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Sales Phase

The Sales phase tracks all activities related to converting a lead into a sold project.

Overview​

The Sales tab provides:

  • Lead status and sales stage tracking
  • Upcoming and completed activities
  • Sales metrics and timeline
  • Quick access to estimates and contracts

Sales Stage Tracking​

Projects move through sales stages defined by your administrator. Common stages include:

  • New Lead
  • Appointment Scheduled
  • Proposal Sent
  • Negotiating
  • Won/Lost

Advancing Stages​

To move a project to a new stage:

  1. Click the current stage dropdown
  2. Select the new stage
  3. Add any required notes or reasons

Won/Lost Marking​

When a project is won or lost:

  1. Select the Won or Lost stage
  2. Provide a reason (if required)
  3. For Won projects, this typically triggers production setup

Actual Close Date​

The Actual Close Date records when a project was marked Won or Lost. This date is set automatically in two scenarios:

  • Contract signature — When a project proposal contract is fully executed (all parties signed), the system marks the project as Won and sets the Actual Close Date to the signature completion date. This is the most common path. See Post-Signature Actions.
  • Manual stage change — When a user manually moves a project to a Won or Lost stage, the Actual Close Date is set to the current date.

The Actual Close Date is not editable through the UI under normal circumstances — it reflects when the stage transition actually occurred.

info

Many sales reports use Actual Close Date as a primary filter. If a project is missing from a report that filters by close date, confirm the project has been marked Won or Lost. See reports like Sales Summary, Macro Sales, and Cycle Time.

Activities​

The Sales phase displays:

  • Upcoming Activities - Scheduled appointments, follow-ups, and tasks
  • Completed Activities - Past interactions and completed tasks
  • Activity Timeline - Chronological view of all sales activities

Adding Activities​

  1. Click Add Activity in the Quick Actions sidebar
  2. Select the activity type
  3. Set date, time, and assigned team member
  4. Add notes and save

Sales Metrics​

Key metrics displayed include:

  • Days in current stage
  • Total days in sales
  • Estimated close date
  • Project value