CRM deals and pipelines: track sales on a board, in a table and on the deal page
Deals let you follow every sale from first contact to won or lost. Each deal sits in a stage of a pipeline. You see all deals on one page, as a board with one column per stage or as a table, and you open a single deal to see its products, orders, notes and history. This article is for sales users and for admins who set up the pipelines. The page is at https://portal.qr-x.app/crm/deals.
Plans and permissions
Deals are included from the Starter plan, with one pipeline. On the Free plan the Deals page shows an upgrade card.
More than one pipeline needs the Team plan or higher. Team allows 10 pipelines, Business 50, and Enterprise has no plan limit (a maximum of 200 pipelines per organization applies).
The forecast panel is included from the Team plan. Other plans see a lock on the Forecast button and an upgrade card.
To open Deals you need the roles settings View CRM and View deals. To create, edit, move or delete deals, and to add notes, products and orders, you need Edit deals. To change pipelines, stages, lost reasons and targets you need Manage pipelines (and Manage CRM settings to open the settings page). To give a deal to another user you need Assign CRM records to others. Without it you can only assign deals to yourself.
The Deals page: board and table
Go to CRM > Deals. Use Board or Table to switch the view. Your choice is remembered in the browser.
Board
Each column is a stage. The header shows the number of deals and their value and weighted value per currency. Currencies are never added together.
The Won and Lost columns show the last 90 days only.
A card shows the title, value, probability, expected close date, owner, tags and the days in the stage. Rotting means the deal stayed in the stage longer than the stage allows.
Drag a card to another column to move the deal, or open the card menu Deal actions and choose Move to..., Open deal or Edit deal.
Group by owner groups the cards in each column by owner. Deals without an owner are under Unassigned.
Table
The columns are Deal, Stage, Value, Probability, Expected close, Owner and Updated. Click Value, Expected close or Updated to sort. Filter by status (All, Open, Won, Lost), stage and tags. The row icons edit or delete a deal.
Filters
Use Search deals, Any owner or Me. A chip such as Person: Name appears when you come from a person or company; remove it with the cross. Clear filters resets them. The view and filters are saved in the page address, so a shared link shows the same screen.
Create a deal
On the Deals page select New deal. You can also select Create deal in the Deals block on a person or company page.
Enter a Title (up to 200 characters), then choose Pipeline and Stage. A new deal starts in an open stage.
Fill in Value, Currency, Expected close and Probability (%). If you leave the probability empty, the stage default is used.
Choose Owner, Company, Main contact and Other people, add Tags and any custom fields, then save.
In the editor the pipeline and stage cannot be changed. Move the deal on the board or on the deal page instead.
Create a deal from an order
In the activity of a person, select the Create deal icon on an order row. QrX creates a deal named after the order, with the order value, in the first open stage of the default pipeline, with the person as main contact and their company, and opens it. One order belongs to one deal only. If the order has not reached the CRM yet, a message says so; try again later.
The deal page
Select a deal to open it. The header shows the title, the stage and the status (Open, Won, Lost). The facts row shows value, probability, expected close, owner, company, primary person and the time in the stage. A won deal shows Won on. A lost deal shows Lost on, Lost reason and Lost note.
Move the deal: select a stage in the stage track or use the Move to stage menu. You can move a lost deal back.
Mark as lost: moving to a Lost stage opens Mark this deal as lost?. Choose a Reason and add an optional note. The reason is required when your account has lost reasons.
Products tab: use Add from catalog or Add line. Each line has Quantity, Unit price and Discount %. Up to 100 lines. When a deal has lines, its value is the sum of the lines and cannot be typed by hand. Saving with no lines returns the deal to its manual value.
Orders tab: select Link order and enter the Transaction id of an order that is already in your CRM. An order can be linked to one deal only. Use the row icons to open or unlink the order.
Activity tab: notes, stage moves, completed tasks, calls and conversations. Write a note in Add a note. You can mention teammates under a note.
History tab: every stage move with When, Move, By and Time in previous stage.
The side column has Tasks (with Add task), People, Custom fields and Tags.
Create transaction: on a won deal, if you can create transactions, this opens the new transaction form with the customer and amount filled in.
The pencil icon edits the deal, the trash icon deletes it after a confirmation. People, companies and orders stay where they are.
The forecast
Select Forecast on the Deals page. For the next 3, 6 or 12 months it shows open deals by expected close month, weighted by probability, with Deals, Value and Weighted per month, plus Other dates and Unscheduled rows. A table per owner shows Won this month, Target, Progress and Open weighted. The owner filter applies. The weighted value of a deal is its value multiplied by the probability of its stage, or by the probability you set on the deal.
Set up pipelines (admins)
Go to Settings > CRM > Pipelines (https://portal.qr-x.app/settings/crm).
Pipelines list: New pipeline starts from the standard Sales stages or a copy of another pipeline. Rename a pipeline, Make default (new deals start in the default pipeline) or delete it. The default pipeline and a pipeline that still holds deals cannot be deleted.
Stages: every pipeline has open stages plus exactly one Won and one Lost stage. At least one open stage and at most 20 stages in total. Set Probability % (0 to 100) and Rot after (days) (1 to 365, empty means Never) for open stages. Names must be unique. A stage that still holds deals cannot be removed. Select Save or Discard.
Lost reasons: up to 30 reasons, shown when someone marks a deal as lost. New accounts start with Price, Competitor, No budget, No response and Not a fit.
Monthly targets: choose a Month and Currency and enter a Target per person with a CRM seat. The forecast compares it with what each owner won.
The default Sales pipeline has the stages New, Qualified, Proposal, Negotiation, Won and Lost.
Common problems
The Deals page shows an upgrade card. Deals need the Starter plan or higher.
I cannot open Deals, drag cards or see New deal. Ask an admin for the View deals or Edit deals role setting.
"Choose why the deal was lost." Your account has lost reasons, so a reason is required. Pick one.
"Someone else changed this deal." The deal was changed by a colleague. The board refreshes; repeat your move.
I cannot change the value in the editor. The deal has product lines. Change the lines on the Products tab.
I cannot add a second pipeline. More pipelines need the Team plan or higher, and your plan has a pipeline cap.
Create deal from an order says the order is not in the CRM. The order has not reached the CRM yet. Try again later.
If a problem remains, contact QrX support with the deal title and what you did.
Edit in place
In the table, click a value to change it without opening the deal. Press Enter or click away to save, or Escape to cancel. You can change the title, Stage, Value, Probability, Expected close and Owner. Click anywhere else on the row to open the deal. Moving a deal to a Lost stage asks for a reason first. If the value comes from product lines, change it on the deal itself. If someone else changed the deal first, you get a message and the list refreshes.
On the board, click the value on a card to edit it, and click the owner picture to choose another owner. The owner picture shows the profile photo, or the initials when there is no photo.
Work on many deals at once
In the table, tick the box in front of one or more rows. The box in the header ticks all loaded rows. A bar appears with the actions Assign owner, Move to stage, Mark won, Mark lost, Add tag, Remove tag and Delete. Choose an action, pick the value in the window and select Apply. You can select up to 200 deals. Move to stage needs deals from one pipeline. A deal that cannot be changed is skipped, and the message tells you how many were skipped and why. Deleting cannot be undone. Bulk actions need the Edit deals role setting.
All pipelines, views and shortcuts
In the table, the pipeline picker has an All pipelines option. It shows every pipeline in one list with a Pipeline column. The board and the forecast always show one pipeline. QrX remembers the pipeline you picked last.
Select Views to save the current view, pipeline, filters and sort under a name, and to open or delete a saved view. Saved views are kept in this browser. Press / to jump to search and N to start a new deal.
Above the board, a summary shows Open deals, Open value, Weighted, Rotting and Won for the selected pipeline.
Files on the deal
Open the Files tab to keep documents with the deal. Choose a Type (Quote, Contract, NDA, Invoice, Spec or Other), then select Upload or drop files on the tab. Each file shows its Version, Size and who uploaded it. A new file waits for a security scan before it can be opened; a rejected file cannot be downloaded. Use the new version icon to upload a newer version of the same document; older versions stay available. Images, PDF, text, CSV, Word, Excel and PowerPoint files up to 10 MB are supported. Uploading needs the Edit deals role setting. Anyone who can see the deal can download its files. You can delete a file you uploaded, or any file with the Delete and merge CRM records role setting.
The deal editor also has Quantity and Unit (for example 50 pallets or 1,200 parcels per month). They show on the board card and in the Quantity column of the deals table.
Quotes on the deal
Open the Quotes tab to see every quote of this deal with its Status, Total and Valid until. Select New quote: the quote is linked to the deal and its lines start from the deal’s products. You can change the lines, VAT, validity, intro and terms. Use the download icon to get a PDF of the quote. Select the send icon on a draft to send it: the quote is frozen and gets its number, the public link is copied, and its PDF is saved under Files on the deal with the type Quote. Customers can download the same PDF from the public quote page. You need the View quotes role setting to see quotes, Manage quotes to create and edit them and Send quotes to send them.
When a customer accepts a quote on the public page, the deal moves by itself to the first Won stage of its pipeline, if the deal is still open. The stage history shows this move as System. A deal that is already won or lost stays as it is.