Convert Prospect → Opportunity

🔁 Manually Convert Prospect → Opportunity

• Step 1: Navigate to the Prospect Module.
  • This module contains all your potential clients who are not yet qualified as opportunities.
• Step 2: Select a specific prospect and open the Follow-up History tab.
  • This tab logs all interactions and follow-up activities with the prospect.
• Step 3: In the Follow-up History Form, you will find all the following fields within a single form:
  • Follow-up Status (dropdown): Used to indicate the result or outcome of the current follow-up (e.g., Contacted, No Response, Qualifying).
  • Prospect Type (dropdown): Used to show the current standing of the prospect (Hot, Warm, Cold, DND).
  • Next Follow-up Date: Specifies the date when the next follow-up is planned with the prospect.
  • Qualify Section (scroll down within the same form): This section is critical in determining whether the prospect should be converted into an opportunity.

✅ Qualification Criteria (Inside the Follow-up History Form)

Within the Qualify Section, there are three checkboxes that determine whether the prospect is eligible to be converted into an opportunity:

1. Client needs our service/product: Indicates that the prospect has expressed a need or interest in what the business offers.
2. We can serve the client: Confirms that the company has the capability and capacity to meet the prospect’s requirements.
3. Client has the budget: Ensures that the prospect has sufficient budget or purchasing power to proceed.

🔁 Prospect → Opportunity Conversion Logic

• When all three checkboxes are selected, it signifies that the prospect is fully qualified.
• Upon clicking Save on the Follow-up History Form, the system triggers a confirmation popup (the opportunity-conversion dialog) with the message: “This prospect will be converted to an opportunity.” You will be asked to enter:
  • Estimated Cost
  • Project Description
• If you enter both values and click OK, the system will:
  • ✅ Auto-convert the prospect into an Opportunity (default stage: Requirement Gathering).
  • 🔁 Move the record from the Prospect Module to the Opportunity Module with name, contact, and company pre-filled from the prospect.
  • ❌ Remove the record from the Prospect list and from the Followups queue (it is now an active sales opportunity).

⚠️ Important Notes

• You cannot convert a prospect to an opportunity until you enter a valid Estimated Cost and Project Description.
• Keep your data updated to ensure accurate tracking in the sales pipeline.
• Once a Prospect is converted, it cannot be converted again.

🔁 Bulk Convert Prospect → Opportunity

📌 Purpose: When a Prospect becomes a confirmed business lead, you can convert it into an Opportunity to start tracking the sales process. Bulk conversion lets you push multiple prospects through at once.

🪄 Steps to Convert

1. Open Prospect List
   1. Go to CRM → Prospects.
   2. You will see a list of all your existing prospects.
2. Select Prospect(s)
   1. Tick the checkbox next to one or more prospects you want to convert.
3. Convert to Opportunity
   1. Click the Actions menu at the top of the grid and choose Convert to Opportunity.
4. System Creates Opportunity Records
   1. The system creates an Opportunity record for each selected prospect, pre-filling name, contact, and company from the prospect data.
   2. Each new opportunity starts in the Requirement Gathering stage.

📋 After Bulk Conversion

• Converted records are visible under CRM → Opportunities.
• Newly converted opportunities appear in the Requirement Gathering column on the Kanban view.
• You should update the following fields on each opportunity after conversion:
  • 💰 Estimated Cost
  • 🧾 Project Description
  • 🎯 Stage Progress