Outlook CRM Background

Sales - Master eWay-CRM

Track Your Potential Business.

Step 1: Track Business Opportunities

Creating a new deal is similar to creating a new contact. We have already learned that yesterday. Imagine that you have received a promising email asking for more information or a call.

  1. Right-click the email in your mailbox and select Convert to Deal in the context menu.

Convert to Deal

  1. A new deal card will be created with pre-filled data from the email. The email will be attached to the new deal automatically.

Pre-filled Deal

  1. Correct or fill in missing fields and click Save.

Outlook CRM TipTip for you: You can also create a deal manually with the New button in the ribbon. Learn more at How to Create Deals Manually.

Step 2: Schedule Meeting

You’ve agreed on a meeting or a conference call. Let’s set it up in your calendar.

  1. Click Add New and choose Calendar.

Add New Calendar

  1. A new calendar event will pop up with some fields prefilled: Subject, Location, and Notes.

Pre-filled Calendar

  1. To invite other people to the event, use the button Invite Attendees in the top part of the window. Just make sure that the note does not contain anything you’d like to keep under your roof.

Invite Attendees

  1. Save or Send the meeting. As a result, the event will appear both in your Outlook Calendar and under the Calendar tab on the deal.

Calendar Tab

Outlook CRM Tip Tip for you: Alternatively, you can create a meeting in Outlook calendar

Step 3: Keep Notes From Your Meetings Organized

Yesterday, you learned how to create a new journal and take notes after a phone call. You can do the same during your meetings. If you want to learn something new today, follow these steps.

  1. During the meeting or after it, you can right-click on the event in your Outlook calendar and convert it to Journal.

Convert to Journal

  1. A journal item will appear. Superior Item will contain the deal. Start Time and End Time will be filled with the calendar start/end. Use the large Note field to type down your notes. Do not forget to choose Meeting in the Type.

Pre-filled Journal

  1. Save and close.

Step 4: Send Proposal by Email

When a customer is ready, it is time for a proposal. Let’s use our bookkeeping module to generate it.

  1. Click Add New and choose Bookkeeping Record.

Add New Bookkeeping Record

  1. Pick a Subject, select the type Issued Proposal. Click Active.

Pre-filled Bookkeeping Record

  1. Add products/services into the bookkeeping record. You can search them by fields Product ID or Product. You can change the Quantity, Unit Price or apply a Discount. As soon as the proposal is made, save it.

Insert Product

  1. Click Export to Word > Proposal. A Microsoft Word template will open with predefined data.

Export to Word

  1. Click File > Share > Email > Send as PDF. A new email will pop up with your quote attached as PDF. Send the email.

Send as PDF

  1. If you go back to the deal page, you will find your bookkeeping record in the HUB or under the tab Bookkeeping. Note, that the deal price changed according to the active proposal.

Bookkeeping Tab

  1. Click on the status Proposal and Save and Close the deal. It will change its status.

Outlook CRM Tip Tip for you: To link emails sent from Microsoft Outlook into eWay-CRM, have a look here: How to Link Emails to Deals

Step 5: Seal the Deal

Success! Your proposal was accepted and the deal is closed. Let’s convert it into a project and launch the workflow.

  1. Open the deal.
  2. Click on Closed Won status in the workflow tab.

Convert to Project

  1. A new window will pop-up. Check all appropriate boxes and hit Yes.

Convert to Company and Contact

  1. The contact and company will be created in eWay-CRM that will includes previous communications. The deal itself will stay in eWay-CRM with the status “Closed Won.“

Do you have questions? Our consultants have answers.

Do not hesitate to contact us.
You can also book our consultant. We will make a demo just for you.