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Deals and the pipeline

Deals track every opportunity from the first conversation to the signed contract. Each deal has a stage, a status (Open, Won or Lost), a value, an expected close date, an owner, and the company and contacts involved.

You find deals under Brain > Deals. The page opens on a kanban board, one column per stage. The List / Kanban switch at the top gives you a sortable table of the same deals.

Sales to clients and deals with suppliers and partners are kept apart: the Clients / Suppliers & partners switch at the top of the page picks one or the other, on the board and in the list. Each has its own pipeline, and sales figures count only clients.

Pipeline stages

Deals move through these stages, in this order:

StageMeaning
NewA new opportunity, not qualified yet.
Needs InfoYou need more information from the client before you can quote.
To QuoteThe client asked for an offer.
Quote SentThe quote has been sent.
Quote PresentedThe quote has been presented and discussed.
To Pre-ContractThe client agreed in principle; a pre-contract is being prepared.
Pre-Contract SentThe pre-contract has been sent.
To ContractThe contract is being prepared.
Contract SentThe contract has been sent for signature.
FutureAn opportunity parked for later.
WonThe deal is closed and won. The status becomes Won.
LostThe deal is closed and lost. The status becomes Lost.

Moving a deal to Won or Lost closes it; moving it back to any other stage reopens it. Each stage has a default probability, which weights the open deals in the forecast in Reports under Sales.

Deals with suppliers and partners

Purchases, collaborations and agreements, such as an insurance policy, a car lease, a consultant or a partnership, are deals too, but they aren't sales. They have their own, simpler pipeline:

StageMeaning
Da valutareTo assess: a need or an offer to look at.
Offerta ricevutaOffer received from the supplier or partner.
In trattativaNegotiating the terms.
AttivoActive: the contract is running. It counts as won.
ChiusoClosed: it didn't go ahead, or the relationship has ended. It counts as lost.

To see them, click Suppliers & partners at the top of Brain > Deals. To change the type of a deal:

  1. Open the deal and click the pencil icon.
  2. In Type, choose Client (sale), Supplier (purchase) or Partner.
  3. Click Save.

The deal moves to the matching stage of the other pipeline: a won deal stays won, a lost one stays lost, an open one keeps its place. A signed contract with a supplier or a partner doesn't tag the company as a client.

Use the kanban board

Steps

  1. In Nucleo, go to Brain > Deals.
  2. Optional: click Suppliers & partners at the top to see those deals instead of sales.
  3. Optional: search in Search deals…, or click Filters to narrow the board by Owner, Stage and Status.
  4. To move a deal to another stage, do one of the following:
    1. Drag its card to the column of the new stage.
    2. Click the … menu on the card, and then choose the stage under Move to stage.
  5. Optional: collapse the columns you don't need with the arrow in their header. The board remembers your choice in your browser.
  6. Click a card to open the deal.

Open-stage columns show every deal. The Won and Lost columns show the 10 most recently closed deals, while their totals count them all. Use the list view to browse older closed deals.

Note
The board opens on Clients. Suppliers & partners shows purchases, collaborations and partnerships, in their own pipeline.

Use the list view

Click List at the top of Brain > Deals to see the deals as a table with the columns Deal, Company, Value, Stage, Status and Owner. The Clients / Suppliers & partners switch applies here too. Filter by Owner, Stage and Status, and use Export to download the rows on the current page as a CSV file.

Hover a row and click the pencil icon to edit the deal without leaving the list. To update several deals at once, select them and use Assign owner, Set stage or Set status in the selection bar.

Add a deal

Steps

  1. In Nucleo, go to Brain > Deals.
  2. Click Add deal.
  3. Choose the Stage and, if needed, the Status.
  4. Optional: set the Expected close date and the Owner.
  5. In Company, search for the company and select it.
  6. In Contacts, add the people involved. For each contact:
    1. choose a Role: Decision maker, Technical, Billing, Referrer or Other;
    2. mark the main one with Set primary contact.
  7. Optional: in Project domains, type each web domain of the project, such as acme.com, and click Add.
  8. In Services, click Add a service… and pick services or products from your services catalog. Set the Qty and Unit price (€) of each line; for recurring services, also the Months.
  9. If you added no services, type the deal value in Value (€).
  10. Check the Title, and then click Create.

Until you type your own title, Brain composes it from the company (or the first contact), the first two domains and the first three services, such as Acme | acme.com | E-commerce + SEO.

Tip
You can also add a deal from a company page: the Deals card has its own Add deal button, with the company already filled in.

Create a deal from the client's documents with AI

When a request arrives by email, let Brain build the deal from the email and its attachments.

Steps

  1. In Nucleo, go to Brain > Deals, and then click Add deal.
  2. In Create from documents with AI at the top of the form, add up to 10 files: PDF, DOCX, PPTX, EML, TXT or images, up to 20 MB each. Use Add more files… to add more.
  3. Click Create with AI.

Brain creates the deal with the company, the contact, the services and a summary note, matching existing records or creating new ones, and opens it for you to review. If the company already has open deals, a message lists them so you can check you haven't created a duplicate.

Edit a deal and update it with AI

Steps

  1. In Nucleo, go to Brain > Deals, and then click the deal.
  2. Click the pencil icon at the top of the page.
  3. Change the fields you need, as described in Add a deal.
  4. Click Save.

The edit form also has Update from documents with AI: add the client's new emails or documents and click Update with AI. Brain fills in missing fields only, adds domains and contacts, and logs a summary with the files. Nothing you entered by hand is overwritten.

Note
When a deal has services, its value is computed from their lines. Once a quote is linked, the value follows the quote; once a contract is signed, it follows the contract.

Read the deal page

CardWhat it shows
Deal infoValue, probability, expected close and owner.
Linked recordsThe company, the primary contact and every contact with their role.
AssessmentThe assessment files of the deal. See Prepare an assessment.
Quotes and ContractsThe quotes and contracts of the deal, with buttons to create, link or extract them with AI. See Quotes and Contracts.
AttachmentsThe files attached to the deal.
DomainsThe web domains of the project. Click Add domain to add one; domains are also added to the company.
DocumentsGenerated documents and deal material, with approval and public links. See Deal documents and sharing.
ServicesThe services and products of the deal, with quantity, unit price and total.
Partner attributionThe partners credited on the deal. See Partners and commissions.
ActivityNotes, calls, meetings and emails logged on the deal.

Prepare an assessment

An assessment collects the questions the deal still needs answered: scope, current setup, constraints. You can keep it on the deal in three ways:

  • In the Assessment card of the deal page, click Upload file to attach an assessment you already have.
  • In the same card, click From template: Atomo builds the assessment from your assessment template and what Brain knows about the deal, and adds it to the deal's documents.
  • In the deal's edit form, click Generate assessment. Brain drafts the questions from the company, the services in scope and the linked emails. You can then preview it, Send by email or Regenerate it.

Your assessment template is set up in Document templates.

Create a Slack channel for a deal

When Slack is connected to Brain, the edit form of a deal has a Slack channel card.

Steps

  1. In Nucleo, go to Brain > Deals, click the deal, and then click the pencil icon.
  2. In Slack channel, check the Channel name. It can contain lowercase letters, numbers, hyphens and underscores, up to 80 characters.
  3. Click Create private channel.

The card then shows the linked channel. To connect Slack, see Connections.

What happens when a deal is won or lost

  • A deal becomes Won when you move it to the Won stage, or automatically when a contract linked to it is signed.
  • When an email you receive or send carries the signed or countersigned contract of an open deal, your Home proposes to update the deal: running it creates the signed contract in the deal, with the terms read from the file, and moves the deal to Won.
  • When a client deal is won, Brain creates its project as a draft in Planning, one project per project domain, with the deal's services. See Projects.
  • Supplier deals never create projects.
  • Opening a deal makes its company a Prospect, and turns its leads into contacts. See Client status and relationships.

Delete a deal

Steps

  1. In Nucleo, go to Brain > Deals, and then click the deal.
  2. Click the trash icon at the top of the page.
  3. Click Delete to confirm.
Caution
Deleting a deal can't be undone. To keep the record of a lost opportunity, move the deal to Lost instead.

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