Sales Department

Roles covered: SDR · Sales Agent · Account Manager · Sales Manager
Primary modules: Leads · Opportunities · Proposals · Sales Orders · Contracts · Invoices · Payments · Commission · Goals

Who this guide is for

Your module map

PROSPECTING              QUALIFICATION        QUOTING
───────────              ─────────────        ───────
Leads                    Opportunities        Proposals
Lead Forms               Lead Scoring         Sales Orders
Facebook Leads           Appointments         Contracts
Lead Email Integration   Lead Pipelines       Email Builder

INVOICING & PAYMENTS     MONITORING           COMMUNICATION
────────────────────     ──────────           ─────────────
Invoices                 Goals                Mailbox
Payments                 Sales KPI            WhatsApp
Recurring Invoices       Reports              Announcements
Commission               DataPulse            Marketing Campaigns
Sales Agent              Sales Performance

Recommended daily routine

Morning (15–20 min)

1. Main dashboard — /admin

On opening the CRM, check the widgets:

• New uncontacted leads from the last day (source: web form, Facebook, email)
• Tasks due today — follow-ups set previously
• Expired proposals requiring resending or updating
• Overdue invoices for your clients — need contacting

2. Leads Pipeline — /admin/leads (view: Kanban)

Check the "New" column for unqualified leads and the "Follow-up" column (or equivalent in your pipeline) for what needs to be contacted today.

3. Pending proposals — /admin/proposals?status=4 (Sent)

Sent but unaccepted proposals — candidates for a follow-up call.

During the day

Update the status of each lead after every interaction — drag the card to the new stage on Kanban or change the status from the lead record.

Log activities from the lead or opportunity record:

• Phone call → type: Call, duration, summary
• Email sent → attach the copy
• Meeting → linked to the Appointments module

Set reminders for every lead without a follow-up date — no lead should be left "hanging".

Weekly (30 min)

• Goals /admin/goals — progress versus monthly target
• Commissions /admin/commission — what has been generated from new payments
• Pipeline review — leads stagnant > 14 days in the same stage
• Expired proposals — decision: resend or mark Lost

Main workflows

1. Lead → Cash — the complete sales flow

The most important flow. Goes through all steps from first contact to payment.

→ Detailed guide: Lead → Cash

Essential steps in summary:

Lead (captured) → Qualified → Opportunity → Proposal
→ Accepted → Sales Order → Invoice → Payment ✓

Important shortcut: If the client accepts the proposal from the portal, the invoice can be auto-generated if estimate_auto_convert_to_invoice_on_client_accept = 1 (check with CRM administrator).

2. Full Commercial Cycle — when it involves stock

When you're selling physical products that need to be delivered from the warehouse.

→ Detailed guide: Full Commercial Cycle

What's different: after the sales order, the warehouse checks stock. If products are missing, procurement creates a supplier order. You track the delivery status.

3. Contract Approval + Signature

When the deal requires a written agreement signed digitally.

→ Detailed guide: Contract Approval + Signature

Pipeline and leads — working efficiently

Kanban vs. List view

Drag-drop in pipeline

You can drag a lead from one stage to another directly on the Kanban screen. On drop:

• Status is automatically updated
• The lead_status_changed hook triggers any Workflow Automation configured on this event (e.g. automatic task creation, manager notification email)

Lost and Junk leads

Lost reasons — configurable at /admin/leads (settings) — record the reason for loss for analysis: Price too high, Won by competitor, Budget unavailable, etc.

Lead scoring

Each lead automatically receives a score based on configured criteria (source, industry, area, function, company size). High-score leads appear prioritised.

→ Lead Scoring

Proposals — practical guide

Quick creation

1. From lead or opportunity → Create Proposal (automatically pulls contact data)
2. Select template or write content
3. Add lines: products/services, quantities, prices, discounts, taxes
4. Set expiry date (open_till) — recommendation: 14–30 days

What the client sees in the portal

The client receives an email with a unique link (no authentication needed). On the proposal page:

• Sees content, lines and total
• Can leave comments (if allow_comments = 1 on proposal)
• Can accept or reject with one click
• Cannot edit the proposal

If the client leaves comments: you receive a notification in CRM. Reply from the proposal → the client also sees your reply.

Proposal statuses

Expired proposal: open_till date has passed → client can no longer accept from portal. You must create a new proposal or manually change the status.

Converting proposal → invoice / order

Invoices and payments

Sending an invoice

From invoice → Send → automatic email with PDF and client portal link. The client can:

• Download the PDF
• Pay online (if gateway configured)
• See partial payment history

Recurring invoices

For monthly subscriptions or framework contracts with periodic billing: → /admin/invoices/recurring — define amount, frequency (monthly, quarterly, annual), start date and number of cycles.

The invoice is automatically generated at each cycle without manual intervention.

→ Recurring Invoices

Invoice statuses to track

Manual payment recording

From invoice → Record Payment → fill in: amount, date, payment method, reference (transfer number). You can record successive partial payments.

Commissions — how they are calculated

Trigger

Commission is calculated after invoice payment, not after signing the contract or sending the proposal. If there is a configured waiting period (commission_calculate_after_days), commission appears after X days from payment.

Commission policy types

Checking your commissions

As agent: /admin/commission — list of all your commissions with paid status (0=pending, 1=paid).

As manager: /admin/commission/applicable_staff — configure who receives commissions and on what policy.

Commission payment: the manager generates a Commission Receipt that groups multiple pending commissions and marks them as paid. Optionally an expense is also created in the Expenses module.

→ Sales Commission

Goals — targets and performance

Setting goals

Where: /admin/goals → Add Goal

Target types:

• all — target for the entire sales team
• staff — individual target for one agent
• team — target for a defined team

Automatic notifications

• Goal achieved → push notification in CRM for the targeted agent/team
• Goal missed (on period expiry) → notification with percentage achieved

Goals dashboard widget

Add the Goals widget to your dashboard → achievement percentage visible at every login.

→ Goals

Reports and monitoring

Daily reports

Weekly reports

Sales Performance Dashboard

Where: /admin/reactmodule/sales_performance

React dashboard with advanced metrics:

• Revenue YTD vs. same period previous year
• Top products by profit margin
• Monthly revenue + profit trend
• Conversion rates (leads → opportunities → invoices)
• Available vs. reserved stock (if you have warehouse data access)
• AI insights on stockout risks and growth opportunities

→ DataPulse

Useful automations for the sales team

Configurable in Workflow Automation (/admin/workflow_automation):

→ Workflow Automation

Marketing Automation — automatically nurtured leads

Leads that aren't ready to buy can be placed in automatic email/SMS sequences that educate them and keep them interested until they're ready.

Typical flow:

1. Lead captured from web form → automatically enters "New Leads" segment
2. MA sends welcome email → after 3 days sends case study → after 7 days demo invitation
3. Lead clicks the demo link → score increased → automatic agent notification: "Hot lead, contact now"

→ Marketing to Lead

Efficiency tips

Navigation shortcuts

Proposal templates

Create templates for the types of quotes you send frequently:

• "Monthly Services" template with standard lines
• "One-time Project" template with typical structure
• "Product + Installation Package" template

Where: /admin/proposals → Templates → Add Template

Common permissions for the Sales Agent role

If you cannot access a module or action, ask the administrator to check your role at /admin/roles:

Quick reference

Workflows: Lead → Cash · Full Commercial Cycle · Contract Approval + Signature · Marketing to Lead

Modules: Leads · Lead Pipelines · Lead Scoring · Opportunities · Proposals · Sales Orders · Contracts · Invoices · Recurring Invoices · Payments · Sales Commission · Goals · Sales Agent · Clients

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