Sales Opportunity Manager (SOM)

Total Office Manager has the ability to track every sales opportunity (or sales lead) throughout the entire sales funnel. With this feature it is possible to find out who each opportunity is assigned to, determine the closure rate for specific products and marketing sources, track the probability of an opportunity being closed and much more.

Introduction

The Sales Opportunity Manager (SOM) is an integrated part of Total Office Manager and its overall Customer Relationship Management (CRM) system. This feature allows sales opportunities (or sales leads) to be entered and tracked with very specific details. The software allows users to setup products to track, closure probabilities for each product, qualification questions for each product, and sales stages. Total Office Manager has the ability to require certain information be recorded for every opportunity that is entered. This helps ensure that appropriate information is recorded accurately and consistently so reliable reports can be generated from within the software.

The majority of the Sales Opportunity Manager is completely customizable; providing benefit to all users. From the ability to enter custom Qualifying Questions, Products, Profile Information and Probabilities; this feature is extremely flexible.

The fact that all of this information is completely integrated with Total Office Manager's core accounting means users have the ability to analyze information before and after the sale is closed. This is extremely important when it comes to determining exactly what each sales persons' closure rate is, and what marketing sources provide the most qualified leads (for the best price) as well as the most valuable information. This entire service software feature get even better with the fact that employees will not need to enter or lookup information in multiple service software or accounting programs.

Below is a copy of the information that is contained within the help system regarding how this feature works:

Entering a New Sales Opportunity

From the main menu, click Customers | Sales Opportunity Manager| New Sales Opportunity.

Remember that, depending on your Company preferences, various tabs and fields might be required. That means you will not be able to save the sales opportunity until all required fields have been populated.

Complete the Info Tab

The following screen shot should help you see what to do.

Complete the Profile Tab (optional)

Complete the Sales Opportunity Tab (required)

Appointments Tab

This tab includes a list of all appointments related to this Customer: Job. Please see the following topic for help setting up appointments.

User Defined Fields (UDF) Tab

This tab includes all UDFs setup to be shown on the Sales Opportunity Forms. Please see the following topic for help setting up UDFs.

Setting Up Your Lists

As you enter your sales opportunities, you will need to populate certain lists. Some of the lists are required but most are optional. There is an Add New option on most lists. Most of these lists can be found under the Sales Opportunity Manager menu.

Probability List (optional)

From the Main Menu, click Customers | Sales Opportunity Manager | Probability List.

The Probability List attempts to rate the probability of a sale, based upon the completion of certain phases or milestones. For example, you might say that you have a 40% chance of making a sale if you give a sales presentation to a qualified prospect. Here are some examples:

Product List (optional but highly recommended)

From the Main Menu, click Customers | Sales Opportunity Manager | Product List.

Here you create a basic list of products or service you might be offering to sell. This is not to be confused with your item or inventory lists. This is a basic list used for tracking sales closure rates amount product groups. Here is an example of what you may setup:

Profile List Questions (optional)

Create a list of questions that you could use to profile your prospect. These questions might include demographics or basic “fact finding” questions and answers. Here is an example of what you might create.

Qualifying Questions (highly recommended)

We have all heard the question “Is that sales lead qualified?” We consider this to be one of the most important of the SOM related lists. Create a list of questions that you could use to determine whether or not the prospect is qualified to be considered a legitimate sales lead. Here is an example of what you might create.

Stages (recommended)

A sale is usually made by taking your prospect through a series of steps. The theory is that if you systemically proceed through a series of procedures, you will have a better chance of success. With that in mind, a sales manager should occasionally ask “Where are we at with that sale?” The SOM Stages list allows you to setup a list of milestones so that you can answer that question. Here are some examples of what you might create.

User Defined Fields (optional)

User defined fields are available on a sales lead. Use UDFs to capture information that is not already covered elsewhere on the sales lead. This might include age of the house, size of the system, square footage, etc.

Remember that UDFs are added elsewhere. From the main menu, click Company | Lists | User Defined Field Lists. For more information, click here.