How to create and manage deals

• Before you get started
• How to create a deal
• How to edit a deal
• How to build a proposal from a deal
• How to create a project from a deal
• How to read the Deal Summary

Before you get started

• To access this feature you must have these settings enable for your access level.
  More Options > Proposals.Edit
  More Options > Proposals.View

How to create a deal 

1. Click Proposals on the left-hand navigation bar. 
2. Click Create Deal (from the Get Started actions on the Dashboard tab, or the Top right corner)
   
   
   
   
   
3. Fill in the required details
   
   
   
   
   • Company
     The client you're pitching to.
     If it’s an existing company, select it from the drop-down. If it’s a new company, click Create New Company and enter a Company Name, Account Manager and default project settings for currency and sales tax.
   • Deal Name
     A name to identify the opportunity.
   • Owner
     The person in your organisation responsible for the deal.
   • Stage
     Where the deal sits in your pipeline (for example, Lead).
     See Set up your deal pipeline → 
   • Total Amount (required) - the value of the deal. Pick the currency from the dropdown and enter the amount.

   • External Reference
     Optional field for you to record an ID or link from another system if needed (e.g., a CRM opportunity number).
     

4. Click Create Deal to save when you're done.
5. The deal now appears on your deals tab and contributes to the Deal Summary on the Dashboard.

How to edit a deal

1. Click into Proposals from the left-hand navigation bar.
2. Click into the deals tab to view a list of all your deals
3. Click into a deal
   

   The header shows a quick summary - deal name, value, stage, company and owner - with actions on the right.

4. Make any required edits.
   
   
5. Click Save.

How to build a proposal from a deal

You can write a proposal on its own, but building it from a deal is the recommended path: the proposal is automatically linked to the deal, and that link carries through to the project you create later.

1. Click into the deal you want to build a proposal for.
2. Click “Create Proposal” - either the button in the top-right corner, or the one in the Linked Documents section at the foot of the page.
   
   
3. The new proposal opens in the editor and is linked back to this deal.
4. Build your proposal.
   See How to Build a Proposal → 
5. You can see all proposals related this deal in the Linked Documents section of the deal.

How to create a project from a deal

When a deal is won, create a project without re-entering the details.

1. Click into the deal where you want to build a project.
2. Click "Create Project" in the top-right corner.
   
   
3. The Create Project screen will open, with most fields prepopulated from the deal.
   
   
4. Review and make sure all fields are filled in, making any edits as needed.
   • Project Name
     The deal name becomes the Project name.
   • Company
     The client for the project, this defaults to the company you created the deal for.
     If the Project will be for a different company that’s not already in your Projectworks system, you will first need to setup that company so it’s available to select from the drop-down. See Maintaining companies → 
   • Project Manager
     This defaults to the deal owner - you can change it now if someone else will be running the project.
   • Project Type
     Choose Billable or Non-billable.
   • Contractual Status
     Signed, Unsigned (committed), or Unsigned (opportunity). Contractual Status is required for every project in Projectworks. It's pre-filled from the Default Project Status set against the deal's pipeline stage (see Set up your deal pipeline →  ), but you can change it here to reflect how firm the work actually is.
   • Project Budget
     

     The budget by default will be the deal value.
     You can also seed the budget from a Linked Proposal’s Pricing Table via the drop down above, see What is Seeding? →

5. Click Create Project and you will be taken to your new project.

   The budget will have been carried across, and you’ll see a link to your deal in your new project.
   
   

    

What is Seeding?

If you are creating a Project from a Deal, and that Deal has a Linked Proposal which includes a Pricing Table (i.e. built from a Pricing Block, See What is a Pricing Block? → ) - you can seed the details from that Pricing Table, meaning those details can carryover to become the budget for your project.

You can see a deal's linked proposals in its Linked Documents section at the bottom of the deal screen. You can have many proposals linked to a deal, but you can only create a Project from a single deal-linked proposal.

Example

• The deal “Agency New Opportunity” has a linked Proposal “Agency Proposal” which contains a pricing table.
  
  

• When creating a Project from the deal “Agency New Opportunity”, the Agency Proposal can be selected from the Linked Proposals drop-down, pulling that pricing table in to create the budget for that Project.

  

• When the project for that deal is created, the budget is pulled through automatically.

How to seed a budget into a Project

1. Click into the deal where you want to build a project.
2. Click "Create Project" in the top-right corner.
3. The Create Project screen will open, with most fields prepopulated from the deal.
4. Check the project details, which carry over from the deal where available: Project Name, Project Manager, Company, Project Type (Billable or Non-billable), and Contractual Status.
5. Under Linked Proposal, open the drop-down to choose the proposal you want to seed the budget from.
   
   
   
   

6. Projectworks pulls the proposal's pricing table lines into the Project Budget, replacing the single default line.
   
   
   
   If the Linked Proposal you select contains multiple Pricing Tables, Projectworks concatenates every table's lines into a single project budget automatically. The Total reflects all of them added together.

7. Click Create Project and you’ll be taken to your new project, with the seeded budget having become the project's budget. The project Overview shows it as the Total Budget.
   
   

8. The full line-by-line breakdown is on the project's Budgets tab, where you can keep managing it from here on.

How to read the Deal Summary

The Deal Summary on the Dashboard tab totals the value of your deals by stage. Use the currency selector at the top-right of the summary to choose the display currency.

The four cards give the total value of your deals by stage. 

• Open
  Every deal in a non-closed pipeline stage - the active pipeline. 

• Won
  Deals in the Closed Won stage. 

• Lost
  Deals in the Closed Lost stage. 
  

• Archived
  Deals you've archived. Archived deals are excluded from the active pipeline totals.