4.3.2. Planning activities

Planning activities is the ideal method to keep on track with your work. Get helped to remember what should be done and plan the following activities to attempt. Users can click on clock icon to check activities

In order to create new activities, click to “Schedule an activity”. New pop up will be shown, choose activity, due date, PIC and click “Schedule” to confirm.

Kiu CRM enables you to track the activities in the least complex manner. Activities can be tracked on each and every archive. One can view the exercises like – activities in due, or activities to be performed today or in future.

Activities can be followed from two spots i.e. from both Kanban card and from the form view.

When an opportunity is advanced to the Follow up 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. The detailed guidance about creating a quotation can be found here.

4.5.3. How to generate leads from your website contact page

Automating the lead/opportunity generation will considerably improve your efficiency. Any visitor using the contact form on your website will create a lead/opportunity in the pipeline.

Use the contact us on your website

You should first go to your website app then “Go to Website”

With the CRM app installed, you benefit from a ready-to-use contact form on your KIU BMP website that will generate leads/opportunities automatically.

To change to a specific sales channel, go to Website ‣ Configuration ‣ Settings under Communication you will find the Contact Form info and where to change the Sales Channel or Salesperson.

Create a custom contact form

You may want to know more from your visitor when they use the contact form to you will need to build a custom contact form on your website. These contact forms can generate multiple types of records in the system (emails, leads/opportunities, project tasks, helpdesk tickets, etc.)

Configuration

You will need to install the free Form Builder module, only available in KIU BMP Enterprise.

Create a custom contact form

First, go to the page where you want to put your contact form. In edit mode, drag the form builder onto the page, and you will be able to add all the fields you wish.

By default, any new contact form will send an email. You can switch to lead/opportunity generation in Change Form Parameters.

Note

If the same visitor uses the contact form twice, the second entry will be added to the first lead/opportunity in the chatter.

Generate leads instead of opportunities

When using a contact form, you should use a qualification step before assigning the form to the right sales people. To do so, activate Leads in CRM settings and refer to Convert leads into opportunities.

 

4.6.2. Get An Accurate Probable Turnover

As you progress in your sales cycle, and move from one stage to another, you can expect to have more precise information about a given opportunity giving you an better idea of the probability of closing it, this is important to see your expected turnover in your various reports.

Configure your kanban stages

By default, KIU BMP Kanban view has four stages: New, Qualified, Proposition, Won. Respectively with a 10, 30, 70 and 100% probability of success. You can add stages as well as edit them. By refining default probability of success for your business on stages, you can make your probable turnover more and more accurate.

Every one of your opportunities will have the probability set by default but you can modify them manually of course.

Set your opportunity expected revenue & closing date

When you get information on a prospect, it is important to set an expected revenue and expected closing date. This will let you see your total expected revenue by stage as well as give a more accurate probable turnover.

See the overdue or closing soon opportunities

In your pipeline, you can filter opportunities by how soon they will be closing, letting you prioritize.

As a sales manager, this tool can also help you see potential ways to improve your sale process, for example a lot of opportunities in early stages but with near closing date might indicate an issue.

View your total expected revenue and probable turnover

While in your Kanban view you can see the expected revenue for each of your stages. This is based on each opportunity expected revenue that you set.

As a manager you can go to CRM ‣ Reporting ‣ Pipeline Analysis by default Probable Turnover is set as a measure. This report will take into account the revenue you set on each opportunity but also the probability they will close. This gives you a much better idea of your expected revenue allowing you to make plans and set targets.

4.6.1. Check Your Win/Loss Ratio

To see how well you are doing with your pipeline, take a look at the Win/Loss ratio.

To access this report, go to your Pipeline view under the Reporting tab.

From there you can filter to which opportunities you wish to see, yours, the ones from your sales channel, your whole company, etc. You can then click on filter and check Won/Lost.

You can also change the Measures to Total Revenue.

You also have the ability to switch to a pie chart view.

4.5.4. Send Quotations

When you qualify a lead into an opportunity you will most likely need to send them a quotation. You can directly do this in the CRM App with KIU BMP.

Create a new quotation

By clicking on any opportunity or lead, you will see a New Quotation button, it will bring you into a new menu where you can manage your quote.

You will find all your quotes to that specific opportunity under the Quotations menu on that page.

Mark them won/lost

Now you will need to mark your opportunity as won or lost to move the process along.

If you mark them as won, they will move to your Won column in your Kanban view. If you however mark them as Lost they will be archived.

 

4.5.1 Convert Leads Into Opportunities

The system can generate leads instead of opportunities, in order to add a qualification step before converting a Lead into an Opportunity and assigning to the right sales people. You can activate this mode from the CRM Settings. It applies to all your sales teams by default. But you can make it specific for specific channels from their configuration form.

Configuration

For this feature to work, go to CRM ‣ Configuration ‣ Settings and activate the Leads feature.

You will now have a new menu Leads where they will aggregate.

Convert a lead into an opportunity

When you click on a Lead you will have the option to convert it to an opportunity and decide if it should still be assigned to the same channel/person and if you need to create a new customer.

If you already have an opportunity with that customer KIU will automatically offer you to merge with that opportunity. In the same manner, KIU will automatically offer you to link to an existing customer if that customer already exists.

 

4.3.3. Managing lost opportunities

It is a typical scene that while working with any of your chances/opportunities, you may lose some of them. However, you need to monitor the reasons why you lost them. Kiu CRM can help you in recuperating them later on.

Mark a lead as lost

While in your pipeline, select any opportunity you need and you will see a Mark Lost button.

You would then be able to choose a current Lost Reason or make another one in that spot.

Retrieving Lost Opportunities

In order to retrieve your lost opportunities and conduct certain actions on them (send an email, make a feedback call, etc.), go to the Lost filter in the search bar.

There you can see all the lost opportunities. Add a filter on the Lost Reason to refine them.

4.5.2. How to generate leads from incoming emails

There are several ways for your company to generate leads with KIU CRM. One of them is using your company’s generic email address as a trigger to create a new lead in the system. In KIU, each one of your sales teams is linked to its own email address from which prospects can reach them. For example, if the personal email address of your Direct team is direct@mycompany.example.com, every sent email will automatically create a new opportunity into the sales team.

For set up team alias, Go on the CRM module > Configurations > Sales Teams. You will see that the activation of your domain alias has generated a default email alias for your existing sales teams.

You can easily personalize your sales teams aliases. Into the Email Alias field, enter your email alias and click on Save. Make sure to allow receiving emails from everyone. From there, each email sent to this email address will generate a new lead into the related sales team.

4.4.2. How to import contacts to the CRM

After active the lead stage as mentioned in How to create a contact, On the new submenu Leads, click on Import: 

Select your Excel file to import from the Load File button

Make sure its extension is .csv and don’t forget to set up the correct File format options (Encoding and Separator) to match your local settings and display your columns properly. KIU will automatically map the column headers from your CSV file to the corresponding fields if you tick The first row of the file containing the label of the column option. This makes imports easier especially when the file has many columns. Of course, you can remap the column headers to fit the importing data

4.4.1 How to create a contact

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.

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 LowHigh, 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 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 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 CRM module, go to Sales tab/ Team pipelines and click on the Pipeline button of the desired sales team

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 OpportunityCustomer, and Expected Revenue, and click Add 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