Managing Opportunities

Creating an Opportunity

1. Navigate to CRM > Opportunities
2. Click New Opportunity
3. Fill in the required fields:

4. Click Save

Opportunity Detail

The detail page organizes information into sections:

• Overview -- Key fields, status, value, and dates
• Activities -- Linked calls, meetings, emails, tasks, and notes
• Payment Schedule -- Milestone-based billing plan
• Change Orders -- Scope modifications after acceptance
• Questionnaires -- Structured forms for gathering requirements
• Linked Records -- Connected orders, invoices, and estimates

Internal notes from the overview

The opportunity list has a Notes column showing the most recent internal note per row, with a +N badge for the older ones. Clicking it opens the notes of that opportunity: read the full history, remove an entry, or add a new note without opening the deal. A plus sign in the column means the opportunity has no notes yet.

Notes are internal by definition -- nothing on this list is ever shown to the customer. The same notes appear on the opportunity detail page.

Renaming the contact

The pencil next to the customer name corrects the contact's name without leaving the opportunity. The source lead, the customer and any opportunity title derived from that name are all updated; a title you rewrote by hand is left alone. See Renaming a Contact for the full behaviour.

Payment Schedules

Set up milestone-based payment plans for accepted opportunities.

Adding a Payment Schedule

1. Open the opportunity detail
2. Go to the Payment Schedule section
3. Click Add Milestone
4. Define each milestone:

Payment schedule totals are validated against the opportunity value.

Change Orders

After an opportunity is accepted, scope changes are tracked as change orders rather than modifying the original value.

Creating a Change Order

1. Open the opportunity (must be in ACCEPTED or IN_EXECUTION status)
2. Go to the Change Orders section
3. Click New Change Order
4. Enter the change details:
   • Description of the change
   • Value adjustment (positive or negative)
   • Reason for the change

The opportunity's total value updates to reflect all change orders.

Questionnaires

Attach questionnaires to opportunities to collect structured information from customers or internal teams.

1. Open the opportunity detail
2. Go to the Questionnaires section
3. Select a questionnaire template or create a new one
4. Fill in responses as information is gathered

Question behavior:

• Required questions must be answered before the questionnaire can be saved; missing answers are highlighted. Questions that don't apply can simply be left optional in the template.
• Multiple-choice questions render as tappable chips (a searchable dropdown for long option lists).
• The Edit template button on the questionnaire jumps straight to the template editor in tenant settings.

Making the questionnaire mandatory

Under Settings → Tenant → CRM → Questionnaire template, enable Questionnaire required on every opportunity. The template is then applied automatically to every new opportunity (including opportunities created from lead conversion), so no deal can be started without the intake questions attached.

Attachments

Attach photos and files directly to an opportunity, for example site photos, floor plans, quotes, or signed documents.

1. Open the opportunity detail
2. Go to the Attachments section
3. Add files in one of three ways:
   • Take photo: opens the camera directly on phones and tablets, so you can snap a photo on site and upload it immediately
   • Add photos: pick one or more images from the device's photo library
   • Add files: pick any file (PDF, Word, Excel, images, and more)
4. Uploaded items appear in a preview grid. Click an image to open it full-size, or use the download icon to save any attachment. Remove an attachment with the trash icon.

Images show inline thumbnails; other file types show a file icon and download directly.

Linking to Financial Records

Opportunities can be linked to related records across modules:

Orders

• Create a sales order directly from an accepted opportunity
• The order inherits customer details and line items

Estimates

• Generate estimates from opportunity details
• Send estimates to the customer for approval
• Convert approved estimates to opportunities

Invoices

• Create invoices from payment schedule milestones
• Track payment status against the opportunity

Closing an Opportunity

Completing

1. Ensure all milestones are fulfilled
2. Move the opportunity to COMPLETED status
3. The opportunity is archived but remains searchable

Marking as Lost

1. Move the opportunity to LOST status
2. Select or enter a loss reason
3. The loss reason is tracked for reporting

Related