Overview
Note: Help content (except videos) has been updated to reflect the UI/UX changes in BQE CORE.
Opportunities represent potential sales orders or business development opportunities for companies. In BQE CORE CRM, if you have determined there are potential sales to be made for prospects, you can go ahead and create opportunities for them detailing what you are expecting them to purchase, when they might purchase and how big the purchase is going to be. Typically, after the leads have been contacted and qualified as prospects, an opportunity is created to track the potential sales. You can then create proposals to email the prospects and negotiate the sales. After the life cycle of opportunity is completed, you generally indicate a closed-won or closed-lost opportunity stage. As these opportunities are won, they lead to various projects wherein the earlier leads and prospects now become your clients. Click to watch this video on managing opportunities in CORE.
Creating opportunities adds potential sales to the sales pipeline and, therefore, puts it on the radar of the sales managers, who may be holding the team responsible for the progress of opportunities. You can create a list of stages for your opportunities to indicate the current status of an opportunity, e.g., whether an opportunity is ongoing or closed. This custom list is useful in identifying various completion stages of opportunities from prospects to clients. You can also create a list of opportunity types, e.g., New Business, Existing Business, etc. When an opportunity arises, it is helpful for sales representatives or business development agents to classify or categorize the opportunity. Commissions and sales goals both are dependent on the opportunity amount that is won by the sales team. Sales Goals uses the opportunity amount won to calculate if the sales person met the periodic goals. On the other hand, commission is calculated for the sales person based on the primary quote associated with the opportunities won.
Note: You can get a visual overview of this feature in CORE from the CRM flowchart.
How To
Convert Opportunities to Projects
Field Descriptions
| Field Name | Field Description |
| Opportunities > Info Bar > | |
|
Ongoing Opportunities Opportunities Won Opportunities Lost |
This info bar represents the three opportunity stages:
Ongoing and Closed-Lost uses the forecast amount where as Closed-Won uses the sales closed amount. |
| Opportunities > Create Opportunity > | |
| Opportunity Name | Name of the opportunity expected from a prospect. |
| Type | The type (e.g., new business, existing business, renewal, etc.) of opportunity can be selected from the drop-down list. You can create various opportunity types in the CRM lists. |
| Prospect | This is the prospect associated with the opportunity. If an opportunity is converted to a project, this prospect becomes the client of that converted project. You have an option to select clients in addition to prospects in the drop-down list. If a client is linked to a prospect, only the client will appear in the list, reducing duplicates. |
| Description | Description or other information about the opportunity, say additional licenses. |
| Priority | You can set a priority for the opportunity, e.g., High, Critical or Low. It allows you to prioritize a set of opportunities. You can create customized priority values in the CRM lists. |
| Assigned To | This is the sales person to whom the opportunity is assigned. It gets pre-filled by the prospect's Assigned To value by default. |
| Opportunity Value | Monetary value or worth of an opportunity. |
| Probability % | Current possibility of winning the opportunity. This value is in percentage, say 50%. By default, it is set to 25%, but you can change it. You can quickly update the probability of an opportunity later using the Update Probability option from the row-action menu in the list view. |
| Forecast |
Forecast refers to the revenue that you expect from the opportunity. It represents the monetary value of an opportunity and is calculated as: Forecast Amount = Opportunity Probability % x Opportunity Value By considering the probability of each deal closing, the calculation gives a more accurate representation of the revenue you can expect. |
| Target Date | The realistic close date by which you want to win the opportunity. It represents a deadline for an opportunity. It is set as one month later by default, but can be changed as needed. |
| Closed On Date | Date on which the opportunity was closed. This opportunity could be won or lost. |
| Created On Date | Date on which the opportunity was created. |
| Expiration Date | Calculated as the last expected close date, the opportunity's expected or actual close date. |
| Sales Goals | You can associate the relevant sales goal with the opportunity. This is needed to calculate the Actual Amount and % Realized values after an opportunity is won. |
| Project Template | CORE allows you to select a template for the project to be created if an opportunity is won. The selected project template can also be used when preparing a quote, enabling you to create a more detailed and descriptive estimate based on each phase outlined in the template. |
| Project | You can select a project or create a new project for the opportunity, whether won or in-progress to be able to track time and expenses spent while working on that opportunity. |
| Unlink Project | After selecting a project here, you can unlink it. Unlinking a project results in your inability to log time and expenses for that opportunity. You are given the option to Update Project Status and then unlink it. |
| Other Details: Stage | The current stage of an opportunity in terms of sales, e.g., ongoing, won or lost. |
| Status | Current status of an opportunity based on the sales process, say Active or Inactive. |
| Promotion | Promotion refers to the promotion or promo code that you want to associate with the opportunity. E.g., There could be an opportunity to sell TV sets to a prospect by offering a discount using a promotion code. You can create various promotions and discounts in the Promotions screen. |
| Campaign | The campaign name, if any, from which the opportunity originated or which you want to associate with the opportunity. |
| Competition | Name of the competitor for the opportunity. |
| Next Step | You can write quick notes about the opportunity here such as related calls, emails, tasks, etc. You can also mention the succeeding stage of the opportunity's sales cycle. |
| Contacts: Primary Contact | You can select the primary contact for this opportunity from the drop-down. The list contains the contacts that you have set in the Prospects screen. If a primary contact is not specified here, the email ID of the prospect associated with the opportunity is used for sending emails. |
| Conclusion: Closed On | Date when the opportunity is closed, whether it was won or lost. |
| Closed Amount | Amount at which the deal is finalized or closed with the prospect. It can be the proposal or quote amount, forecast amount, or any other amount. If the opportunity stage is set as 'Lost', the closed amount is automatically zero. If the opportunity is won and converted to a project, the closed amount becomes its contract amount. |
| Loss Reason | In case the opportunity is lost, then you can provide a reason for that loss. This field is available only when the Stage field is set to Lost. |
| Opportunities > General > Details > | |
| History | CORE saves the change history for opportunities. The attributes that are tracked by the history include Priority, Stage, Status, Opportunity Value, Probability, Forecast, Target Date, Expiration Date, Sales Goal, Next Steps, Closed On, Closed Amount, etc. CORE also adds automatic notes when any of these attributes change, e.g., “Sally changed the target date from 4/15/2024 to 5/7/2024”. |
| Opportunities > Proposals > | |
| Proposal Name |
This is the unique display name of a proposal. It can be numbers, letters or a combination of both. |
| Primary | When there are multiple proposals, you can indicate which one is most likely going to be approved by the prospect. It might not be the most recent one. Only one proposal can be indicated as 'primary' and it cannot be made inactive. |
| Amount | Total amount quoted on a proposal, which includes services, expenses, subtotals, discounts and taxes. |
| Opportunities > Quotes > | |
| Primary |
When there are multiple quotes, you can indicate which one is most likely going to be approved by the prospect. It might not be the most recent one. Only one quote can be indicated as 'primary'. CORE marks every new quote as primary for a specific opportunity. If there is only one quote for an opportunity, it is set as the primary quote by default. |
| Amount |
Total amount mentioned on a quote, which includes services, expenses, subtotals, discounts and taxes. |
| Quote ID | It is the primary, unique identifier of a quote that is used for reference. A quote is generated for internal use and, therefore, should not repeat. |
| Created By | This is a read-only field that is pre-filled with the logged-in user. |
| Miscellaneous Amount |
It can be the contingency expenses for the quote. |
|
Opportunities > Mark as Won/Convert to Project > |
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From Template |
If you are creating a new project using a template, CORE pre-fills the selected project template as the default template for this opportunity (you can change this template, if needed). It is the same as creating a new project, except that the project's structure is based on the selected template. |
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Client associated with the project. Prospective Client is the default client of a project created from an opportunity while it is in-progress and not won yet. If an opportunity is converted to a project, its prospect becomes the client of that converted project. |
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Person who manages the project. You can assign employees as well as vendors (contract employees and outside consultants) as project managers. CORE auto-fills the project manager with the same ID as the client manager, if you leave it blank. |
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| Contract Type |
It determines the billing arrangement of a project. Whether a project is billed per hour, lump sum, or not billed at all, it is a best practice to record time and expenses against it to take advantage of the project management features in CORE. |
| Contract Amount |
This is the total consideration for the project (billable and non-billable Service Amount + non-billable Expense Amount). You can include or exclude billable expenses and taxes in this amount, depending on how you bill. Although contract amount is required for fixed-type contracts, it is a good practice to set it for hourly projects as well. When you enter the contract amount, the Service Amount gets pre-filled by this entire amount by default. You can then manually assign some portion of it to the Expense Amount. Example: If the contract amount of a main or parent project, NET-001, is $100,000 and Phase A is 60% of the total project, then CORE assigns $60,000 to NET-001:A. |
| Project Fee Schedule |
Allows you to override the default employee bill and cost rates with special rates. Use for Budget Fee Schedule checkbox determines whether the budget for a new project should automatically use the same fee schedule as project. By default, when a new project is created, the budget will automatically inherit the same fee schedule as the project. You can select a different budget fee schedule from the drop-down menu when this option is unchecked. |
| Project Settlement |
CORE provides an option to calculate and record a settlement amount for a project. You can access the Project Settlement Amount screen via the Projects detail view. Here, you can set a settlement amount as a percentage of the initial contract amount. The Contract Amount value of the project is recalculated based on the Percentage you enter here. For example, if the initial contract amount was $10,000 and you entered 50% as the settlement percentage, CORE recalculates the contract amount to $5000. This percentage value is stored and can be viewed later for reference. |
| Update Client |
You can convert the associated prospect contacts to client contacts. When a project is already linked with the opportunity, this is not needed as linked project can be with any client. You can update client contacts only in case they are converted from prospects. |
| Create Budget |
You can create a new budget from the service and expense line items found on the quote. |
| Merge Entries |
If you are creating a new project for the opportunity marked as won (which already had a linked project), you can choose to merge the time and expense entries from the old project to the new one being created now. |
|
Opportunities > Follow-Ups > Add & Modify Follow-Ups > |
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| Description |
Name or description of the follow-up. |
| Follow Up Date |
Date of the follow-up deadline. This is the date by which the follow-up needs to be done. |
| Follow-Up Type |
Type or category of to-dos in CORE CRM, say email follow-up or phone call follow-up with a prospect on an opportunity. |
| Assigned To |
You can assign a follow-up to a sales person. |
| Priority |
Indicates the priority of the follow-up, whether high, low or medium. |
| Status |
Indicates whether a follow-up is active, on hold, inactive, completed, etc. It gives the status of the follow-up. |
Create Opportunities
To create an opportunity, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- Click Create Opportunity at the top-right.
- On the Create Opportunity screen, enter the required information. Check Field Descriptions above for details.
- Opportunity
- Type
- Prospect
- Target Date: close date by which you want to win the opportunity
- Stage
4. Enter other information about the opportunity, if needed. Check Field Descriptions above for details.
-
- Description
- Assigned To
- Opportunity Value
- Probability %: Current possibility of winning the opportunity
- Forecast: revenue that you expect from the opportunity
- Sales Goals
- Project Template: for the project to be created if the opportunity is won
- Project
5. Click Save & Done. It takes you to the detail view where you can add more information.
Note: CORE allows you to add opportunities directly from the Clients > Opportunities tab. Do note that this is available with only a CORE CRM subscription and proper security permissions.
Assign Groups
This option allows you to quickly assign opportunities to a group or view whether the selected opportunity is a member of any existing group.
To assign an opportunity to a group:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid and click
to select View Details.
- In the detail view, go to the General > Details tab and click Assign Groups.
- On the Assign Groups dialog, select the desired group for the opportunity. By default, the All group is assigned and set as the default group for all opportunities.
- Click Update.
- You can create new groups or manage them by clicking Manage Groups.
You can also check the detailed video about creating and managing groups in CORE.
Add Custom Fields
Using custom fields, you can track extra characteristics and attributes of your opportunities. You can even customize these fields in the Custom Labels screen. For example, if you want to track the 'Sales Cycle' for the opportunity, you can easily do that by creating a new custom field and label.
To add a custom field to an opportunity, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, click
- In the detail view, go to the General > Custom Fields tab.
- Click Add Custom Field and select the type of field you want depending on the purpose, say Text Box.
- On the Add Text Box dialog, enter the required information:
- Name
- Type
- # of Characters
- Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid. Click Save.
Note: You can display a maximum of three custom fields on the list view per screen.
You can also check the detailed video on managing custom fields in CORE.
Add Proposals
You can add and associate proposals to the opportunities. When there are multiple proposals, you can indicate which proposal the prospect is most likely going to approve. So after adding proposals, you can set a proposal as a primary or main proposal for an opportunity. It might not be the most recent one. Only one proposal can be indicated as 'primary'.
To add a proposal to an opportunity, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid and click
- In the detail view, go to the Proposals tab.
- Click Add Proposal.
- On the Add New Proposal dialog, enter the details of the new proposal. Check Field Descriptions above for details.
- Proposal Template (if you select From Template)
- Proposal Name
- Description
-
Click Add Proposal. The new proposal gets saved and displays in the grid.
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Select a proposal on the grid and click
You can view the details of this proposal and make edits from there.
Add Documents
To add a document to an opportunity record:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid and click
- In the detail view, go to the Documents tab and click Add.
- On the Add Documents dialog, select the relevant tab, depending on the type of attachment.
- Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.
- Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.
- Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.
- Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.
- OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.
- Box: To link files stored in your Box account, enter its Description and then browse for it.
- Resource Library: To link company resources, select the resource from the library.
- Click Add.
CORE pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the row-action menu. CORE automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration. You can also check the detailed video on managing documents in CORE.
Add Quotes
You can add quotes to the opportunities. When there are multiple quotes, you can indicate which quote the prospect is most likely going to approve. So after adding quotes, you can set a quote as a primary or main quote for an opportunity. It might not be the most recent one. Only one quote can be indicated as 'primary'.
To add a quote to an opportunity, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid and click
- In the detail view, go to the Quotes tab.
- Click Add Quote.
- On the Add New Quote dialog, enter the details of the new quote. Check Field Descriptions above for details.
- Quote ID
- Created By
- Project Template/Quote Template
- Miscellaneous Amount
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Click Add Quote. The new quote gets saved and displays in the grid.
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You can add more quotes. Select a quote on the grid and click
You can view details of this quote and make edits from there.
Add To-Dos
You can create and view to-dos for your opportunities on this screen. These to-dos can be tasks or action items for the opportunities. CORE allows you to add to-dos from the detail view as well as list view (row-action menu). The Type is pre-filled based on the screen where you are adding the to-do. The ID is pre-filled based on the record to which you are adding the to-do. CORE allows you to create time entries from your to-dos.
To add a new to-do task for an opportunity, follow the steps below:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid and click
- In the detail view, go to the To-Dos tab and click Add.
- Enter the required information in the top row of the grid:
- Description
- Start/End Date
- Assigned To
- Priority: level ranging from low to high
- Click Done.
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After saving, you can click Detail to view details of the to-do.
You can also check the detailed video on managing to-dos in CORE.
Note: You can create time entries from the selected to-dos by clicking Actions > Create Time Entry. CORE also prompts you to create time entries when you update the to-do status to Complete or mark % Complete to 100%.
Add Notes
You can add, review and edit notes for your opportunities from the detail view. CORE auto generates a note for any automated touch-points like when follow-ups and to-dos are completed, attributes tracked by history are changed, such as opportunity stage, values, dates, etc. CORE also allows you to quickly add and modify notes from the list view. It also displays a badge for the number of notes attached to the opportunity. You can quickly preview the notes by hovering over the Notes link.
To add a new note for an opportunity:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid and click Notes on that row for quick access.
- On the Add & Modify Notes dialog, enter or edit your notes.
- Click Done. You can check out its details by clicking Detail after saving it.
- Alternatively, click
- In the detail view, go to the Notes tab and click Add.
- Enter the required information in the top row of the grid:
- Category
- Description
- Status
-
Click Done. You can click Detail to view its details after saving.
You can also check the detailed video on managing notes in CORE.
Mark Opportunities as Won
Opportunities can be won or lost. When opportunities are won in the CRM, projects can be created, worked on and eventually billed based on the proposals or quotes. The prospects become clients in this process and their contacts can be converted to client contacts. When you close the opportunities and mark them as 'won', CORE allows you to create the associated projects based on the opportunities and budgets from the service and expense line items found on the primary quote. If opportunities already have a project linked to them and then are won, you can keep the linked projects or create new ones for them. You do have an option to merge entries from the old projects to the new ones.
Note: If a prospect is already a client and has a default fee schedule, it auto-inherits the record here. You can still edit it as needed.
To mark an opportunity as won, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid that you want to mark and click
- On the Mark as Won dialog, enter the required information. Check Field Descriptions above for details.
- Next, select the Project Options. Check Field Descriptions above for details.
- Don't create new project
- Keep linked project
- Create new project
- For now, select not to create a new project and click Mark as Won.
Note: When a project is created from a won opportunity, it auto-inherits documents from the opportunity into the new project.
Convert Opportunities to Projects
Opportunities can be won or lost. Whether opportunities are won in the CRM or still in-progress, projects can be linked to the opportunities, worked on and eventually billed based on the proposals or quotes. The prospects become clients in this process. CORE prompts you to create projects from scratch or templates based on the opportunities won. These converted projects inherit the opportunity attributes, but you can change the values later. If a project template is selected for the opportunity, the project phases are included in the conversion.
Note: If a prospect is already a client and has a default fee schedule, it auto-inherits the record here. You can still edit it as needed.
To convert an opportunity to a project:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid that you want to convert to a project and click
- On the Convert to Project dialog, enter the required information to create a new project based on this opportunity. Check Field Descriptions above for details.
- Next, select the Project Options. Check Field Descriptions above for details.
- Don't create new project
- Keep linked project
- Create new project
- Choose to create a new project and click Next.
- On the Create Project dialog, enter the required information to convert the opportunity to a project. Check Field Descriptions above for details.
- Create Project: from Template or Scratch
- Project ID
- Project Name
- Client: associated with the project
- Manager: person who manages the project
- Contract Type
- Contract Amount
- Project Fee Schedule
- Update Client Contact: You can convert the associated prospect contacts to client contacts.
- Create a Budget: from the service and expense line items found on the quote.
- Merge Entries: you can choose to merge the time and expense entries from the old project to the new one being created now.
- Click Create Project.
- CORE takes you to the project details where you can edit the information as required. Click Save & Done.
Note: You cannot delete projects that are linked to opportunities in CORE.
Clone Opportunities
You can clone or duplicate existing opportunities to save time in creating new ones. While cloning opportunities, the details of the source opportunity passes on to the cloned opportunity. You can change some of the attributes or settings of the new opportunity. The variations can be fine-tuned later.
To clone an opportunity:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid that you want to clone and click
- On the Opportunity Clone dialog, enter the required information:
- Click Clone.
The newly cloned opportunity displays in the grid. You can also check the detailed video on cloning records in CORE.
Add Follow-Ups
CORE allows you to follow up on your sales opportunities. CORE also allows you to create time entries from your follow-ups.
To add a follow-up to an opportunity, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, select an opportunity on the grid that you want to follow up on and click Follow-Ups.
- On the Add & Modify Follow-Ups dialog, enter the required information in the top row of the grid. Check Field Descriptions above for details.
- Description
- Follow Up Date
- Follow-Up Type
- Assigned To
- Priority
- Status
- Click Done. The follow-up is saved to the opportunity now.
- After saving it, you can click Detail to view details of the follow-up. You can track all of them on the main Follow-Ups screen and receive notifications on them.
Note: CORE prompts you to create time entries when you update the follow-up status to Complete.
You can also check the detailed video on managing follow-ups in CORE CRM.
Batch Update Opportunities
Making batch changes to the opportunities is an irreversible process. Batch update also allows you to reset the values to none if the field is not required.
To batch update opportunity information, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- Select the opportunity records on the grid that you want to change and click Actions > Batch Update.
- On the Batch Update screen, select the relevant fields and enter new values for them.
- Check the disclaimer at the bottom and click Update.
- To edit a single opportunity, select the opportunity on the grid and click
- In the detail view, enter more details or make changes, as needed.
- Click Save & Done.
You can also check the detailed video on batch updating records in CORE.
Show/Hide Columns in Grid
You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.
To do so, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, click More > Show/Hide Columns on the action bar.
- Select or un-select the column names in the drop-down list, say Type.
- Next, click the column name you want to sort the data by, say Stage.
- Click once for ascending order (A-Z) and twice for descending order (Z-A).
Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).
You can also check the detailed video on navigation and customizing grids in CORE.
Export Opportunities
In CORE, you can export opportunities to the Comma Separated Values file format. CORE exports data from all available columns and not just the columns visible in the grid.
To export opportunity records to a .CSV file, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, click More > Export as CSV.
- A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.
You can also check the detailed video on exporting data in CORE.
View Reports
To view a report:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, click More > View Reports.
- Select a report from the Report List dialog. It opens in the viewer.
- Preview the report and then choose to export or print it.
You can also check the detailed video on running and managing reports in CORE.
Apply Filters
When using the filter search or applying filters, CORE intelligently updates the info bars to reflect the values of the filtered list. Besides filtering data using the standard fields on a screen, you can also use the custom fields for that, if you have set them up.
To view selective data on the grid, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, click
on the right.
- On the Filters panel, select a filter from the drop-down and specify individual records or range.
- Click Add Filters to specify more filters.
- When you have finished, click Apply Filter. You can see selective data now.
- In the list view, you can remove the individual filters by clicking
on each. To disable applied filters temporarily or remove all filters, click
next to the Filters icon and select Disable Filters or Clear All, respectively.
You can also check the detailed video on applying filters in CORE.
Mark Screen as Favorite
You can mark or flag the most-often used and important screens in CORE as your favorites up to a maximum of ten. These favorite screens then display separately on the main menu under the Favorites list. You can manage all your favorite screens in CORE from User Settings.
To mark this screen as your favorite, watch this video or follow these steps:
- Open the Opportunities screen from the side menu > CRM > Sales.
- In the list view, click
on the top-right.
- You can access this screen from the side menu under Favorites.
You can also check the detailed video on marking screens as favorite in CORE.