In this tutorial, you will learn how to manage and keep track of sales opportunities.
Through the Customer’s Record
You can view estimates created for a specific customer by accessing their customer record in the Customers tab.
Once inside a customer record scroll down to the Work Orders area.
Click on the tab that says Estimates to view the customers Open Estimates
Through the Estimates Tab
If you click on the Estimates tab, you will be able to view all estimates created for every customer.
From here, you can keep track by Customer, the Summary of each estimate, the Status (Open, Won, or Lost), the Substatus, the Value, the Issue Date, and any follow-up information.
To narrow down this list of estimates, use your custom view drop-downs.
Using the custom views, you will be able to filter through your list of opportunities in a variety of ways. You can also create a new view by clicking on “New View”.
On the left hand side, we see a list of Filter Options that will help us create the new view. If you are using Business Units, you can select to choose estimates in a particular business unit.
You can also filter by your sales representatives.
Using this filter, you will be able to choose specific sales reps and even Unassigned estimates that have not be given to a particular sales rep.
You can also filter by the Status and Substatus on the Estimate
You can narrow down these Estimates by Status or even by Substatus.
Creation Date
This allows you to view Estimates based on the day you created them. Use the calendar drop-downs to specify a date range or choose one the the options in the drop-down above the calendars.
Issue Date
This allows you to view Estimates based on the day you issued the Estimate. Use the calendar drop-downs to specify a date range or choose one the the options in the drop-down above the calendars.
Expiration Date
This allows you to view Estimates based on the day the Estimate expires. Use the calendar drop-downs to specify a date range or choose one the the options in the drop-down above the calendars.
Won/Lost Date
This allows you to view Estimates based on the day the won or lost the Estimate. Use the calendar drop-downs to specify a date range or choose one the the options in the drop-down above the calendars.
Follow-Up Date
This allows you to view Estimates based on the dates you wish to follow-up with the prospective client. Use the calendar drop-downs to specify a date range or choose one the the options in the drop-down above the calendars.
Value
Sorting by the Value (charges placed) assigned to the Estimate.
Probability
This tracks the probability that you will win the estimate.
Marketing Campaign
This will help you track or market to customers from a specific marketing campaign.
Service Location
Service Location can be filtered by City, State/Province, or Zip as well as by Zone if you are using Zones within ServiceCEO.
Custom Field Options
Custom Fields can help you define criteria that is not naturally within ServiceCEO.
To complete creating a custom view, be sure to check off all of the criteria that you will be searching for, and select save. You will now have that view permanently saved in your drop down views menu to help you sort through your prospective clients and estimates for better follow-up.
Tracking Opportunities and Sales through Reports
We will start in the Reports tab.
Let’s get to this customer report by choosing the “Estimate Analysis” category.
Like all report categories within ServiceCEO, you will instantly see any reports you have previously created. You can click “Run” to view the report, or click the pencil and pad icon to go and edit a report. To build a new report, click on “Build New Report” on the top-right corner of the screen.
Note: All reports have two tabs. The Criteria tab allows you to put filters on the report to determine what information will appear. The Layout tab allows you to format how the report is displayed.
Criteria
Let’s review our filter options. Under Creation Date, you can set a filter for when estimates were created within ServiceCEO.
Let’s take a look at the Issue Date criteria filter.
In this filter, you can grab estimates from when you gave the estimate to the customer.
Let’s take a look at the Expiration Date criteria filter.
In this filter, you can grab estimates from when the estimate expires.
Let’s take a look at the Won/Lost Date criteria filter.
In this filter, you can grab estimates from when you won or lost the estimate.
If you are using Business Units, you can select to choose customers of a particular business unit.
You can also filter by the Status and Substatus on the Estimate
You can filter through your Estimates by Status or even by Substatus.
Value
Sorting by the Value (charges placed) assigned to the Estimate.
Probability
This filters through the probability that you will win the estimate.
Sorting by Customer Type can be useful to sort through customers of a particular nature.
Service Location can be filtered by City, State/Province, or Zip as well as by Zone if you are using Zones within ServiceCEO.
Products and Services
This filter option will help you see how well specific categories of products and services are performing with your prospective customers.
Sales Reps
This filter option will allow you to view only specific employees or help you view a single employee’s sales record.
Marketing Campaign
This will help you track or market to prospective customers from a specific marketing campaign.
Competitors
If you want to see how well you are doing in comparison to your competitors, this filter option can be very useful.
Note that you can also filter through different Custom Field options.
Custom Fields can help you define criteria that is not naturally within ServiceCEO.
Layout
Now let’s take a look at Layout Options.
The most important part of the Layout area is the Format option. The Summary View will show you your overall totals while the Detailed View will break down each individual estimate. You also have the option to include Advanced Analytics and Estimated-to-Actual Analysis.
Next we have grouping.
This will allow you to add organization to your lists for easier viewing or categorizing.
In Optional Columns, you will be able to sort through Custom Fields.
The three Custom Field column options available on the Customer report are from the Customer Record, the Sales Rep file, the Opportunity Information area, the Estimate, or the Work Order that was created from the estimate.
To complete creating an Estimate Analysis report, be sure to check off all of the criteria that you will be searching for, select the proper layout, and select save. You will now have the option to “Run” the report.
After running a report, you will have a few options on what you can do with the data, which can all be seen on the top-left of the report.
You can print the report, export it to excel for further editing, or save it to your computer as a PDF document.
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