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Convert Deal to Project, Company or Contact

You often deal with situation when you have signed a business contract with a partner with whom you have been negotiating for some time. This means that a business deal turns into a project and a potential client becomes a customer. After this, you no longer need to track the cost of gaining the potential customer, but you want to know the profitability of your new customer. For this reason, eWay-CRM separates business deals and projects. After signing a contract, traditionally, a deal is completed.

You can complete a deal in the workflow in the top part of the Deal window (names of workflow steps/statuses can differ because of personal settings in eWay-CRM). Mostly, you have the status when deal does not progress and customer declines to cooperate. This is the Lost status in the picture below. When you "win" the deal, there will be another status in the workflow–it is Close Won in the picture below.

In some cases, long-term performance does not have to be the subject of business activities. That is why eWay-CRM enables you to choose conversion of a deal to a project or to create a contact or company.

If you click the Close Won status you will be prompted to convert a Deal. You can select whether you want to make a project from the deal, and if not, you can still create a company or contact item for a customer or contact person.  To make this work easier, you can define pre-filling of the dialog box in Administration Settings (for more information, go to Convert Deal to Project by Default). If you don't usually create projects, you can set to pre-select company and contact.

If you click Yes, you complete the conversion of a deal to your chosen destination. If you click No, the conversion will be cancelled.

Conversion of Deal to Project

The conversion represents the phase when an offer is accepted and the potential customer agrees to sign a contract. If you are creating a project (making a contract), the contact and the company are also created automatically. If the entire creation of a contract is only an issue of hours, there is no need to create a project. You create company and contact directly. In this case, we recommend conversion of a deal to a company and contact.

As soon as the deal is converted to project, you are able to reach project right from the Deals list. Right-click selected deal and click Open Project. The window of converted project will be opened.

Conversion of Deal to Company and Contact

This option is preferred by companies whose business is mainly trading and making a contract is an issue of hours. There is no complicated procedure of processing. But despite this, a new customer is gained.

After confirming the dialog box, the new Project window or Company window (if you don't create project) are opened with pre-filled values from the Deal window.

How Are the Values Transferred?

Project

Left column shows fields on the deal and right column fields on the project to what the deal was converted.

Deal FieldProject Field
Name Name
Referral Source Referral Source
Est. Revenue Estimated Revenue
Note Note
Customer Customer (if it does not exist, it is created)
Contact Person Contact Person (if it does not exist, it is created)
Relations to other items They are moved to same tabs on project, excluding time sheets, calendar and tasks.
Users from the Users tab They are moved to the Team tab on project, the owner of the deal becomes project manager.
Costs of time sheets Estimated Other Costs (if Add Time Sheets From Deals to Calculation of People Costs and Worked Hours on Project is turned on)

    Company

    Left column shows fields on the deal and right column fields on the company to what the deal was converted.

    Deal FieldCompany Field
    Customer Company Name
    Phone Mobile
    Email Email
    Street, ZIP, City Billing Address
    Relations to other items They are moved to same tabs on company, excluding time sheets, calendar and tasks.

      Contact

      Left column shows fields on the deal and right column fields on the contact to what the deal was converted.

      Deal FieldContact Field
      Contact Person Full Name
      Customer Company
      Phone Mobile
      Email Email 1
      Street, ZIP, City Business Address
      Relations to other items They are moved to same tabs on contact, excluding time sheets, calendar and tasks.

      Custom Fields

      In the case that you have your own custom fields on the deal and you want them to transfer on the project, company or contact during the conversion, you just need to have same fields on the Project, Company or Contact window. There is no need to have all letters in the custom field be matching case, but they must be spelled exactly the same. For example, fields can be named as "Profit" and "profit" and eWay-CRM will consider them as same. If you convert the deal to a project, company or contact, those fields will be automatically transferred too.

      Relations

      Aside from all fields that are transferred, the eWay-CRM automatically transferred also relations that are between the deal and other modules. In the case you are converting a deal to the project, you don't lose the relations with items like emails, documents, journals, companies, bookkeeping records, categories and users (users will be members of the team on project).

      eWay-CRM also provides the functionality for automatic creation of the relation between email and the project in the case when you add an email–for example by accident–to the deal that was already converted to the project. The email will have relation with the deal and with its project. If the deal was converted to project, email responses to previous emails are also related to the project. Function works only for Microsoft Exchange. IMAP and POP3 protocols are not able to share this data.

      Conditions of Conversion

      Firstly, the user has to have adequate permissions. If he or she doesn't have them, he or she can't change the status of a workflow. It is also necessary to define the workflow steps and define the changeovers between steps. If a deal is not in a status that allows you to complete the deal, you cannot convert it. Try to move the deal to a next status that allows you to convert it. If you change the status, save the change. New options only appear after saving.

      Permission only for editing is not enough. A user has to have the required permission to make a changeover–this means that the user role has to be checked in the definition of the workflow. For more information about changeovers and workflow, go to Create New Flow.

      We recommend that you check in Administration Settings within Global Settings, that you have correctly set the value Deal Completed Status Name (description is here). This setting is important because of reporting and viewing (or not) of the completed deal in the Add New menu.