Lead to deal

Move the right customer opportunity from qualification to an accepted agreement with clear commercial ownership.

5 stages · 2 approvals

Roles and responsibilities

Sales Rep Sales Manager Marketing Manager System 1 Lead Leads 2 Qualify Leads account · system 3 Proposal Opportunities 4 Negotiate Contracts 5 Won Contracts
  1. Step 1Lead
    My Leads
    Lead NumberFirst NameLast NameCompany
  2. Step 2Qualify
    My Leads
    Lead NumberFirst NameLast NameCompany
  3. Step 3Proposal
    Pending Quote ApprovalsPendingApproval
    Quote NumberOpportunityTotal AmountCurrency
Red diamonds require approval.Rows show responsibility for each step.Dashed lines are records the system creates.

Process steps

Follow the process from start to finish. Select a step to see who acts and what changes.

Lead

Marketing Manager oversees intake with its source, campaign, score and contact preferences. Configured capture preserves one incoming identity and the actual arrival evidence. Reviewed routing connects the enquiry to its account context and eligible Sales Rep. Unassigned or conflicted routing remains visible for Sales Ops to resolve rather than silently dropping the inquiry.

Responsible
Marketing Manager
Records
LeadsLeadScoresRoutingAssignments
Effect
Preserve the incoming inquiry and its source history
Approval required

Qualify

Sales Rep decides whether the lead meets the qualification criteria and records the evidence or disqualification reason. Conversion matches or creates the account and contact and, when appropriate, opens the opportunity. The conversion retains its original result, campaign lineage and recipient restrictions, so repeating the action cannot create another customer or restore suppressed outreach.

Responsible
Sales Rep
Records
LeadsAccountsContactsApprovalDecisions
Effect
Record qualification and one conversion result

Proposal

Sales Rep develops product scope, buying contacts, expected timing and the next action. The offer resolves the effective entity and currency price book, charge cadence, committed term and configuration. Per-line pricing and technical checks follow their separate review paths. Proposed usage estimates stay distinct from committed value; a weighted overall discount cannot conceal an unauthorized line.

Responsible
Sales Rep
Records
OpportunitiesOpportunityProductsQuotesConfigurations
Effect
Prepare the proposed commercial and technical scope
Approval required

Negotiate

An independent Sales Manager approves the exact commercial and contract terms within authority, excluding the preparer and material editors. CPQ Admin decides required technical exceptions without commercial discount authority. Changed scope, price, term or required signer information produces a new reviewed version. Sales Rep sends the authorized content through the configured or evidenced manual route; sending alone does not establish acceptance.

Responsible
Sales Manager
Records
ContractsDocumentVersionsApprovalDecisions
Effect
Authorize the exact commercial agreement

Won

Sales Manager verifies all required signatures or the permitted equivalent evidence against the current contract and activates the agreement. A partial, expired or superseded signature event cannot win the deal. The recorded outcome freezes accepted booking value and actual close time. Orders and commission eligibility use that accepted source once; invoicing, collection and revenue recognition retain their own later evidence.

Responsible
Sales Manager
Records
ContractsSignatureRequestsOpportunityHistory
Effect
Activate accepted terms and record the won outcome
Approvals and controls

2 approvals required in this process

  • Qualify Sales Rep signs · proposal waitsLeads, Accounts, Contacts, ApprovalDecisions
  • Negotiate Sales Manager signs · won waitsContracts, DocumentVersions, ApprovalDecisions
  • Qualification is the rep's evidenced customer-fit decisionCommercial review and customer signature remain separate requirements.
  • Each price line uses its actual authorized sourceAuthority. Technical approval cannot grant a deeper discount.
  • A material revision invalidates stale pending decisionsSending requests while preserving actions already executed.
  • Account merges preserve conversionCampaign and communication history. A new owner does not gain another earner's commission detail.
  • Required complete acceptance controls the won transitionA manually edited pipeline stage cannot generate an unsupported contract, order or commission.
  • Expected close dates remain planning dataActual won or lost history supplies the outcome and forecast comparison.
  • A controlled reopen reconciles existing downstream effects instead of replaying initial conversion and sale actions.

Records and postings

StageRecordsEffect
1 Lead LeadsLeadScoresRoutingAssignments Preserve the incoming inquiry and its source history
2 Qualify LeadsAccountsContactsApprovalDecisions Record qualification and one conversion result
3 Proposal OpportunitiesOpportunityProductsQuotesConfigurations Prepare the proposed commercial and technical scope
4 Negotiate ContractsDocumentVersionsApprovalDecisions Authorize the exact commercial agreement
5 Won ContractsSignatureRequestsOpportunityHistory Activate accepted terms and record the won outcome
Data model →

Process reports

All reports

Lead Funnel

Unique captured-lead cohorts using CapturedAt, QualifiedAt, ConvertedAt and actual opportunity close history, with stage denominators and elapsed-time medians stated; merged duplicates and repeated conversion callbacks count once, and unqualified/unconverted records remain in the denominator.

Revenue by Product × Territory

CRM accepted net-bookings view by frozen product/territory/region/segment and currency, with recurring, one-time and committed-usage bases separate; the retained report name does not imply recognised revenue, which remains an explicitly reconciled external accounting measure.

Run by an agent

Agent support

Required human decisions remain with the accountable role. An assistant cannot turn a preparation task into qualification, commercial approval, technical exception approval or commission payout authorization. It cannot use broad access to expose another rep's pay, bypass a communication preference or reuse an old signature after terms change. Uncertain sends and payouts need reconciliation before another request can create an additional effect.

Start now Download agent
# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › lead to deal · lead on Leads, LeadScores, RoutingAssignments ✓ Marketing Manager oversees intake with its source, campaign, score and contact preferences. › lead to deal · qualify on Leads, Accounts, Contacts, ApprovalDecisions ⏸ approval · waiting for the sales rep # 3 more stages after approval: proposal, negotiate, won

Other processes

5 more
ERP•AI workspace

Start now CRM

Create your ERP.AI account and get started with Proto.

Start now Download agent

Customize Lead to deal. With Proto, your desktop AI agent.

Ask Proto to help you customize CRM.

Customize
Lead to deal. Ask: “Review “Qualify”.” ProtoYour desktop AI agent
Download nowFree install · ~1 GB · AI usage extra