HBCS CRM – From Lead to Sales Order in ERPNext

1️⃣ Overview – CRM flow at HBCS

In HBCS, the CRM process in ERPNext follows a clear path: a person who is interested in HBCS services starts as a Lead, then moves through several stages until there is a confirmed Sales Order.

• A new inquiry is recorded as a Lead.
• After follow-up, a serious Lead becomes an Opportunity.
• A formal Quotation can be created if the client asks for an official offer.
• Once the client agrees, the Lead becomes a Customer.
• Finally, a Sales Order is created with the agreed services and terms.

2️⃣ Stage 1 – Recording interested people as Leads

Every person or company that shows interest in HBCS services should be recorded as a Lead. This ensures no opportunity is lost and all communication is tracked in one place.

🎯 Your goal:

Make sure every new inquiry is quickly and accurately entered as a Lead.

⚙️ What happens automatically?

• Lead is created and appears in lists and reports.
• All future communication, tasks, and opportunities link to this Lead.
• Duplicate checks help prevent duplicate Leads.

3️⃣ Stage 2 – Following up and documenting interactions

Document calls, emails, questions, and clarifications inside the Lead record.

🎯 Your goal:

Keep a full history of communication and next steps for each Lead.

⚙️ What happens automatically?

• Complete interaction history in one place.
• Reminders prevent missed follow-ups.
• Statuses improve funnel reporting.

4️⃣ Stage 3 – Turning a serious Lead into an Opportunity

Move serious Leads to Opportunity with services, value, and closing date.

🎯 Your goal:

Register a clear opportunity with expected services, value, and closing date.

⚙️ What happens automatically?

• Opportunity links to the Lead.
• Appears in pipeline/forecast reports.

5️⃣ Stage 4 – Quotation (optional but important)

Create a Quotation from Opportunity when a formal proposal is requested.

🎯 Your goal:

Provide a clear, professional offer that reflects the discussed package and pricing.

What you do on screen (Quotation):

• Open the Opportunity → Create → Quotation.
• Review services, prices, currency, and payment terms.
• Email the quotation PDF to the client; Save/Submit.

⚙️ What happens automatically?

• Quotation tracked with status (Draft/Submitted/Won/Lost).
• Reports show win/loss performance.

6️⃣ Stage 5 – Converting to a Customer

Convert the Lead to a Customer when they proceed.

🎯 Your goal:

Turn the Lead into a full Customer with Contact and Address.

Alternative

• From Opportunity/Quotation, ERPNext guides you to create Customer if still a Lead.

⚙️ What happens automatically?

• Customer is created; history remains linked.
• Used for Sales Orders, invoices, and payments.

7️⃣ Stage 6 – Creating and approving the Sales Order

The Sales Order is the final CRM step and contract baseline.

🎯 Your goal:

Create an accurate Sales Order with services, prices and terms.

What you do on screen (Sales Order from Quotation):

• Open the accepted Quotation → Create → Sales Order.
• Verify Customer, Items, descriptions, quantities, rates, dates, and payment terms.
• Save.

Approval and submission

⚙️ After submitting the Sales Order

• Reference for future Sales Invoices and service delivery tasks.
• Appears in Sales Order reports as confirmed business.
• CRM cycle complete: Lead → Opportunity → Quotation → Customer → Sales Order.

8️⃣ Summary – CRM training checklist for HBCS staff

Follow these steps to maintain a clean pipeline, accurate sales data, and smooth handover.