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Deals

12/5/25About 8 minCRMGuide

Deals Management Training Guide

Overview

The Deals page manages opportunities that have progressed beyond the initial lead stage. When a lead moves to "Interested" status, a deal is automatically created. Deals track the sales pipeline from initial interest through quotation, payment, and closure. This guide covers managing deals, generating payment links, handling documents, and closing deals successfully.

Accessing the Deals Page

Navigate to: Admin → CRM → Deals

The Deals page displays all active deals in a table format with the following information:

  • Deal ID
  • Lead ID (originating lead)
  • Assigned Agent
  • Current Status
  • Deal Value (in ZAR)
  • Deal Probability (percentage)
  • Action buttons (Edit, Manage Documents)

Understanding Deal Creation

How Deals Are Created

Deals are automatically created when:

  1. A lead reaches "Interested" status in the Leads page
  2. A contact exists for that lead
  3. The lead is saved with the new status

Important: You cannot manually create deals. They must originate from qualified leads.

Deal-Lead Relationship

  • Each deal is linked to its originating lead via Lead ID
  • The deal inherits information from the lead and associated contact
  • Agent assignment carries over from the lead
  • Deal status continues from where the lead workflow left off

Deal Status Workflow

Deals follow the State Machine workflow starting from "Interested":

Interested → Preparing Quotation → Quotation Sent → Quote Accepted/Rejected

Then, depending on requirements:

Quote Accepted → Documents (if required) → Generating Payment Link → Awaiting Payment → Payment Received → Won

Or if documents aren't required:

Quote Accepted → Generating Payment Link → Awaiting Payment → Payment Received → Won

Possible alternate endings:

  • Quote Rejected (customer declines)
  • Payment Not Received → Lost
  • Documents Not Verified → Lost

Viewing and Editing Deals

Opening a Deal

  1. Locate the deal in the table
  2. Click the edit icon (pen) in the Actions column
  3. The Edit Deal modal opens

Deal Information Displayed

Header Section:

  • Assigned Agent (editable dropdown)
  • Last Updated By information
  • Last Update timestamp

Status Section:

  • Current Deal Status (with status badge)
  • Current Stage in the workflow
  • "Move Status To" dropdown (for valid transitions)

Status-Specific Actions:
Different actions appear based on current status (see sections below)

Managing Deal Status Transitions

Standard Status Changes

  1. Open the deal for editing
  2. Review current status and stage
  3. Select new status from "Move Status To" dropdown
    • Only valid next statuses appear (per State Machine rules)
  4. Click Save
  5. Deal updates to new status

Note: The dropdown automatically filters to show only statuses you can move to from the current position.

Handling Quote Acceptance

When a deal reaches "Quote Accepted" status, you must decide if documents are required.

Documents Required Decision

Question Presented: "Documents Required?"

Option 1: No Documents Required

  1. Select "No"
  2. "Move Status To" dropdown appears
  3. Select next status (typically "Generating Payment Link")
  4. Click Save
  5. Proceed to payment generation

Option 2: Documents Required

  1. Select "Yes"
  2. Document selection checkboxes appear
  3. Select required documents:
    • Identity Document
    • Passport
  4. Click Save (separate from main Save button)
  5. System creates document requirements
  6. Deal status automatically moves to "Awaiting Documents"

Available Document Types:

  • Identity Document: National ID, driver's license, or similar
  • Passport: International passport document

Note: You can require one, both, or neither document type. Select based on travel requirements and company policy.

Managing Documents

Accessing Document Management

The Manage Documents icon (file with plus) appears for deals that have document requirements.

To Access:

  1. Locate deal in table
  2. Click the file-plus icon in Actions column
  3. Documents modal opens

Document Management Modal Structure

The modal shows two sections:

1. Documents Required Section

Displays documents that still need to be uploaded:

  • Document type name
  • File upload field
  • Upload button

To Upload a Document:

  1. Click Choose File next to the document type
  2. Select file from your computer
  3. Click Upload
  4. File uploads to system
  5. Document moves to "Uploaded Documents" section

Supported File Formats: PDF, JPG, PNG (check with administrator for specifics)

2. Uploaded Documents Section

Displays all documents already uploaded for this deal:

Columns:

  • ID: Document record ID
  • Document Type: Type of document
  • File Name: Clickable link to view/download
  • File Size: Document size (automatically formatted)
  • Verified: Check mark (verified) or X (not verified)
  • Action: Verify button (if not verified)

Document Verification

Documents must be verified before deals can proceed.

To Verify a Document:

  1. Click the file name to open/download
  2. Review document for:
    • Authenticity
    • Correct information
    • Valid dates (not expired)
    • Clear, readable images
  3. If acceptable, click Verify button (green, with check icon)
  4. Document status changes to "Verified" ✓
  5. Verified documents cannot be unverified

Important: Once all required documents are uploaded AND verified, you can move the deal status forward to "Generating Payment Link".

Document Workflow

Complete Document Flow:

  1. Quote Accepted → Select documents required → Save
  2. Deal moves to "Awaiting Documents"
  3. System notifies customer (if configured)
  4. Customer or agent uploads documents
  5. Agent verifies each document
  6. All documents verified → Move to "Documents Received"
  7. Move to "Verifying Documents"
  8. Move to "Documents Verified"
  9. Move to "Generating Payment Link"

If Documents Not Received/Verified:

  • Can move to "Documents Not Received"
  • Can move to "Lost" (deal abandoned)

When a deal reaches "Generating Payment Link" status, the "Generate Payment Link" button appears (green, with wallet icon).

  1. Deal must be at "Generating Payment Link" status
  2. Click "Generate Payment Link" button
  3. Payment link modal opens
  4. System shows "Contacting Payment Merchant..." loader
  5. Form populates with contact information

1. Contact Details (Auto-Populated)

These fields are pre-filled from the deal's contact:

  • Company name
  • Contact full name
  • Email address
  • Phone number

Note: This section is display-only for reference.

2. Payment Information (Required)

Merchant Invoice ID:

  • Your internal invoice or reference number
  • Used for accounting and reconciliation
  • Must be unique per payment
  • Example: "INV-2024-001234"

Amount:

  • Payment amount in South African Rand (ZAR)
  • Enter numbers only (no currency symbol)
  • System automatically formats
  • Example: "15000" displays as "R 15,000.00"

3. Customer Information (Editable)

These fields pre-populate from contact but can be edited:

First Name: Customer's first name

Surname: Customer's last name

Email Address:

  • Must be valid email format
  • Payment link sent here if email option selected
  • Required field

Country Code & Mobile:

  • Country Code: Select from dropdown
    • Search by country name
    • Shows flag and dialing code
    • Example: South Africa (+27)
  • Mobile Number: Customer's mobile number
    • Must start with 0 (local) or +27 (international format)
    • Must be 10 digits (including area code)
    • Used for SMS and WhatsApp if selected
    • Example: "0821234567" or "+27821234567"

Validation: The system validates the mobile number format. You'll see an error message if the format is incorrect.

4. Customer Billing Information (Required)

Address Search:
Uses the same intelligent search as Companies and Contacts pages.

To Add Billing Address:

  1. Type address in search field
  2. Toggle "Enable Global Search" if international address
  3. Select correct address from suggestions
  4. System auto-populates:
    • Street address (Street1)
    • City
    • State/Province
    • Country
    • Postal Code

Displayed After Selection:

  • Full address line
  • City, State, Country broken down
  • Postal code

Important: Accurate billing information is required by the payment gateway and may be used for fraud prevention.

5. Payment Link Options

Select how to deliver the payment link:

Send Email: Send payment link via email

  • Recommended: Always enable
  • Provides permanent link reference
  • Customer can forward to accounting

Send SMS: Send payment link via SMS

  • Requires valid mobile number
  • Good for immediate notification
  • Character limits apply

Send WhatsApp: Send payment link via WhatsApp

  • Requires valid mobile with WhatsApp
  • Modern, preferred by many customers
  • Supports rich formatting

Note: You can select one, multiple, or all delivery methods. Selecting multiple increases likelihood of customer receiving and acting on the payment link.

  1. Review all information for accuracy
  2. Verify mobile number format if SMS/WhatsApp selected
  3. Verify email address if email selected
  4. Click Generate
  5. System contacts Peach Payments gateway
  6. Payment link created
  7. Link sent via selected method(s)
  8. Deal status automatically moves to "Awaiting Payment"
  9. Modal closes

What Happens Next:

  • Customer receives payment link
  • Link remains active until expiry (typically 7 days)
  • Customer can pay via multiple methods
  • System monitors payment status

Monitoring Payment Status

Viewing Payment Status

When a deal is at "Awaiting Payment" status:

  1. Open the deal for editing
  2. View "Current Payment Status" section
  3. Status badge displays current state:
    • Pending: Link sent, awaiting action
    • Paid: Payment completed successfully
    • Failed: Payment attempt failed
    • Expired: Payment link expired

Viewing Detailed Payment Information

Click "View Payment Info" button (orange, with eye icon) to see complete payment details.

Payment Information Modal Sections

1. Payment Details:

  • Source: Where payment originated (e.g., "Payment Link")
  • T&Cs Accepted: Whether customer accepted terms (✓ or ✗)
  • Payment Link: Clickable URL to payment page
  • Merchant Invoice ID: Your reference number
  • Amount: Payment amount with currency
  • Created Date: When link was generated
  • Expiry Date: When link expires

2. Customer Details:

  • Customer full name
  • Email address
  • Mobile number
  • Complete billing address

3. Audit Log (Timeline):
Visual timeline of all payment events:

  • Each status change
  • Timestamp for each event
  • Chronological order from oldest to newest

Example Timeline:

Created → Pending → Viewed → Paid → Completed

Note: This information is retrieved in real-time from Peach Payments gateway.

Handling Payment Outcomes

Payment Received

When customer successfully pays:

  1. Payment status updates to "Paid"
  2. Open deal for editing
  3. Verify payment in Payment Info modal
  4. Select "Payment Received" from status dropdown
  5. Click Save
  6. Deal moves to "Payment Received" status
  7. Next step: Move to "Won"

Payment Not Received

If customer doesn't pay within timeframe:

Option 1: Resend Payment Link

  1. Select "Generating Payment Link" from dropdown
  2. Generate new payment link with extended expiry
  3. Deal returns to "Awaiting Payment"

Option 2: Continue Waiting

  1. Keep at "Awaiting Payment" status
  2. Follow up with customer
  3. Wait for payment

Option 3: Close as Lost

  1. Select "Lost" from dropdown
  2. Deal closes as unsuccessful
  3. Document reason in notes

Closing Deals

Winning a Deal (Won)

To successfully close a deal:

  1. Ensure all requirements met:
    • Documents uploaded and verified (if required)
    • Payment received and confirmed
  2. Open deal for editing
  3. Current status should be "Payment Received"
  4. Select "Won" from "Move Status To" dropdown
  5. Click Save
  6. Deal marked as successfully closed

What "Won" Means:

  • Revenue recognized
  • Commission calculated (if applicable)
  • Customer journey complete
  • Success metrics updated

Losing a Deal (Lost)

Deals can be lost at various stages:

Common Loss Points:

  • Quote Rejected: Customer declined offer
  • Documents Not Received: Customer failed to provide documents
  • Documents Not Verified: Documents invalid or fraudulent
  • Payment Not Received: Customer didn't pay

To Close as Lost:

  1. Open deal for editing
  2. Select "Lost" from dropdown (available at multiple stages)
  3. Click Save
  4. Deal marked as lost

Important: Document the reason for loss in your CRM notes or follow company procedures for lost deal reporting.

Deal Value and Probability

Understanding Deal Value

Deal Value: The potential revenue from this deal in ZAR (South African Rand).

  • Displayed in table as formatted currency
  • Sortable (high to low, low to high)
  • Used for pipeline reporting
  • Represents total deal amount

Setting Deal Value: Typically set when deal is created from lead or during quotation stage.

Understanding Deal Probability

Deal Probability: The likelihood (0-100%) that this deal will close successfully.

Visual Representation:

  • Green progress bar in table
  • Percentage value
  • Updates based on status progress

Typical Probability Progression:

  • Interested: 10-20%
  • Preparing Quotation: 30-40%
  • Quotation Sent: 50%
  • Quote Accepted: 70%
  • Documents Verified: 80%
  • Awaiting Payment: 90%
  • Payment Received: 95%
  • Won: 100%

Uses:

  • Weighted pipeline forecasting
  • Revenue projections
  • Performance tracking

Searching and Filtering

Use the search box to find deals by:

  • Lead ID
  • Agent name

The search filters results instantly as you type.

Sorting

Click column headers to sort by:

  • Deal ID
  • Lead ID
  • Agent
  • Status
  • Deal Value
  • Deal Probability

Click again to reverse sort order (ascending/descending).

Downloading Deal Data

Click the "Download" button to export all deals to CSV format.

CSV Export Includes:

  • All visible columns
  • All deals (not just filtered results)
  • Useful for:
    • Pipeline analysis
    • Revenue forecasting
    • Performance reporting
    • External system integration

Success Notification: "Deals CSV File Exported! Note: Check Your Downloads Folder"

Best Practices

Deal Management

  1. Keep Status Current: Update deal status as soon as stages complete
  2. Act Quickly on Payments: Generate payment links promptly after quote acceptance
  3. Verify Documents Thoroughly: Don't rush document verification
  4. Monitor Payment Status: Check payment status daily for active links
  5. Follow Up: Contact customers if payment links near expiry

Document Management

  1. Clear Requirements: Specify exactly which documents needed
  2. Quick Verification: Verify documents within 24 hours of upload
  3. Communicate Issues: Contact customer immediately if document problems
  4. Secure Storage: Documents stored securely in cloud storage
  5. Maintain Privacy: Only access documents when necessary
  1. Accurate Information: Double-check all customer details before generating
  2. Multiple Delivery Methods: Use email + SMS or WhatsApp for best results
  3. Clear Invoice References: Use descriptive, unique invoice IDs
  4. Monitor Expiry: Track when links expire and follow up
  5. Resend When Needed: Don't hesitate to generate new links

Pipeline Health

  1. Regular Review: Check deals list daily for stuck deals
  2. Update Probability: Adjust probability as circumstances change
  3. Clean Pipeline: Close or update stale deals
  4. Document Reasons: Keep notes on status changes
  5. Learn from Losses: Review lost deals to improve process

Deal Stages Summary

Understanding the stages helps track deal progress:

Stage Progression:

  1. Qualification: Interest established (from Leads page)
  2. Proposal: Preparing and sending quotation
  3. Negotiation: Quote accepted/rejected decision
  4. Documents: Document collection and verification (if required)
  5. Payment: Payment link generation and processing
  6. Closed Won/Lost: Final outcome

Each stage contains multiple statuses that track detailed progress.

Integration with Other pages

Deals and Leads

  • Deals automatically created from "Interested" leads
  • Lead ID links back to originating lead
  • Contact information flows from lead to deal
  • Agent assignment carries over

Deals and Contacts

  • Deal requires existing contact
  • Contact information used for payment links
  • Communication history linked to contact
  • Company affiliation maintained

Deals and Documents

  • Document requirements created per deal
  • Documents stored against deal ID
  • Verification status tracked per deal
  • Documents accessible from multiple pages

Deals and Payments

  • Payment links generated per deal
  • Payment status monitored in real-time
  • Payment history stored
  • Financial integration points available

Support

For additional assistance with the Deals page, payment gateway issues, or document management, contact your system administrator or refer to the main CRM documentation.

For Peach Payments technical support, refer to payment gateway documentation or contact their support team directly.

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