Opportunities Setup

Track every deal from initial contact to closed sale. This guide walks you through setting up opportunity tracking, values, and automation so your team never loses sight of revenue in progress.

Prerequisites

Before you begin, ensure you have:

• At least one pipeline created (go to Opportunities → Pipelines if you need to create one)
• Admin or sales manager access to your sub-account
• A list of active leads or contacts to convert into opportunities
• Estimated deal values for your products or services (even rough estimates work)

Create Your First Opportunity

Add a deal to your pipeline and assign it to a team member.

1. Click Opportunities in the left navigation
2. Click + Add Opportunity in the top-right corner
3. Select an existing Primary Contact from the dropdown (or enter new contact details)
4. Keep the default opportunity name or customize it (example: “Website Redesign - ABC Company”)
5. Choose the Pipeline where this deal belongs
6. Select the appropriate Pipeline Stage (start with your first stage like “New Lead”)
7. Set Opportunity Status to Open
8. Enter the Opportunity Value (dollar amount this deal is worth)
9. Assign an Owner from your team
10. Add Followers if multiple team members need visibility
11. Click Create

Your opportunity now appears on the pipeline board. Team members can drag it between stages as the deal progresses.

Set Up Bulk Import

Import multiple opportunities at once from a spreadsheet or CRM export.

1. Navigate to Opportunities
2. Click Import in the top menu
3. Select Opportunities as the import type
4. Click Next
5. Upload your CSV file (ensure it has columns for contact name, email, phone, opportunity value, pipeline stage)
6. Click Next
7. Map your CSV columns to opportunity fields:
   • Map “Name” to Contact Name
   • Map “Email” to Email
   • Map “Deal Value” to Opportunity Value
   • Map “Stage” to Pipeline Stage
8. Click Next to review the mapping
9. Verify the preview looks correct
10. Click Start Bulk Import

The system processes your file and creates opportunity records. Large imports may take a few minutes.

Configure Automated Opportunity Creation

Automatically create opportunities when leads take specific actions.

1. Go to Automation → Workflows
2. Click Create Workflow → Start from Scratch
3. Add a trigger:
   • Form Submitted (for lead gen forms)
   • Appointment Booked (for scheduled calls)
   • Facebook Lead Form Submitted (for ad campaigns)
   • Contact Tag Applied (for manually qualified leads)
4. Click Save Trigger
5. Click the + button below the trigger
6. Choose Opportunity → Create/Update Opportunity
7. Select the Pipeline from the dropdown
8. Select the Stage where new opportunities should start
9. Set Status to Open
10. Enter a Value (use a static amount or map to a custom field)
11. Toggle Allow Opportunity to Move to ON (prevents duplicates)
12. Click Save Action
13. Toggle Draft → Publish

Now every form submission, appointment booking, or tag application automatically creates an opportunity without manual data entry.

Set Up Stage Movement Automation

Move opportunities automatically based on actions like contract signing or payment.

1. Go to Automation → Workflows
2. Click Create Workflow → Start from Scratch
3. Add a trigger:
   • Payment Received (move to “Won”)
   • Document Signed (move to “Closing”)
   • Appointment Status Changed to No Show (move to “No Show” stage)
4. Click Save Trigger
5. Add action: Opportunity → Update Opportunity
6. Select Current Opportunity as the opportunity to update
7. Choose the new Pipeline Stage from the dropdown
8. Optionally update Status (change to Won if payment received)
9. Click Save Action
10. Toggle Draft → Publish

Opportunities now move through your pipeline automatically based on customer actions.

Add Follow-Up Tasks

Ensure no opportunity sits idle by creating automatic follow-up tasks.

1. Open Automation → Workflows
2. Create a new workflow or edit an existing opportunity workflow
3. Add trigger: Pipeline Stage Changed
4. Select your pipeline and stage (example: “Proposal Sent”)
5. Click Save Trigger
6. Add action: Create Task
7. Set Task Title: “Follow up on proposal”
8. Set Due Date: 3 days from now
9. Assign to the Opportunity Owner
10. Click Save Action
11. Toggle Draft → Publish

Your team receives task notifications when opportunities reach key stages, ensuring timely follow-up.

Test Your Setup

Verify all configurations work before your team starts using the system.

1. Navigate to Opportunities
2. Click + Add Opportunity
3. Select a test contact
4. Choose your pipeline and starting stage
5. Enter a value like $5,000
6. Assign yourself as the owner
7. Click Create
8. Drag the opportunity to the next stage on the board
9. Check your email or task list to confirm automation triggered
10. Verify the opportunity value appears in your pipeline total at the top of the board

If automation didn’t fire, go to Automation → Workflows and verify the workflow is published and the trigger matches the action you performed.

Next Steps

With opportunities set up, expand your tracking capabilities:

• Review the Opportunities guide for best practices on notes, custom fields, and reporting
• Set up Pipeline Builder automation for won and lost stages
• Add Lead Scoring to prioritize high-value opportunities
• Create Forecasting reports to predict revenue based on pipeline stages
• Configure Custom Fields to track industry, product type, or contract length
• Schedule a weekly pipeline review meeting to clean up stale opportunities and reassign ownership