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Sales checklist

Track deals through qualification, proposal, negotiation, and close.

Deal referenceDate started

Work down the steps in order. Fields marked * must be filled in before moving to the next step.

  1. 1. Lead

    A new potential customer has come in. Capture who they are before doing anything else.

    • Confirm the company exists and isn't already in the system.
    • Fill in company_name, contact_name, and contact_email.
    • Add contact_phone if you have it, useful for the Qualified step.
    • Reach out within one business day to introduce yourself.
    Completed byDate

  2. 2. Qualified

    The lead is real, has budget, and has a decision-maker willing to talk.

    • Hold a discovery call with the decision-maker.
    • Confirm budget, even a rough range is fine.
    • Agree an expected_close_date with the customer.
    • Note any deal-breakers (compliance, contract terms, integrations).
    Completed byDate

  3. 3. Proposal Sent

    A written proposal is out the door and the customer has it in hand.

    • Generate the proposal and attach it to the record as proposal_pdf.
    • Send it to the customer and confirm they received it.
    • Schedule a follow-up call within 5 business days.
    Completed byDate

  4. 4. Negotiation

    The customer is engaged and you're working through terms, pricing, or scope.

    • Track every pricing or scope change in the activity log.
    • Loop in legal early if contracts will be redlined.
    • Get verbal commitment before producing a final contract.
    Completed byDate

  5. 5. Closed Won

    The deal is signed. Hand off to delivery / onboarding.

    • File the signed contract on the record.
    • Notify the delivery or onboarding team.
    • Send the customer a welcome email confirming next steps.
    Completed byDate

  6. 6. Invoiced

    An invoice has been raised against this deal.

    • On the record, open the Invoices section and click Create invoice from this record. The form pre-fills using company_name, contact_email, and budget.
    • Review the line item description and adjust the amount if the final price differs from the original budget.
    • Send the invoice from the Invoices tab. invoice_number is written to the record automatically, that's what passes this step's gate.
    Completed byDate

  7. 7. Paid

    Cash has landed. Deal is done.

    • Confirm the payment has cleared (bank statement or accounting sync).
    • Mark the invoice as paid in the Invoices tab.
    • Set paid_date on the record.
    • Notify the team if it's a notable win.
    Completed byDate