4.7. 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.

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4.6. 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.

4.5. HOW TO IMPORT CONTACTS TO THE CRM

After active the lead stage as mentioned in 3. 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

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4.4. 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

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4.3.1. Organize the 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: Lead, Sales calls, follow-up, Conversion, Sales. You can choose to use these steps, or customize them to fit your business by click on “Add the column”

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.

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.

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4.2. How to setup your teams, sales process and objectives

Step 1: Creating sales team

Go to Sales/ Configuration/ Sales team/ Click Create

Enter your team name such as retail sale, choose team leader and team member.

You can tick to Quotation/ Pineline/ Leads if you want to control the quotation/ Pineline/ Leads created by this sales team

In Kiu CRM, each sales team can have their own email alias so that when customers send emails to the email alias of the sales team, this will automatically create a new lead in the sales process.

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

Upon filtering the specific channel in the pipeline, one can view all of his opportunities.

Step 2: Creating sales process and objectives

Now that your sales team is created and your sales-people 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 2 How to set up and organize your sales pipeline.

For setting objectives for the team, set Invoicing target in the Sales team in the Dashboard tab

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