab of the Deal screen. You can review and modify them from there
Using Notes to Track Inactive Deals
3. Modify the Amount or Closing date
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- Select a Deal in the Sales app
- To change the Closing date, tap on the Closing Date field and select a new date
- To change the Amount, tap on the Edit button in the toolbar, then tap the Amount field and change it
4. Add an Event, Task or a File
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- Select a Deal in the Sales app
- Tap on the + button and select New Task, Event or File
Note: the Tasks, Files or Events attached to a Deal are visible in the Deal
Activity tab. You can also see them in the other Upvise apps: Tasks, Calendar and Files.
5. Move the Deal to the next Stage
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- Select a Deal in the Sales app
- Tap the Stage field to display a popup of available Stages. Select the Stage you want.
Note: you can
customize the Stages in the Deal pipeline to match your sales process.
6. Send a Quote to the Client
- Select a Deal in the Sales app
- Tap on the + button and select Create Quote
A new Quote will be created with client data copied from the Deal. Add products to the Quote and send it by email to your Client directly from your mobile. See
Quotes and Invoices.
7. Close a Deal as Won or Lost
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- Select a Deal in the Sales app and tap on Edit
- Tap on the Status field and select Won or Lost in the popup. Then tap the Done icon in the toolbar
Note: Closed won or lost Deals appear in the
Closed section of the Deals screen on mobile.
Customize the Sales Pipeline
In the Sales Web app /
Options menu / Deals tab, you can define your own set of Stages.
Click on New Stage and enter a Name and associated Probability. Click on a Stage in the list to Edit or Delete it.
When you move a Deal to a new Stage, the Probability of the Deal gets updated automatically based on the Probability field above.
Use the Up and Down links to change the order of the Stages.
Sales Forecasting
The Dashboard in the Deals section displays a global view of forecasted Sales Amount by Month, Stage and Staff.
The Forecast amounts are computed as the sum of the Amount of each deal multiplied by the Probability of the deal.
In the web app Dashboard, the total Pipeline, i.e the sum of Amounts of each Deal, is displayed together with the x factor on the Forecast.
Commission Handling
Managers can specify Commissions that sales reps receive on completed sales. The Commission module is configured in the Sales web app /
Options menu / Commission tab.
Commissions can be calculated either on Won Deals or on Confirmed Quotes.
The Commission is specified as a % of the Amount of each deal or quote.
A maximum commission can be applied, i.e. if the amount of commission calculated using the % is above this max amount, the commission is equal to the Max Commission.
Commissions can apply to all or only some users, which should be listed in the Eligible Staff.
The default calculated commission can be overridden in an individual Deal, by editing the Deal and specifying an amount in the Commission field.
The Commission Report displays the total commission gained by each user and by month.
Tracking Inactive Deals
Adding Notes on a regular basis for your Deal is important because it helps to keep the Deal up to date.
If a Deal has had no Note added to it for more than 15 days, the Deal will be flagged as Inactive and will be displayed with a yellow stripe in the Deal list view.
The number of days before becoming Inactive can be customized in Sales Web app /
Options menu / Deals tab.
Staff Activity Score
In the Sales web app, the Staff Activity report provides a global view of what each user is working on, i.e. the
number of new Deals or Quotes created, and also activity related to sales, e.g meetings, call logs, deal notes, forms.
The Aggregate Activity Index is a chart that gives the trend of user activity over the past 6 months. It is calculated as an aggregate sum
of number of new deals and quotes (with a factor 10 ponderation), and the number of sales related events, notes, etc...
