Odoo 18 Enterprise Book: CRM

3. Configuration

The Odoo 18 CRM module's Configuration menu offers a separate platform for creating leads according to predetermined standards. In the module's Configuration menu, you can access this platform by selecting the Lead Mining Requests option under the Lead Generation tab.

This platform will display all of these lead-generating requests together with details about the Request Number, number of Leads, Target, Country, industries and Status. Like we did before, you can use the NEW button to submit a new lead mining request.

By entering the necessary lead count, countries, states, industries, type, sales team, salesperson, and default tags in the relevant areas, you can create new lead mining requests. These lead-mining queries make it simple to mine leads and possibilities. To accomplish this, select the appropriate option in the Type field. Odoo will instantly save all of this data in your database, and you may use the Submit button to send in the request.

Now let's look at the other lead creation options that the Odoo18 CRM module provides.

3.1 Visit to Lead Rules

The Odoo 18 CRM module makes it simple for the user to turn website visitors into leads. The visitors to Leads Rules platform, which can be accessed from the module's Configuration menu under the Lead Generation page, allows you to create rules for the conversion of visitors into new leads. To use this feature, you must enable the Visit to Leads option from the Lead Generation tab in the Settings menu. Data enrichment can be carried out using the visitor's IP address as a starting point.

The Odoo Website module has this feature built in. Therefore, before utilizing this functionality, make sure that your database has the Website module added. As previously stated, the Lead Generation tab of the module's Configuration menu provides access to this option.

As you can see in the example above, the Visits to Leads Rules platform will show previously set rules along with the Rule Name and Type information.

To add more guidelines for turning website visitors into leads, click the NEW button. You can provide the information required to convert visitors into new leads in a new window that appears as soon as you click the NEW button.

You can first choose a suitable name for the rule in the Rule Name section. Select the Data Tracking target after that. Other acceptable alternatives are companies or companies and their contacts. Clicking the Active button will activate the newly created rule.

We are converting website visitors, thus you need to set up certain parameters on the Website Traffic parameters page. You can select particular countries in the Countries box to ensure that visitors from those countries result in leads or opportunities. This will be made possible using GeoIP. In a similar manner, you may restrict lead generation to particular websites by listing them in the Website column.

If you want to track specific websites, you can enter the URL Expression in the appropriate field. You can leave this option blank if you want to track the entire website. Mention the order in which the rules for the same nations and URLs are arranged. Rules with a lower sequence number will be taken into account first.

The Opportunity Generation Conditions tab allows you to set conditions for opportunities. In the Industries section, you can list the industries you wish to obtain leads from. To match leads consistently, you can leave this parameter empty. You can filter companies based on their size by using the Filter on Size option. By turning this one on, you can get an extra field to enter the size of the company. The size of a corporation can be ascertained by the number of employees.

Under the Opportunity Data tab, you may now select the Type as Lead or Opportunity based on your needs. By mentioning the suffix in the designated space, you may easily identify the leads and opportunities created by this rule. The names of the created leads will have the suffix added. The leads generated by this new rule should be managed by a sales team and salesperson. In the Tags area, you can add pertinent tags and highlight the lead's priority with stars.

Click the store button to manually store the data after you've completed all the fields required to convert website visitors into new leads. This is how we create new rules for turning website visitors into leads and opportunities using the Odoo18 CRM module.

3.2 Conversion of leads into opportunities

We went over every lead generation option with the help of the Odoo 18 CRM module. We will now discuss the process of converting leads into opportunities. The introduction of the CRM module has made the process of creating new leads easier. With only a few clicks, you can swiftly convert these leads into profitable prospects once the clients reply positively. If the terms are mutually agreeable, you can use the CRM module to convert a lead into an opportunity. In certain situations, you might be able to convert a lead straight into a sales quotation, depending on how interested the customer is in your business.

In this case, we select a pre-generated lead from the given list, as can be seen in the screenshot above. You will have options such as Convert To Opportunity, Enrich, Lost, and Convert To Ticket buttons.

When you click the Lost button, a new popup window will show up. Enter "Lost Reason" in the space provided. Next, select the "Mark as Lost" button.

The lead will enter the losing stage. The Lost ribbon will increase the lead. By using the Restore button, the lead can return to the prior step.

Converting the lead to an event ticket can be done by selecting the Convert to Ticket option, which opens a second popup window. Click the Create Ticket button once the Team, Ticket type, and Customer have been chosen.

To convert this lead into an opportunity, click the Convert To Opportunity button. A pop-up window with details about the opportunity will appear when you click on this button.

It is necessary to select Conversion Action from the list of options. This lead could be coupled with other opportunities or made into an opportunity. You will see a new section where you may list the current opportunities you want to combine this lead with if you select the option to combine it with existing possibilities.

You can designate this opportunity to a specific salesperson and sales team by providing their names in the relevant areas. A field asking how to create a new customer record from this lead will appear if you select the Convert to Opportunity option for the Conversion Action. You can connect to an existing customer, create a new one, or leave the connection open, depending on your needs.

To complete, click the Create Opportunity button.

The lead has now been turned into a new opportunity, as can be seen in the graphic above. You can now use this chance to create a fresh sales quotation based on the customer's preferences.

A portion of a company's revenue that is expected to continue in the future is known as recurring revenue. A mention of the expected revenue may be included in the opportunity itself. The success rate of the opportunity is then expressed as a percentage by probability. You can put an estimate of when the opportunity will be won as the Expected Closing Date.

Timeline is a new feature in Odoo 18. The stage now features a new time indication that shows how long the lead will remain in this particular stage. The 3d in this case signifies that the lead has been in the new stage for the last three days.

After discussing the conversion of an opportunity from a lead, let's move on to the conversion of a sales quotation from an opportunity.

3.3 Opportunities to Sales Quotation

Odoo allows you to create a new sales quote from the initial opportunity if the customer shows interest in your business after you convert the lead into a new opportunity. We have already discussed how to create a new lead and convert it into a new opportunity in the previous sections of this chapter. We'll go into great detail here on how to convert an opportunity into a sales quote using the Odoo18 CRM module.

The screenshot that is supplied below shows the opportunity that we are going to transform into a new sales quotation. As shown in the picture, the buttons for New Quotation, New Rental, Won, Lost, and Enrich will show up on the screen.

To initiate a fresh rental order, click the New Rental button. From that moment on, a rental quote will be produced. Clicking the Won button will change the opportunity's current state to Won.

To create a new sales quotation, click the New Quotation button here. Odoo will take you to the opportunity's sales quote window when you click on this button. The sales quotation we created from the opportunity is shown in the graphic below. As previously mentioned, if the Lost button is active, the opportunity is lost and moves to the Lost stage. To do that, the user must provide the Lost reason.

The quotation's details will be automatically filled in based on the information found in the pertinent opportunity. Additional information can be entered in the Order Lines, Optional Products, Quote Builder, Other Information, Customer Signature, and Notes tabs. Once you have reviewed the details, you can email the quotation to the customer in question by using the Send By Email button.

As shown in the accompanying graphic, the quotation is considered sent once it has been sent to the relevant client. The creation of sales quotations and sales orders will be covered in full in the next chapter of this book. The CRM module has a special option under the Sales menu called "My Quotations," which allows you to view all of the quotes that were created from leads and opportunities.

The list shows information about the Number, Creation Date, Customer, Salesperson, Activities, Company, Total, and Status. By selecting the Create option, you may upload fresh sales quotes to the CRM module. As we look at the Sales module, we'll also discuss how to create quotes.

3.4 Sales team

By choosing the Sales Teams option from the CRM module's Sales menu, you can gain access to the platform that manages all sales teams. The effective management of leads, opportunities, and other CRM-related procedures depends on the assignment of sales teams.

Each defined sales team in the CRM module will have its own tab, as seen in the picture. The preview itself shows the total amount of orders, quotations, and possibilities to invoice together with the associated predicted income. Odoo will direct you to the pipeline of the relevant sales team when you click the Pipeline button.

By clicking on the three vertical dots in the right-hand corner of each tab, you may access additional administration options for each sales team. There are options to view leads, opportunities, quotes, sales orders, and invoices for that particular team.

Under the New option, the sales team members will be able to generate New Leads, Opportunities, and Quotations. Reports on leads, opportunities, quotes, sales, invoices, and activities are shown in each sales team's advanced reporting option. In addition to these options, a Configuration button will be available for you to change the appropriate sales team.

In the Odoo18 CRM module, you may establish and manage new sales teams by selecting the Sales Teams option from the Configuration menu, as seen in the image.

A list of previously established sales teams, along with details on the team's name, alias, leader, and company, may be found on this platform.

Using the New option, you may create a new team to oversee sales activities. The sales team creation box is where you can enter the data required to construct a sales team.

3.5 Team member

Each sales team's list of members can be viewed independently by selecting the Team Members option from the Configuration window. As seen in the image below, each sales team has a list of team members.

It's easy to add more team members on this platform. To accomplish this, click the New button.

As can be seen below, a window mentioning the salesperson will appear. If the employee mentions it on the form, they will be added to the designated sales team.

Under the Sales menu, there is an additional option called Customers that will track every customer that was created in Odoo 18 from various sources.

Every new client obtained from leads will be documented on this platform.

3.6 Activity Types

If you want to take your company to the next level, be in close communication with the clients who are worried. You can plan a range of activities with the customer with the help of Odoo 18's schedule activity feature. This feature is present in practically all of Odoo's modules pertaining to sales and customers. You can use this capacity to communicate with your customers through organized programs. It's now easy to configure different activity types in Odoo 18. The Activity Types option in the Configuration menu allows you to define new activity kinds.

As seen in the screenshot below, this platform displays the previously specified activity categories along with the details of the Name, Default Summary, Planned In, Type, Model, and Icon. Now let's look at how to construct a new Activity Type on this platform.

For this, you can click the New button. To establish a new activity type, you can first type the name of the activity in the box's specified space. After stating the activity's name, you can select a suitable action from the list that is supplied.

Actions like accessing the calendar view or marking something as completed when it is submitted can cause certain behaviors. The action can be a phone call, meeting, reminder, tax report, document submission, or none of the aforementioned. For this activity type, include the Model and Default User in the relevant fields. This activity type will only be relevant to the model that is described; it will not be present when managing activities for other models. The default summary for this specific activity type will be the few sentences you submit about the activity in the Default Summary section.

You can specify the icon, decoration type, and default note for the activity type in the appropriate areas.

When creating a new activity type, you will be presented with an extra tab where you can provide the details of the NEXT ACTIVITY.

Under the Next Activity tab, you can choose either Trigger Next Activity or Suggest Next Activity as the Chaining Type action. Selecting the Suggest Next Activity option will allow you to input the next activity as a proposal. By doing this, Odoo will present the previously mentioned action as soon as the current one is marked as finished.

When you use the Trigger Next Activity option, you can define the next activity in the Trigger box. When the current activity is finished, Odoo will start the next one right away. You can include email templates that can be used to send emails to the impacted customers once this activity is scheduled with them. You can set the due date for the action in the Schedule box.

Here, you can specify the number of days, weeks, or months that must elapse until this task is completed. By following these steps, you can quickly create new activity types in Odoo 18.

Now let's discuss expanding the Odoo 18 CRM pipeline with more phases.

3.7 Stages

We mentioned how leads and opportunities are arranged at different stages of the pipeline while we were talking about the main dashboard of the Odoo 18 CRM module. It will always be easier for you to see how each operation is progressing if you give recordings distinct stages. Depending on your needs, you can organize data into various stages. If you meet the requirements of a certain level, you may simply drag & drop the record into the next stage. The interface makes it simple to design new stages. How to use the pipeline to create new stages is previously covered in the previous section of this chapter. Now let's look at the stages creation procedure using the Configuration menu's Stages option.

As can be seen in the image below, this window displays a list of the previously defined stages. You can alter the current stages by choosing the required stage from the list that is supplied. To add a new stage to your pipeline of leads and prospects, click the New button located in the upper left corner of the screen.

Enter the stage's descriptive name in the Stage Name field. You can activate the Is Won Stage setting if you want to think of this particular stage as the Leads/Opportunities won stage. This step can be folded into the pipeline by activating the Folded in Pipeline option. You can list particular teams that use this stage in the Sales Team section. Making a note of this will stop other teams from seeing or utilizing this particular stage.

You can outline certain conditions in the conditions section to forward a lead or opportunity to this stage. After you have completed all the necessary fields, the new stage will be added to the existing list of stages.

Creating new automations is one new feature that Odoo 18 progressively adds. As can be seen in the screenshot below, the user can also alter or change the pipeline's steps. A brand-new Automation option will appear. This allows users to design rules that will perform tasks automatically.

To add a new automation rule, click the New button.

The Lead/Opportunity model should be chosen. After choosing the Trigger, you can add more requirements by using the Edit Domain option. The Actions To Do tab allows you to add actions. A new page will open when you click the Add an action button.

Decide on the type of action. Records may be updated, activities can be created, emails and SMS can be sent, followers can be added or removed, code can be executed, webhook notifications can be sent, and previously completed actions can be executed.

TECHNICAL SETTINGS is where you can add Allowed Groups. It mentions the groups that can execute the server operation. Leave the pitch empty so that everyone has room. Next, provide the specifics of the chosen action type in the ACTION DETAIL box.

Once you have completed entering all the information, click Save & Close. The defined automation action will then start if the given condition is satisfied.

3.8 Lost Reason

While dealing with them, you may lose certain leads or opportunities for a variety of reasons. Odoo 18 CRM allows you to track these leads and opportunities as well as the reasoning behind them. Later, you might be able to reclaim these lost opportunities with the help of Odoo 18. By choosing the Lost Reasons option from the CRM module's Configuration menu, you may access the platform to configure the causes of lost leads or chances.

You can find other Lost Reasons that have previously been set up on this website. The NEW button now allows us to establish a new lost cause. This can be done with just a few clicks.

Once you click the New button, a new line will appear beneath the old line; simply state the lost cause in this line. Once mentioned, the new Lost Reason will be stored in your database. Now let's look at how to use these justifications for a missed chance or lead. When handling a lead or opportunity in the Odoo CRM module, you will have the option to designate it as Won or Lost.

If you lose a chance, click the Lost button. Clicking this button will bring up a pop-up that mentions the missing cause.

The drop-down menu allows you to view the list of lost causes that we previously established. Select the appropriate reason from the presented list, then click the Mark as Lost button. After you report the reason for the loss, your opportunity will be marked as a loss, as shown in the screenshot below.

The drop-down menu allows you to view the list of lost causes that we previously established. Select the appropriate reason from the presented list, then click the Mark as Lost button. After you report the reason for the loss, your opportunity will be marked as a loss, as shown in the screenshot below.

3.9 Resellers

By using the Odoo 18 ERP system, you may create resellers and share some leads and opportunities with them. This functionality is linked to the Resellers module that is included with Odoo 18. A list of resellers can be found on your website under the Resellers tab.

3.10 Partner Level

In the Odoo 18 CRM module, you may offer the resellers various Partner Levels.With the help of the Partner Levels option in the Configuration menu, you can set up multiple levels for the partners.

You will automatically be assigned certain partner tiers on this platform. The New button allows you to give the partners a new level.

You can type the Level Name in the designated space. In the Level Weight section, you can specify the probability of providing a lead to the partners in this level. The Sequence number for the level is shown in this window.

Clicking the Active button will bring up this level. Add a commission plan to the Default Commission Plan for this partner level. Clicking the Save button will add the new partner level to the existing list.

3.11 Partner Activation

The Partner Activations option in the Resellers tab of the Configuration menu allows you to create several partner activation methods. Using the New button, you can rapidly type the Partner Activation's name in the designated field.

On selecting the New option, you will have a new line to add the name, and an active icon. Later, go for the save icon.

3.12 Commission Plan

The Partner Activations option in the Configuration menu's Resellers tab allows you to define various partner activation techniques. The New button allows you to readily insert the Partner Activation's name in the designated field.

You can provide the name of the commission plan in the Name field. If you would like to pay a partner 10% of the invoiced amount as a commission, you may call the commission plan "Commission 10%." The Purchase Default Product shows up as Commission in the corresponding field. This service offering will be used by commission operations to draft a purchase order. The Purchase module will automatically generate a purchase order when the purchase default product is provided. In the Company section, type the name of the business. The rules for the commission plan can be added under the Rules tab. The Add a Line button allows you to include the Product Category, Product, Sales Order Number, Pricelist, Rate, Capped, and Maximum Commission.

Click the Save button once you have completed the new commission plan in its entirety.

Your alliance partner can now take ownership of this commission scheme. You can rapidly do this by selecting the partner's contact details from the Customers menu.

In the Partner Activation section, which is located beneath the Partner Assignment page, you can specify the Commission Plan.

After a customer who was recommended by your partners buys a product from the designated product category, 10% of the invoiced amount will be paid to the partner as a commission. When creating a sales order for a customer, you will see a field to add the Referrer information, where you can enter the partner's ID.

The Commission Plan will immediately appear in the appropriate section because we have already set up a customized commission plan for the partner. At this point, you can validate the sales order and generate an invoice.

After the customer has finished paying, 10% of the total amount billed will be sent to the partner account. Your partner with the product commission will receive an RFQ from the Purchase module.

You can verify the order and create the vendor bill. Your partner can then receive the commission amount.

3.13 Settings

The user has a variety of settings options in the Odoo 18 CRM module. Several options to activate may be found under the CRM, Lead Generation, and Partner Commissions tab to enhance the functionality of the CRM module. Let's go over each of these choices in greater depth. The Settings option is available under the Configuration.

Recurring Revenue

By turning on the Recurring Revenues box under the CRM tab, you can specify recurring plans and revenues on opportunities.

You will receive an external URL to manage the Recurring Plans once this option is enabled. Using the external link below, you can go to a new website where you can create new recurring plans.

You can simply use the New button to input the Plan Name in the designated field. The recurring revenues on opportunities are shown below.

The platform will also display the recurring sum. The recurring income amount in this case is $100. Recurring Revenue will be displayed independently while tracking the stage, as can be seen in the screenshot below.

From the moment a new opportunity is created, recurring revenue and the recurring plan can also be defined. Hit the + sign to create a new opportunity. As seen in the screenshot below, the field can be expanded to include expected revenue, recurring revenue, and recurring plan.

Multi-Team

By activating the Multi Teams feature from the Settings platform, you can rapidly allocate a salesperson to many sales teams.

Let's do a demonstration to test its functionality. As can be seen below, Mitchell Admin and Marc Demo joined us to form a new sales team called Team 1.

Once the CRM module's Multi Teams feature is enabled, you can add a salesperson to multiple sales teams. Here, we assembled Team 2, a second sales team, using the same members as Team 1.

You can add a salesperson to many sales teams at once with this advanced Odoo 18 CRM module functionality.

Predictive Lead Scoring

You can ascertain the statistical probability of closing a lead by using the Predictive Lead Scoring tool. The success percentage for leads created on a specific date is determined by a number of factors, including stage, phone and email quality, and many more.

You can change the factors that are considered when determining success rates by using the Update Probabilities button. A new wizard will show up to add or remove the statistical analysis fields in accordance with your requirements.

If you enter a specific date in this field, Odoo will consider leads generated on that day. Once the fields and date have been set, click the Confirm button to save the updated changes. This can be used to calculate probability.

As mentioned above, you will use the success rate calculation parameters to determine your odds of winning the offer.

Rule Based Assignment

The Rule Based Assignment feature can be used to automatically allocate leads to salespeople based on a set of criteria.

By activating this feature, Odoo will provide leads on a regular basis in compliance with the guidelines. This setting will be used by default for all sales teams unless specified otherwise. Both manual and repeated completion of the assignment are possible. If you wish to perform this process often, you can select a repeat interval. The next run date will be automatically updated based on the interval. You can do it manually by selecting the relevant option. Here, we went with Manual.

A new sales team can now be formed. Choose the Sales Team option from the Configuration menu to accomplish that. After providing the required details for the new sales team, a new section called Assignment Rules will appear on the screen.

The Edit Domain option allows you to configure the assignment rules. A pop-up window similar to the one below will appear.

You can add filters with this wizard. Odoo18 will use the filters you select to provide this sales team with the leads that fit the criteria. In this case, we used the filter "Country contains United States." Therefore, any leads from the United States will be assigned to this sales team right away.

Additionally, you can assign a domain to each salesman. While expanding the crew, it is simple to complete. A pop-up will display once you click the Add button on the Members tab, as seen below.

By using the Assign Leads option, you can allocate the leads to each member in line with the specified domain.

Lead Generation

The Lead Generation tab in the Settings menu offers a number of advanced options to improve the lead generation operations.

You have the option to activate the Lead Enrichment, Lead Mining, and Visits to Leads features on this platform. You can easily buy credits, the foundation of all these sophisticated options, by choosing the Buy Credit option.

Based on their email addresses, you can add corporate information to your leads using the Lead Enrichment option. You can either manually or automatically enhance leads by selecting the appropriate option from the lead enrichment tab.

The Lead Mining function allows you to find new leads based on criteria like size, industry, and nation. You can perform data enrichment based on website visitor's IP addresses and convert them into leads by activating the Visits to Leads option.

Partners Commission

You can activate Automatic PO Frequency and Minimum PO Amount Total under the Partners Commissions menu.

The Automatic PO Frequency option allows you to specify how frequently purchase orders will be automatically confirmed. You can select the minimum amount required to automatically confirm purchase orders in the Minimum PO Amount Total section.