Opportunities are made up of activities (also known as leads) from your customers, such as Enquiries, Test Drives and Finance Applications.
Types of opportunities
There are three types of opportunity statuses – Open, Won and Lost.
Open opportunities: These are current active leads in your system. These are identified by a white circle and green border in the left column of the opportunities screen and can be viewed by filtering by ‘open’ opportunities (as shown below).
As a customer adds more activities (such as a test drive, submit a finance application or get a quote to price their trade) these will add on to their current open opportunity:
Won opportunities: These are typically opportunities that have been won and successfully converted in to a sale. These are identified by a green circle in the left column of the opportunities screen and can be viewed by filtering by ‘won’ opportunities (as shown below).
Lost opportunities: These are opportunities that have expired. These are identified by a red circle in the left column of the opportunities screen and can be viewed by filtering by ‘lost’ opportunities (as shown below).
An opportunity is expired if they have been open for more than a certain time period, or have manually been set to ‘Lost’ by the salesperson after a customer has communicated that they are no longer proceeding to purchase.
There are two ways to convert an opportunity to a sale agreement:
- Converting an Open opportunity in to a sale agreement
- Adding an existing customer to a new sale agreement
Converting an Open opportunity in to a sale agreement
Step 1: Open opportunities > Search for customer
Using the search box, you can type the following search terms to filter the opportunities:
- Customer Name
- Customer Email Address
- Customer Mobile/Phone
- Vehicle Stock Number
- Vehicle Make
- Vehicle Model
You can also use the Dealership and Status filters to refine your search:
Step 2: Click on customer > Open opportunity
Step 3: Select the activity that you would like to convert in to a sale agreement > Select ‘Convert To’ button > ‘Sale Agreement’
This action will create a new sale agreement and the customer’s details will automatically populate in the General tab:
If you need to edit or add any of the customer’s contact details, you can do this here by double clicking on the customer and making any required changes.
The vehicle will also be populated in the Vehicles tab:
Adding an existing customer to a new sale agreement
You can also sell a vehicle directly from a vehicle on your stock list.
Step 1: Click on vehicles > Search for the vehicle
Step 2: Click on the vehicle > Select ‘Sell Vehicle’
This action will create a new sale agreement.
Step 3: Navigate to bottom right corner, click ‘Add Customer’ > ‘Existing customer’
Step 4: Search for customer > Go
Note: We recommend searching for either the customer’s email address or mobile number as it’s more efficient. If your search for both the email address and mobile number returns no results, then try the customer’s name.
If you are still unable to find them in the system then you can use the 'Add' button in the bottom left corner:
Step 5: Highlight the customer > click OK to add them to the sale agreement.
Note: It's very important to get in to the habit of converting opportunities or searching for/adding existing customers when creating sale agreements. Following this process will ensure that new customers are only added to the system when necessary, rather than having duplicate contacts with duplicate details. in the system.
Duplicate contacts details can cause major miscommunication issues with email and SMS marketing.