In the Opportunities module, you can manage potential and future deals with your clients. Use this module to:

• create and send business proposals

• keep track of the proposal’s status and progress

• control your potential sales and revenue.

Each opportunity consists of offers that present alternative options for your clients.

Opportunities and offers are tightly connected to quotes. Every time a project manager creates a quote, a corresponding offer and opportunity are created automatically. However, you can add new opportunities, offers, and related quotes from the Opportunity module. That is especially useful when dealing with potential clients.

Opportunities tab

In this tab you can, you can overview, browse and open available opportunities. By default, you see the list of all opportunities you have in XTRF, with several filters on top of the table. You can select another view or create a new one by clicking on the View drop-down list.

• To open an opportunity, click on its line in the list.

• The content of the Status and Probability columns is customizable. To learn how to set your own statuses and associated probabilities, see the System Values: Advanced - Opportunity statuses article.

• The aggregated information from the Net Amount column can be used for the sales pipeline.

Manage an opportunity

Add an opportunity

To add a new opportunity, you can click:

• the button on the top menu bar and select Opportunity from the drop-down menu

• the Add Opportunity button on top of the opportunities list.

On the Add Opportunity page, you need to:

1. Provide a concise name for the new opportunity.

2. Select the client.

3. Click the Add Opportunity button.

You will be directed to the opportunity page, where you can provide the details of the potential deal.

To be able to save an opportunity, you have to provide the following:

• the Expected Close Date in the Summary card

• the Amount in the Opportunity Offers section.

Summary card

In this card, you can:

• Set the Expected Close Date (when you plan to finalize this deal).

• Add notes about the potential deal. Those notes will be visible to all Home Portal users with access to the Opportunities module.

• Take a shortcut to the client’s profile by clicking the Show client link.
  

  

Opportunity Offers section

In this section, you can manage the offers linked to this opportunity. Each offer will be displayed on a separate card.

To complete the offer:

1. Provide a concise name.

2. In the Amount field, provide the estimated amount of money you think you can get from this offer.

3. Select the stage of negotiation (Opportunity status) from the drop-down list. You can manage the Opportunity statuses in Configuration menu > System Values: Advanced > Opportunity Statuses.

4. To add a related quote to the offer, click the Add Quote link. You will be directed to the Add Quote page. To learn how to create quotes, see the Quotes module - Add a quote article.

5. After you create a quote and add receivables, the offer card is updated:
   

   

a. In the Quote section, the total amount of the quote’s receivables is shown. Click on it to open the related quote.

b. When you hover over the offer card, the padlock icon appears. Click on the icon to link the offer amount to the quote’s receivables so that the quote’s amount changes are reflected in the Amount field. To unlink those numbers, click on the icon.

To create another offer for this opportunity, you can either:

• Click the Add Offer button in the page’s top right-hand corner and fill in the details as described above.

• Click the Clone Offer button in the offer card’s top right-hand corner and make necessary changes to the newly created offer.

People card

In this card, you can select people directly involved in the opportunity.

1. From the Sales Person drop-down list, select the person responsible for this opportunity on your side.

2. The client’s contact person will be selected automatically based on the information from the client’s profile.

3. To add a new contact person for this client, click the Add Client Contact button and fill in the details in the Create Contact Person pop-up window.

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To change the sales or contact person in the People card, click on their names. A drop-down list with available options will appear.

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Send the offers

If you have created an opportunity with several offers and related quotes, you can send them to the client, so they can choose the most suitable one. To do so, click the Send E-mail to Client button.

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Only the offers that meet the following requirements can be sent to the client: a related quote is created quote’s amount is larger than 0 offer’s amount is linked with quotes using the padlock icons the opportunity doesn’t have the Closed Won or Closed Lost status.

After you send the offer, your client will receive an e-mail with the details of all the quotes included in the opportunities. By clicking on the Decide on Quote links, they will be able to accept or reject a quote.

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Clients can accept only one quote from the offer. After one quote is accepted, others are automatically marked as rejected.

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Delete an opportunity

Opportunities and offers can’t be deleted from the Opportunities module. The only way to delete them is to select the Delete the associated offer from the opportunities box while deleting the quote in the Quotes module.

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Offers tab

In this tab, you can browse through separate offers, check their statuses and the probability of closing the deal.
You can select another view or create a new one by clicking on the View drop-down list.

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To learn more about views, see the Smart views article.

To open an offer, click on its line in the list. Offers don’t have separate pages, so you will be directed to the opportunity that contains the selected offer.