Deals & Pipeline

Deals represent potential revenue opportunities in your CRM. Every deal sits inside a pipeline, moves through stages, and is tracked from creation to close (won or lost). concorbit gives you both a visual kanban board and a sortable list view to manage your deals.

Navigating to Deals

From the main sidebar, click CRM > Deals. By default this opens the kanban board view. Use the toggle in the top-right to switch between Kanban and List views.

Pipeline Concepts

Pipelines

A pipeline is a named workflow that deals move through. Each pipeline has its own set of stages. Examples:

• "Sales Pipeline" with stages: Lead, Qualified, Proposal, Negotiation, Won, Lost

• "Partner Pipeline" with stages: Intro, Evaluation, Agreement, Active, Churned

You can have multiple pipelines and switch between them from the deals page.

Stages

Each pipeline contains an ordered set of stages. Every stage has:

• Name: the display label (e.g. "Qualified", "Proposal Sent")

• Colour: a hex colour used in the kanban columns and badges

• Win Probability: a percentage (0 to 100) indicating how likely a deal at this stage is to close

• Won flag: marks this stage as the "won" outcome

• Lost flag: marks this stage as the "lost" outcome

A pipeline must have at least two stages. Typically, you will have one stage marked as "Won" and one marked as "Lost".

Kanban Board View

The kanban board is the default view when you navigate to Deals. It displays your pipeline as a series of columns, one per stage.

Column Headers

Each column shows:

• The stage's colour dot

• The stage name

• The number of deals in that stage

• The total monetary value of deals in that stage

Deal Cards

Each deal appears as a card within its stage column. The card displays:

• Deal title (clickable, opens the deal detail page)

• Value in your tenant's currency

• Contact or company name

• Expected close date (if set)

Won and lost deals appear with reduced opacity.

Drag and Drop

To move a deal between stages, drag its card from one column and drop it onto another:

1. Click and hold a deal card.

2. Drag it to the target column. The column highlights with a dashed border when you hover over it.

3. Release to drop.

The deal's stage is updated immediately. If you drop a deal onto a Lost stage, a dialog prompts you to enter a reason for the loss. Entering a reason is optional, press Cancel to abort the move, or enter a reason and confirm.

Switching Pipelines

If you have multiple pipelines, a dropdown appears next to the page title. Select a different pipeline to switch the kanban view.

List View

Click List in the view toggle to switch to a table-based view of all deals across the current pipeline.

Columns

Filtering

The list view provides:

• Search: type to search deal titles

• Status filter: select All, Open, Won, or Lost

• Sort: click column headers to sort by title, value, or expected close date

Click Filter to apply or change the status dropdown to trigger an immediate filter.

Pagination

When you have many deals, pagination controls appear at the bottom of the table.

Creating a Deal

1. Click New Deal from either the kanban or list view (or press N on your keyboard).

2. Fill in the deal form:

Deal Form Fields

When you change the pipeline, the stage dropdown updates to show the stages for the selected pipeline. If the currently selected stage is not in the new pipeline, it resets to the first stage.

1. Click Create Deal to save.

Deal Detail View

Click a deal title (from the kanban card or list row) to open the deal detail page.

Header

Displays the deal title with a back link to the deals page and a Delete button.

Stage Progress Bar

A visual progress bar shows all stages in the deal's pipeline. The current stage is highlighted. Click any stage in the bar to move the deal to that stage. If you click a "Lost" stage, you will be prompted for a loss reason.

Tabs

The deal detail page has four tabs:

Overview Tab

Displays the deal's key information:

• Value

• Expected close date

• Pipeline and current stage

• Linked contact and company (clickable links)

• Deal owner

• Notes

• Created date and last updated date

Quote Tab

Build a line-item quote directly within the deal. Each line has a name (the title that shows on invoices, POs, and the customer's quote) and an optional description for longer detail.

Lines can come from several sources:

• Add line: a free-text custom line (name, quantity, unit price in pounds).

• Add product…: pulls a product from your catalogue with its price and billing cadence.

• Add from catalogue…: a searchable picker of service-catalogue items; each shows a pill for its commitment term and billing period.

• Add labour…: a labour-rate line (rate x estimated hours). Labour is an estimate; by default it bills from the actual time logged on the resulting ticket/project, not as a fixed charge (see the bill quoted labour billing setting to change that).

Per line you can also set:

• Billing: one-time, monthly, or annual.

• Commitment (on recurring lines): Monthly or Annual. An annual commitment raises an e-sign contract when the deal is won, surfaced inline with an "e-sign contract" badge and a banner.

• Optional: marks the line as optional. Optional lines aren't billed, subscribed, or procured on win unless you opt them in at the Choose outcomes step.

• Procurement (per-line disclosure): a vendor and product link, used when raising a purchase order.

Set discount and tax (in pounds) if applicable; the subtotal, recurring totals, and commitment total are calculated automatically. Click Save quote to persist. You can Download PDF of the saved quote (tenant-branded), and Send quote to e-sign. The quote tab shows a count of existing line items.

Proposals Tab

Create and manage proposals linked to this deal:

• Click Create Proposal to generate a new proposal from the deal's quote data.

• Existing proposals appear in a list with their status (Draft, Sent, Viewed, Accepted, Declined, Expired).

• Click a proposal to open the proposal editor.

The tab shows the count of linked proposals.

Activity Tab

A timeline of activities associated with the deal, including notes, stage changes, and other events. The tab shows the total activity count.

Moving Deals Between Stages

You can move a deal between stages in three ways:

1. Drag and drop on the kanban board.

2. Click a stage in the progress bar on the deal detail page.

3. Deals are also moved programmatically when proposals are accepted (if configured).

Won Workflow

When a deal moves to a stage marked as "Won":

• The deal is marked as won.

• The won date and value are recorded for analytics.

• The deal card appears with reduced opacity on the kanban board.

• An acceptance_processed_at timestamp is stamped so downstream surfaces (analytics, webhooks) see the transition exactly once.

concorbit no longer auto-creates downstream records on a won deal. Decision-making is deferred to the operator via the outcome picker (see the next section).

Generating outcomes from an accepted quote

When a deal hits "Won" or its quote is signed and accepted, the accepted-quote banner on the deal detail page shows a Choose outcomes button. Clicking it opens a modal with six checkboxes:

1. Draft invoice: one draft Invoice rolling up every one-time quote line, ready for finance to review and send

2. Pending charges: one pending Charge per one-time line, flowing through the monthly billing run alongside time entries and contract overages

3. Client subscription(s): one ClientSubscription per recurring line (annual-commitment lines raise an e-sign contract)

4. Project: wraps the delivery in the Projects module (phases, milestones, tasks)

5. Ticket: onboarding or service-delivery ticket for the team

6. Field-service job: scheduled on-site work inheriting customer + address from the deal

Only tiles for enabled modules appear. Pick any combination. Each checkbox reveals an inline mini-form for its outcome-specific config (project name, ticket subject + priority, job title + date + type + assignee). Click Generate and the selected outcomes are created atomically under a database transaction. The full reference, including optional-line opt-in, the purchase-order sub-option, and per-outcome permissions, is in Quote outcomes.

Invoice vs Charges are mutually exclusive. A one-time line bills exactly once, so you pick Invoice or Charges, never both (the picker greys out the other). Invoice spawns a standalone draft invoice immediately; Charges lets the work accumulate as pending billable items that join the next monthly billing run. Most MSPs running retainers + T&M pick Charges; most project-services shops pick Invoice. Either tile can also raise a purchase order for the resold-goods lines being billed.

Idempotency. Each outcome's resulting record ID is stamped on the deal's deal_outcomes JSONB column. The picker reads this on open and greys out anything already created with a "already created" badge. Re-running the picker (to add outcomes you didn't pick initially) simply adds the missing ones, it never duplicates. Concurrent picker submissions from two dispatchers serialise cleanly via a row-level lock on the deal.

Archiving. Once outcomes are recorded, click Archive on the won banner to move the deal off the active pipeline onto the Archived list (linked from the pipeline). Archived deals still count in won-revenue reporting; reopening a deal (moving it to an active stage) restores it. Archiving and viewing the Archived list require the crm.deals.archive permission.

What happens when the customer signs the quote on the e-sign portal. The customer-facing acceptance path (the public portal's signing page) still stamps quote_status = accepted and quote_accepted_at, but only the stamp fires. When the operator next opens the deal, the banner shows the accepted state and the Choose outcomes button.

Want the old automatic behaviour back? Tenants can wire up a canvas automation workflow triggered on the deal_won event that chains any combination of CreateSubscriptionStep, CreateInvoiceStep, CreateTicketStep, CreateProjectStep, CreatePurchaseOrderStep, and CreateChargeStep. This is opt-in per tenant under Automation > Workflows. It's no longer the platform default.

Lost Workflow

When a deal moves to a stage marked as "Lost":

• A dialog prompts for an optional lost reason.

• The deal is marked as lost with the reason recorded.

• The deal card appears with reduced opacity on the kanban board.

Pipeline Settings and Customisation

Navigate to pipeline settings by clicking the gear icon on the deals page, or go to CRM > Deals > Pipelines directly.

Viewing Pipelines

The pipeline settings page lists all your pipelines. Each pipeline card shows:

• Pipeline name

• A "Default" badge if it is the default pipeline

• The number of deals in the pipeline

• A visual bar of all stages with their colours

• Edit, Delete, and "Set default" actions

Creating a Pipeline

1. Click New Pipeline.

2. Enter a pipeline name.

3. The form pre-populates with default stages: Lead, Qualified, Proposal, Won, Lost.

4. Customise the stages:

   • Change stage names by editing the text inputs.

   • Change colours by clicking the colour picker.

   • Check "Won" for the stage that represents a closed-won deal.

   • Check "Lost" for the stage that represents a closed-lost deal.

   • Click Add stage to insert a new stage.

   • Click the X icon to remove a stage (minimum 2 stages required).

5. Click Create Pipeline.

Editing a Pipeline

1. Click Edit on a pipeline card.

2. Modify the name and/or stages.

3. Click Save Changes.

Changes to stages affect how existing deals in those stages are displayed. Removing a stage that contains deals will require those deals to be reassigned.

Deleting a Pipeline

1. Click Delete on a pipeline card (not available for the default pipeline).

2. Confirm the deletion. This cannot be undone.

Setting the Default Pipeline

Click Set default on any non-default pipeline. The default pipeline is the one shown when you first navigate to the Deals page and is used as the pre-selected pipeline when creating new deals.

Linking Deals to Contacts and Companies

When creating or editing a deal, you can link it to:

• A contact: select from the Contact dropdown

• A company: select from the Company dropdown

• Both: link to a contact and a company independently

These links create bidirectional relationships:

• The deal appears on the contact's detail page.

• The deal appears on the company's detail page.

• The contact and company names appear on the deal card and detail page.

Deleting a Deal

1. Open the deal detail page.

2. Click Delete in the header.

3. Confirm the deletion.

Deleting a deal removes the deal record, its activities, quote lines, and proposal links. The linked contact and company are not affected.

Tips

• Use the kanban board for a visual overview of your pipeline and to quickly move deals.

• Use the list view when you need to sort, search, or review many deals at once.

• Set up multiple pipelines for different sales processes (e.g. new business vs. renewals).

• Keep expected close dates up to date, they feed into the analytics forecasting.

• Use the quote builder to generate proposals directly from deals without re-entering data.

• Review the pipeline analytics to identify bottlenecks where deals stall.