Opportunities

An opportunity is one piece of potential business. It records what the deal is worth, who it is with, which pipeline it is in and which stage it has reached.

Every opportunity belongs to one pipeline, and sits in one stage of it at a time. See Pipelines and stages.

Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.

Adding an opportunity

Go to Sales → Add Opportunity.
On the General tab, enter a Name and an Estimated value.
Choose a Pipeline, then a Stage.
Fill in any pipeline or stage properties the form adds.
Fill in the other tabs if you need them.
Select Save.

Save stays unavailable until every required field is filled in. After saving, the opportunity opens in the opportunities list, or on the board if you started from a board column.

You can also start an opportunity from a contact. The Create an opportunity for button at the top of a person or company record opens Add Opportunity in a new tab, with that contact already added as a stakeholder. The + at the top of a board column opens it with that column's pipeline and stage already chosen.

The form has four tabs: General, Products & Services, Recurrence Information and Permissions.

General

Field	What it does
Name	The opportunity's name. Required, up to 255 characters
Estimated value	What the deal is worth. Required. It starts at 0, and is recalculated when you add products and services
Sale Owner	The user responsible for the opportunity. It starts as you. An opportunity must have an owner
Estimated close date	When you expect the deal to close. Optional
Description	Free text, with formatting
Importance	A rating from one to five stars. It starts at three
Likelihood of Conversion	A percentage from 0 to 100, set with a slider in steps of 5. It starts at 50%
Companies and People	The stakeholders: the contacts the opportunity is linked to
Pipeline	The pipeline the opportunity runs through. Required
Stage	The stage it starts in. Required. It lists Open, the pipeline's own stages, Lost and Won

Choosing a stage adds the pipeline's properties under Pipeline Properties, and a section of properties for that stage and for each earlier stage that has any. Choosing Won or Lost adds the properties of every stage, and a Closing Properties section with:

Field	What it does
Close date	The date the deal closed. Required
Closing notes	Free text, with formatting

Required properties must be filled in before you can save. See Custom properties.

Products & Services

The products and services being sold. See Products and services.

Recurrence Information

For business that repeats, such as a subscription.

Field	What it does
Recurrence	How often the opportunity recurs: None, Weekly, Monthly, Quarterly, Bi-Annually or Annually. It starts as None
Start date	When the recurrence starts. Required when Recurrence is not None. It starts as today
End date	When the recurrence ends. Optional: leave it empty if there is no end date. It starts one month after today

The dates can only be changed once Recurrence is set to something other than None.

Permissions

Field	What it does
Users	Users who can see and work on the opportunity. It starts as you
Teams	Teams whose members can see and work on the opportunity. It starts as Everyone

An opportunity appears in the board, list, dashboard and search only for its owner and the users and team members listed here.

The opportunity record

Opening an opportunity from the board, the list or the dashboard shows its record in a panel. The cross at the top right closes it.

An opportunity record: stage bar, details on the left, responsibilities and stakeholders on the right, products and services below

The buttons across the top are:

Button	What it does
Generate Document	Produces a PDF or Word document from one of your document templates. See Generating a document
Move	Moves the opportunity to another stage or another pipeline. See Moving an opportunity
Upload File	Attaches a file from the file browser
See History	Opens Opportunity History: who changed what, and when
Schedule Follow Up	Creates a calendar entry for the opportunity. See Scheduling a follow-up

Below the buttons is the stage bar. See Changing stage.

Details

Most details are changed on the record itself. Each change is saved as soon as you make it.

Item	How to change it
Estimated Close Date	Click the date to pick a new one. It turns red once the date has passed, and pointing at it shows how many days overdue it is
Actual Close Date	Shown once the opportunity is won or lost. Click the date to change it
Estimated Value	Click the value and enter a new one
Pipeline and name	The pipeline is shown in its colour. Click the name to change it
Importance	Click a star
Likelihood	Drag the slider
Description	Click it to edit, then select Save or Cancel
Properties	The pipeline's properties, grouped by property group, then a box for each stage the opportunity has reached with that stage's properties. Click a value to change it

A won opportunity shows Congratulations, this opportunity has been Won with its closing notes. A lost one shows Commiserations, this opportunity has been Lost.

Responsibilities, permissions and stakeholders

The right side of the record holds:

Section	What it shows	How to change it
Responsibilities	Owned By, the sale owner, and Created By	Click the owner to open Edit Sale Owner, choose a user and select Save
Permissions	Users and Teams who can see the opportunity	Click Users or Teams, change the list and select Save
Stakeholders	Companies and People linked to the opportunity	Click Companies or People, change the list and select Save
Tags	The opportunity's tags	Add Tag adds one. Click a tag to edit it, or its cross to remove it
Files	Files attached with Upload File. Shown once there is at least one	Click a file to download it. Its cross removes it, after you confirm
Recurrence Information	The recurrence, with its start and end dates	Click it to open Edit Recurrence Information

Comments

Write a comment in the Comments box at the foot of the record and select Save. You can edit or delete your own comments afterwards.

The board and list show how many comments and files each opportunity has.

Changing stage

The stage bar shows the pipeline's stages from Open onwards. The current stage is in colour, earlier stages are faded and later stages are grey. The last item is Completion, which shows Won or Lost once the opportunity closes.

To move the opportunity forward:

Click a later stage.
If any stage between the current one and the chosen one has properties, the Move Stage form lists them. Fill in the required ones and select Save.
Confirm the move.

To close the opportunity:

Click Completion and choose Won or Lost.
Fill in any stage properties the Move Stage form asks for, and confirm.
Enter any Closing Notes and select Save.

The close date is set to today when an opportunity is won or lost. You can change it afterwards from Actual Close Date.

Clicking an earlier stage moves the opportunity back, after you confirm.

Moving an opportunity

Move changes the opportunity's pipeline, its stage, or both. It is on the record and in the actions menu on the list.

The Move dialog: pipeline and stage, with the properties the new stage needs

Choose the Pipeline.
Choose the Stage.
Fill in the properties shown. The form shows the pipeline's properties and the properties of the chosen stage and of any earlier stages. Required properties must be filled in.
For Won or Lost, fill in Closing Properties: the Close date, which is required, and the Closing notes.
Select Save and confirm.

The Move dialog with Won chosen, showing an earlier stage's required property and the closing fields

Moving an opportunity to a stage that is not Won or Lost clears its close date and closing notes.

Opportunities can also be moved by dragging them on the board. See Board and list views.

Scheduling a follow-up

Schedule Follow Up opens the scheduler with the opportunity already filled in.

The scheduler opened from an opportunity: a meeting titled after the opportunity, with its people as attendees

Item	Starts as
Title	"Follow-up:" followed by the opportunity's name
Start and end	One week from now, for one hour
Attendees	The people on the opportunity
Linked contacts	The companies on the opportunity

The rest is the same as any calendar entry. See Using the calendar.

Products and services

The Products / Services table records what is being sold. It is on the Products & Services tab when adding an opportunity, and on the record below the details. It appears once at least one product or service and one tax rate exist in the Products app.

Changes to the table are saved as you make them.

Column	What it holds
Product / Service	The item, with its code and description below it. Click any of the three to change it. Choosing a different item replaces the code, description and price with that item's
Price	The price of one unit or one hour. It starts as the item's price. Click it to change it
Qty / Hours	The quantity, or the number of hours. It starts at 1
Discount	The discount, with its type below it: Percentage or Fixed. For a percentage, the amount it takes off is shown underneath. Changing the type sets the discount back to 0
VAT Rate	The tax rate, chosen from your tax rates
VAT	The tax on the line
Total	The line total including tax

Add New Row adds a line for the first product or service in your list, using the first tax rate. Drag a line to reorder it. The bin icon at the end of a line deletes it.

Each line is worked out like this:

A Percentage discount is that percentage of price × quantity. A Fixed discount is taken off the line once, whatever the quantity.
VAT is (price × quantity − discount) × the VAT rate. It is never less than zero.
Total is price × quantity − discount + VAT.

Below the lines:

Total	What it is
Net	The sum of price × quantity for every line, before discounts
Discounts	The sum of every line's discount, shown as a negative amount. Shown only when a line has a discount
VAT	The sum of every line's VAT
Total Inc. VAT	The sum of every line's total

Adding, changing or removing a line sets the opportunity's Estimated value to the net total minus the discounts.

Products, services and tax rates are set up in the Products app. See Products and services and Tax rates.

Quotes and invoices

Download Quote and Download Invoice sit below the products and services table.

Button	Available when
Download Quote	The opportunity has at least one product or service line, and at least one company or person
Download Invoice	The same, and the opportunity has been won

Pointing at an unavailable button shows what is missing.

To download a quote:

Select Download Quote.
In Use Settings, choose the invoice settings to print on the quote. See Invoice and quotation settings.
In Generate Quote For..., choose the company or person the quote is for. Contact Name shows their name.
Check the Notes and Terms and Conditions. They start as the ones in the chosen settings, and you can change them for this quote.
Select Generate.

To download an invoice, follow the same steps with Download Invoice. The invoice form also has an Invoice Address section: Address Line 1, Address Line 2, City, County and Postcode. They start as the chosen company's address and can be changed. The invoice prints them under Invoice Address.

A quote for a company prints the company's address under Address.

The document is produced as a PDF from the opportunity's current lines. When it is ready it is in the Documents tab of your profile for 24 hours. See Your profile.

Quotes are numbered SQ-1, SQ-2 and so on, and invoices SI-1, SI-2 and so on. Every quote for the same opportunity keeps that opportunity's quote number, and every invoice keeps its invoice number. The file is named after the number and the contact, such as "SQ-12 - Example Ltd.pdf".

Generating a document

Generate Document fills in one of your document templates with this opportunity's details.

Select Generate Document.
Choose the Document Template.
Choose the Format: PDF or Word.
Under Generate For, tick the stakeholders to produce a document for. Every stakeholder starts ticked.
Select Generate.

Each ticked stakeholder gets a document of their own. With nobody ticked, or no stakeholders on the opportunity, one document is produced with the contact fields left blank. The documents go to the Documents tab of your profile.

If there are no templates you can use, the dialog says so. See Document templates.

Copying and deleting

Copy is on the board card and in the list's actions menu. After you confirm, it creates a new opportunity named after the original with " Copy" on the end. The copy keeps the original's details, stage, property values, permissions and stakeholders. Comments, files and follow-ups are not copied.

Delete is in the same places. It removes the opportunity after you confirm.