Author: Kiu Global

KIU CRM allows you to manually add contacts into your pipeline. It can be either a lead or an opportunity.  In Kiu BMP any business contact that might be interested in your product or services is called a “Lead”. Leads should undergo a process of qualification to determine their value to the organization, and after qualification will be changed to “Opportunities”. Maybe you met someone at a business conference, and they showed interest in your product. You can add them as a “Lead”, then use the Kiu BMP system to track them through the sales process.

Firstly, for the lead stage, by default, the lead stage is not activated in KIU CRM. To activate it, go to Sales ‣ Configuration ‣ Settings, select the option “”Use leads if you need a qualification step before creating an opportunity or a customer” as shown below and click on Apply.

This activation will create a new submenu Leads under Sales that gives you access to a list of all your leads from which you will be able to create a new contact.

Go to Sales ‣ Leads and click the Create button.

The Lead page requires only a short description, but you can also add some information about the contact, or assign a Salesperson, or a Sales Team. You can also choose to assign a rating for tracking, either Low, High, or Very High, and to include Tags to classify and analyze the opportunity. You can choose one or more existing tags, or create a new one. Lastly, you can enter notes in the Internal Notes section at the bottom. When you have finished entering the information for the lead you can click Save at the top.

After you have created the lead, you should contact them for qualification. If they do not pass your qualification process, you can Archive the lead, and it will no longer appear in your list of leads. Otherwise, if they DO pass your qualification process, you can move them into your sales pipeline by pressing the Convert to Opportunity button.

When you press the Convert to Opportunity button, a dialogue box will appear.

If you have not already assigned the lead to a Salesperson or Sales Team, you can do that now, or you can change the previous selection, in the Assign this opportunity to section.

In the Conversion Action section you can either convert the lead to an opportunity directly, or merge with an existing opportunity. If you are converting to an opportunity, in the Customers section at the bottom, you will need to select if the opportunity will link to an existing customer, if you will “Create a new customer”, or if you will not link to a customer.

If you are merging with an existing opportunity, you will have to select one or more opportunities using the Add an item button at in the Opportunities table at the bottom. When you have completed the Convert to Opportunity dialogue box, click the Create opportunity button at the bottom.

Let’s navigate to our Pipeline now by clicking the Sales drop down menu, and selecting My Pipeline.

You can see that the Lead has been converted into an Opportunity and is in the New section of the pipeline. Leads in Kiu BMP must be converted to Opportunities before you can log activities on them.

Secondly, you can also directly add a contact into a specific sales team without having to convert the lead first. On the Sales module, go to your dashboard and click on the Pipeline button of the desired sales team

or in the Sales module, Click on the Sales drop down menu at the top, then select My Pipeline

To create new opportunities, click on the “+” icon next to the stage’s name and click Add

Or you can click Create in the top left

The Create an Opportunity window will open. I’ll enter the basic information for creating the opportunity, like the Title, Customer, and Expected Turnover, and click Create at the bottom when complete.

Provide all the details in your possession (contact name, email, phone, address, etc.) as well as some additional information in the Internal notes field. You can also link the lead to an existing company by editing the Customer field. Select “Save” and the contact will be visible as a lead in your pipeline

A well structured sales pipeline is crucial in order to keep control of your sales process and to have an overview of your leads, opportunities and customers. The pipeline is a visual representation of the sales process. You can track all of your sales opportunities, from the beginning to the end of their life cycle, either as a win, or as a loss. Go to the pipeline by clicking on the Sales drop down menu at the top, then clicking on My Pipeline.

The sales pipeline is a visual representation of your sales process, from the first contact to the final sale. It refers to the process by which you generate, qualify and close leads through your sales cycle.

Each stage refers to a specific step in the sales cycle and specifically the sale-readiness of your potential customer. The number of stages in the sales funnel varies from one company to another. An example of a sales funnel will contain the following stages: New, Qualified, Proposition, Negotiation, Won, Lost. You can choose to use these steps, or customize them to fit your business.

Each stage can be moved around the sales pipeline simply by clicking on them and dragging them to a new stage in the pipeline. Stages are typically oriented from left to right, with the lowest probability of a successful sale on the left, and the highest probability on the right.

You can also customize each stage by moving over its title, and when the hidden gear icon appears, clicking on it. You can “Fold” the stage, to hide its contents from view, or “Delete” it entirely. Let’s click “Edit” to see a few other options for a stage.

We can change the stage name, change the sales team for that stage, choose if the stage will be folded, with its contents hidden by default, and change the probability of a successful sale for opportunities within that stage. We can also add notes within the Requirements section, where we can describe the opportunities that belong in this stage.

When an opportunity is advanced to the Proposition stage, you can instruct your sales team to create a new quotation for that opportunity.

There are two options in the top right of the Opportunity view. One is for Meetings and the other is for Quotes. Let’s quickly look at the Meetings button, by clicking on the button.

When the calendar view opens, you can create a meeting as with many other calendar programs, like Microsoft Outlook or Google Calendar. Click on the calendar to create an event, and give the event a Summary for a name, and click Create.

Click on the event in the calendar to view it, and click Edit to change the event details.

You can change the meeting subject, add attendees, and update the time and duration of the meeting. Click Save in the top right when you are finished.

Going back to the pipeline, We can now create a new quotation for this opportunity. To create a new quotation, we can also click on the Quote button in the top right of the Opportunity window.

• Step 1: Creating sales team

Go to Sales/ Configuration/ Sales team/ Click Create

Enter your team name such as direct sale, choose team leader and team member:

After click on Add, you can choose the existed team member or create new team member by click Create

This will create new users in the system. Enter the information of new team member such as name, email, phone, etc … then click Save

You can tick to Quotation/ Opportunities/ Invoice if you want to control the quotation/ opportunities/ invoice created by this sales team

In Kiu BMP, each sales team can have their own email alias so that when customers send emails to the email alias of sales team, this will automatically create new lead in sales process. After that,  click on SAVE when you’re done.

Your can now access your new team from your Dashboard.                               

• Step 2: Creating sales process and objectives

Now that your sales team is created and your salespeople are included in the sales team, you will need to set up your pipeline or create the process by which your team will generate, qualify and close opportunities through your sales cycle. Refer to point 3.3.2 How to set up and organize your sales pipeline.

For setting objectives for the team, choose Click to define a team target in the Sales team in the Dashboard

Sale Module ‣ Sales ‣ Salable Product ‣ Choose your product ‣ Click Unpublished on Website on product form

 ‣ Click Unpublished button to change into Published

Now your product is ready for your customers shopping online.

Go to Sales module -‣Products -‣ Create product -‣ Tick “Can be sold”: 

After identifying the potential customers, the process in Sale Module can be initiated. The process includes the Customer Relationship Management features or “CRM” and Sales processes, which allows you to track the entire lifecycle of a sale, from a lead, to providing a customer invoice and to register payment from customer. The detailed process for the workflows for the process in Sales module is as follows:

The sales workflow within Kiu can be entirely tracked using the CRM module, from initial contact through payment, as well as after sales to recontact for follow up sales. The process is started with “Leads” which is the process of collecting the very first relevant data about potential customers might be interested in your product or services in order to begin a relationship and to turn them into customers in the future. For example, a website visitor who fills in your contact form to know more about your products and services becomes a lead for your company.

After meeting certain qualification thresholds, these “Leads” will be upgraded to “Opportunities”. These “Opportunities” can be contacted by a Salesperson to understand further about the customers’ needs, and eventually provide a quotation for goods or services. When the customer approves your offering in quotation, you can confirm the Quotation to proceed to a Sales Order. Sales Order is the official order to buy products/service. Alternatively, if the customer has already agreed on the terms of the sale, you may bypass the Quotation step and go directly to Sales Order. After a sales order is complete, we can then track the delivery and invoicing of a product to the customer.