CRM

Getting Leads to the Right Salesperson

There are three ways new leads reach a salesperson: manual assignment, assignment rules, and self-service pickup.

Manual Assignment

Open the lead → set Salesperson and Sales Team directly. Fine for low volume or when a manager wants to hand-pick every assignment.

Assignment Rules (Automatic)

Go to CRM > Configuration > Sales Teams → open a team → Assignment Rules tab.

• Domain – A filter deciding which leads this team is eligible for (e.g. country = "Pakistan", or a specific UTM source).
• Assignment Method – Balanced (round-robin so everyone gets an equal count) or Manual.
• Per member, a Capacity can be set (e.g. max 20 open opportunities) so the round-robin skips people who are already overloaded.
• The Lead Assignment scheduled action runs this logic periodically (Settings → Technical → Scheduled Actions).

Territory-Style Domains

Quickenerp doesn't have a separate "Territory" model — territories are implemented as assignment-rule domains, typically on Country, State, or a custom Tag field. Common patterns:

• One team per country/region, domain filters on country_id.
• One team per product line, domain filters on a lead Tag set during lead capture (e.g. from a product-specific landing page).
• One team per language, domain filters on the contact's lang.

Self-Service Pickup

If a team has no assigned salesperson set as default, unassigned leads sit in a shared "My Pipeline" filtered-out pool visible to the whole team; any member can open one and click Assign to Me. Useful for smaller teams that prefer first-come-first-served over strict rules.

Activities & Scheduling

Adding Activities

1. Open an opportunity.
2. Click Schedule Activity.
3. Choose Activity Type: Call, Meeting, Email, To-Do, Demo, Follow-up.
4. Set Due Date, Assigned To, Summary.
5. Click Schedule. It appears on the user's dashboard and calendar.

Activity Types

Go to CRM > Configuration > Activity Types. Create custom activities. Each can have:

• Default summary and description.
• Action (Upload file, Call, Send Email).
• Trigger next activity (auto-schedule follow-up after call).

Next Activity Automation

In Settings, enable "Next Activity Automation". When an activity is marked done, Quickenerp schedules the next activity automatically. Example: "Call" done → schedule "Send Proposal" activity.

Email Logging

Configure the CRM email alias in Settings. Emails sent to the alias auto-create leads or log as messages on existing opportunities.

Meeting Scheduler

From an opportunity, click Meeting to open the calendar and book time directly with the contact, optionally sharing a booking link so the prospect self-selects a slot (if the Appointments app is installed).

Overdue Activity Handling

Opportunities with an overdue activity show a red activity icon in kanban. Use the Activities filter/group-by on the pipeline to see "Overdue" vs "Today" vs "Planned" at a glance — this is the single best daily habit for keeping a pipeline from going stale.

Pipeline Management

Stages

Go to CRM > Configuration > Stages. Default stages:

• New / Incoming
• Qualified
• Proposal Sent
• Negotiation
• Won / Closed
• Lost

Customizing Stages

• Reorder stages by sequence number.
• Set Probability % per stage (auto-calculates expected revenue).
• Set Requirements – E.g. "Proposal Sent" requires a linked quotation.
• Stages can be marked team-specific, so each team can run a different pipeline shape (e.g. a renewals team needs fewer stages than a new-business team).
• Fold a stage in kanban settings to collapse it by default once most deals have moved past it, keeping the board focused on active work.

Moving Opportunities

• Kanban: Drag and drop between stages.
• List: Edit the stage field directly.
• Form: Click the stage progression bar at top.

Marking Won / Lost

• Click Won – Opportunity closes. Quickenerp can auto-create a customer and/or quotation if configured.
• Click Lost – Select a Lost Reason (mandatory if configured). Add notes. The opportunity is archived.
• A lost opportunity can be Restored from the archive if the deal comes back later — nothing is deleted, just archived.

Forecasting

The pipeline kanban shows the total expected revenue per stage. Weighted amount = Expected Revenue × Stage Probability %. The "Forecast" view shows this by salesperson, team, and month, and is the number most sales managers use for monthly revenue projections rather than raw pipeline value.

Duplicate & Similar Opportunity Warnings

When creating an opportunity for a company that already has one open, Quickenerp flags it so you don't run two competing deals with the same customer by accident. Review and merge if it's genuinely the same deal, or keep both if they're separate projects.