Tracking and managing opportunities

On the opportunity details page, you will have access to different sections that allow you to manage and update the opportunity. 

One such section is Notes, where you can capture important information or notes related to the opportunity. 

Another section is the Activity Timeline, which enables you to track the chronological history of activities associated with the opportunity. 

Additionally, the Files section allows you to access and manage relevant files related to the opportunity. If you want to add any files here, you can simply use the Upload files button to do so.

To make updates to the opportunity details, including the stage, you can click on the three dots and select Update. This will give you the option to modify the necessary fields and reflect the updated information for the opportunity.

Modification of the stages: 

In Keka PSA, you have flexible options to modify stages according to your specific requirements for opportunities. There are different methods available within the system to update stages.

First, you can update the stage of an opportunity by selecting the respective opportunity and making the necessary changes.

Another way is by using the opportunity tag located below the opportunity's name. Simply click on the colored tag and choose the correct status to update it.

When the opportunity stage is changed to Closed Won, it will be automatically moved to both the Closed section and the Pending Approval section in the opportunity list. Additionally, an approval request will be sent to the admin, and they can find it in the Pending Requests tab under the Project section.

In the Kanban view of opportunities, you can visually manage stages by dragging and dropping opportunities into the desired stage. This intuitive method allows for quick and efficient stage modifications.

By utilizing these options, you have the freedom to accurately reflect the progress and status of your opportunities in Keka PSA.

Conversion of Opportunity to Project: 

The approval of opportunities (in the Closed Won stage) for conversion into a project can be done by global admins, project admins, or custom roles with access to opportunity management.

To view all project requests, navigate to the Project (1) section and click on Projects (2). Under the Project List (3), locate the Projects Requests (4) section, which will display a badge indicating the number of requests.

Within this section, admins have two options: converting the opportunity to a project or rejecting the request. If the user chooses to convert the opportunity to a project, a window for project creation will appear.

The project creation window will only show up if the opportunity is associated with an existing client.

In the Create Project window, several fields like the Project Name, Description, Client, Start Date & End Date of the project, will already be filled with the details you provided for the opportunity. These can be updated now if there have been any changes.

You can fill in the additional details required like the Project Code, the Project Manager, Status of the project, and configure the Billing type for the project. 

If there are any relevant files to be added here, you can do so using the Attach files option.

Once you are satisfied with everything, click Create.

If the opportunity is created under a prospect: 

When an opportunity is created under a prospect, it triggers a workflow different from what we saw above.

In the Client Details step you have to add the details necessary to turn the Prospect into a Client. This includes creating the Client Name, Client Code, assigning a Client Manager, the base Counrty and adding the Billing Address of the client.

You can also use the +Add Description option to add any necessary details about the client.

In the Project Details section, you have to update the details required to convert this Opportunity to a Project in Keka.

These details include, Project Name, Project Code, and the Status of the project. You also have to assign a Project Manager and give the Start & End Dates for this project.

Then you can choose whether this project will be billed based on timesheets submitted by resources or not by enabling or disabling the billing for the project.

If you choose to enable it, you can select a Billing model and choose to allow expenses to be linked to this project.

If you want to add any additional details, you can use the +Add description and Attach files options.

These steps ensure a structured and organized process for managing prospects and seamlessly transitioning them into clients and projects.