Deals
Package: SALES
1. General
The Deals module enables the tracking and documentation of sales processes. Deals map the progress of a potential business closing along defined phases and thus enable a reliable revenue forecast.
Deals represent the logical successors of a Lead in the sales process.
A deal can be created in two ways:
- Via lead conversion (recommended): The lead is first converted into a contact. As part of the lead conversion, a deal can be created directly with a specific amount and a closing date. The data captured in the lead is transferred.
A lead cannot be referenced directly in a deal. Converting the lead into a contact is therefore mandatory before a lead can be assigned to a deal.
- Without prior lead conversion: A new record in the Deals module can also be created independently of a lead, if no corresponding lead exists or the conversion is not required.
An incoming lead from a trade fair is qualified and converted into a contact. In the course of the lead conversion, a deal is created directly with an estimated amount and a closing date. The Status is set to Inquiry Received and gradually advanced along the phases to won. From the won deal, a sales order is created directly using the New Sales Order action.
An existing customer is to receive an extension quote. A deal of type Existing Customer is created and filled with line items from the product catalog. The Send Digital Envelope toggle is activated so that the quote is automatically sent for digital signing via an automation. After signing, the line items are automatically marked as commissioned and the deal amount is updated accordingly.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Deals module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout - List View.
2.1. Actions
In the list view – depending on the module – general actions are available. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
In the default state, the detail view of a record in a module has standard fields, which are described below.
3.1. Fields
Basic Data Block
| Field | Description |
|---|---|
| Title * | Name of the deal |
| Organization * | Linked organization |
| Status |
|
| Closing * | Planned closing date |
| Type |
|
| Billing Interval |
|
| Cancellation Period |
|
| Send Digital Envelope | When activated, the digital envelope is sent via Automation – see Digital Signature |
| Amount Before Commissioning | Shows the total amount of the deal before commissioning of line items. The field is automatically filled as soon as at least one line item is commissioned, enabling comparison with the current amount of commissioned line items – see Section 4. |
*Required field
Line Items - Basic Settings Block
| Field | Description |
|---|---|
| Currency | Selection list of all active currencies in brainX – see Global Settings - Currencies & Taxes. |
| Tax Type | Tax type (none, Group, Individual) that is automatically applied to the Product Block when a record is created |
| Language |
|
| Contract | Linked Contract |
Terms Block
In the Terms block, individual terms and conditions for the deal can be stored. When creating a new record, the terms and conditions are automatically pre-filled with the standard terms stored in Global Settings – Information.
Additional Information Block
| Field | Description |
|---|---|
| Source |
|
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Requirement | Functionality |
|---|---|---|
| Show Hierarchy | – | Shows the hierarchy of records linked to the deal. Note: The hierarchy shown refers exclusively to the client of the current record. Records from other clients are not included. |
| New Sales Order | – | Creates a new sales order and links it to the deal |
| New Invoice | – | Creates a new invoice and links it to the deal |
| New Email | Configured email inbox | Opens the email editor with reference to the deal |
4. Commissioning of Line Items
Line items in a deal can be marked as commissioned manually using the corresponding button or automatically via a digital signature (DocuSign/DocuSeal).
When a line item is marked as commissioned, any Optional or Alternative tag on the line item is removed. Non-commissioned line items are grayed out and excluded from the total amount calculation. The amount displayed in the deal then only corresponds to the total value of the commissioned line items.
The "Amount Before Commissioning" field stores the original total amount of the deal, enabling comparison with the amount after commissioning.
5. Practical Examples
1 – Structured Sales Process with Status Tracking
A sales employee is simultaneously managing several open inquiries at different stages. To maintain an overview and document the progress of each inquiry traceably, a separate deal is created for each qualified inquiry.
When creating the deal, the title, linked organization, a planned closing date and the initial status Inquiry Received are entered. The deal is assigned to the responsible sales employee. In the further course, the status is updated manually or via automation – from Deal Sent via Negotiation to finally won or lost.
The list view of the module shows all current deals at any time with status, amount and planned closing date. On this basis, a reliable revenue forecast can be created and sales can be specifically managed. Won deals can be transferred directly to a sales order via the New Sales Order action.
2 – Quote with Line Items and Digital Signing
A sales employee needs to present an extension quote to an existing customer. Since the customer is already recorded as a contact and organization in brainX, a new deal of type Existing Customer is created and linked to the corresponding organization.
Line items from the product catalog are added to the deal. Individual line items are marked as Optional or Alternative to offer the customer choices. Currency, tax type and billing interval are set in the Line Items – Basic Settings block. The pre-filled standard terms in the Terms block are adjusted if needed.
The Send Digital Envelope toggle is then activated. A stored automation recognizes the activation and automatically sends the quote via DocuSign or DocuSeal for digital signing. After signing, the commissioned line items are automatically marked as commissioned, optional and alternative line items are grayed out and excluded from the calculation. The deal amount is updated accordingly; the original total amount is retained in the Amount Before Commissioning field.
3 – Complete Sales History via Hierarchy and Linked Records
A long-standing existing customer expresses interest in a follow-up project. Since no lead exists, the deal is created directly in the Deals module and linked to the existing contact and organization records. Type and source are maintained accordingly to document the origin of the deal traceably for later evaluations.
In the course of the sales process, emails are composed and sent directly from the deal using the New Email action, so that all communication remains stored at the deal record. Once the deal reaches the status won, a linked sales order is created directly using the New Sales Order action. Alternatively, an invoice can be generated immediately via New Invoice.
The Show Hierarchy action allows the complete record hierarchy to be viewed at any time – from the organization via the deal to linked sales orders and invoices. This keeps the entire sales history of the customer traceable without gaps.
6. Frequently Asked Questions
Can I create a deal directly from a lead without converting it first?
No. A lead must first be converted into a contact before it can be assigned to a deal. In the course of the lead conversion, there is the option to create a deal directly and transfer the data from the lead.
What happens to non-commissioned line items?
Non-commissioned line items are grayed out in the deal and excluded from the total amount calculation. The Amount Before Commissioning field stores the original total amount and enables comparison with the commissioned amount.
Can I also manually deactivate the Send Digital Envelope toggle?
Yes. The toggle can be manually activated or deactivated at any time. The sending does not happen automatically when saving, but only when a corresponding automation is configured that responds to this field.
How does the deal amount differ from the Amount Before Commissioning?
After commissioning, the deal amount only corresponds to the total value of the line items marked as commissioned. The Amount Before Commissioning shows the original total amount – i.e., the value of all line items before commissioning – and serves as a comparison value.
Can a deal be linked to multiple contracts?
In the Contract field, one contract can be stored at a time. If multiple contracts are to be associated with a deal, it is recommended to use the linking function via the corresponding relationship fields.