Tracking sales activity - Pacten Guides
Sales Activity tracks each deal from the first inquiry to the day it is delivered, or lost. Every call, visit, quote and email you log lands on the deal, so anyone picking it up can see what has happened and what comes next.
The record
A deal is its own record
- A deal holds what it is: a name, who it is with, and the work it became if it is won. There is nothing to set up first. Create one from the deal picker while you log.
- A lost deal still has somewhere to live, so your win rate counts the deals you lost as well as the ones you won.
- Deal names are unique in a workspace, ignoring capitals, so two people typing the same deal land on one record.
- A deal has no stage of its own. Its stage is the stage of its latest entry.
The funnel
Inquiry to Delivered
1
Inquiry
Someone has asked.
2
Qualified
It is worth pursuing.
3
Quoted
A price is with them.
4
Won
They said yes. This counts toward your win rate.
5
Delivered
Done. This also counts toward your win rate.
Lost is the other ending. Every workspace uses the same six stages, so numbers stay comparable. If your team calls a confirmed order “scheduled”, treat that as Won. Moving a deal to Won does not email anyone.
Where deals come from
Source and Campaign
- Source is the kind of lead: a referral, a cold visit, inbound, outbound email, a partner, a repeat buyer.
- Campaign is the specific thing that produced it: one email sequence, one list, one event. “Outbound email brought in 40 deals” is not something you can act on. “The spring sequence brought in 40 and the reseller list brought in 2” is.
Each entry also carries the product (picked from your catalogue where you have one), Order value, Territory, Terms, Tax status, PO number, the delivered date and Next action, the date that puts it on My Follow-ups.
Two rules
Money from Finance, people from CRM
What is owed is never typed in
Order value is the agreed value of the order and belongs to the deal. What has been invoiced, what has been paid and what is still owed is read from Finance, the same figures Finance itself shows, so a deal can never disagree with your books. People with the See what is owed permission see it on the row, and the Fulfilment column shows whether the order has been invoiced and gone out.
Contacts come from your CRM
Who the deal is with is picked from your CRM, and the email, call and text actions use that record. There is no separate contact field to retype. If the person is not there yet, add them to your CRM and pick them.
Frequently asked questions
- Do I need to create a project before I can log a deal?
- No. A deal is its own small record. Create it from the deal picker while you log, in seconds.
- What counts toward win rate?
- Entries at Won or Delivered.
- Does moving a deal to Won email anyone?
- No. Sales Activity sends no stage notifications.
- Where do I record a payment?
- In Finance. What has been invoiced, paid and still owed is read from Finance and is never typed onto a deal.