Within the Aspire system, an Opportunity represents potential or actual work that your company will perform for a customer. One opportunity is associated with a single contract or agreement. Each new project for a customer requires a new opportunity. Over the course of your history with a customer, you’ll create many opportunities for their Properties.
You’ll also create a new opportunity whenever you need to track employee time that’s not related to work for a customer, such as vacation, sick time, meetings, etc. These are called “Indirect Opportunities”.
Understanding the Opportunity Lifecycle
Opportunities are foundational to workflows in the Aspire system, so it’s important to understand the life cycle of an opportunity and opportunity statuses.
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First, your team creates the opportunity from the customer’s Property, by copying an existing opportunity, or using the Optional Service Tool in Administration. You can also create Opportunities from Templates! This is often a sales rep or account manager’s job, and they may have very basic or vague information about the work that needs done. When you’re done creating the opportunity, it shows the New status in the Opportunities module. Editing an opportunity to add more information later is easy!
Next, your team will work with the customer to learn the exact details of the work they need and create an Estimate. While you’re building the estimate, the opportunity’s status is Bidding.
When the estimate is done, it’s sent to the customer for them to approve or reject. You’ll then mark the opportunity as Won or Lost depending on their answer.
Won opportunities move to the In Process status and automatically create Work Tickets based on estimate items. Lost opportunities are marked as Cancelled.
When the last Work Ticket for the opportunity is completed, the opportunity’s status changes to Complete.
Now that you know about the basic opportunity workflow, let’s examine the Opportunities screen.
Permissions
Sales Reps, Ops Managers, Account Owners, or Additional Users with the View Only My Properties or the View Only My Opportunities permission can view Opportunities assigned to them.
The Opportunities screen
The Opportunities screen shows a list of all the opportunities that have been created in your Aspire instance. Like most other lists, you can use the usual filter, display, sort, and group actions and save your selections as saved searches.
Since Opportunities are tied to Properties, you actually can’t create a new opportunity from the Opportunities module. Instead, you’ll create an opportunity from a customer’s property, by copying an existing opportunity, or using the Optional Service Tool in Administration. You can also create Opportunities from Templates! Read the linked articles for more information.
Opportunities screen bulk actions
Check the box next to one or more opportunities, and click the Bulk Actions menu to:
Change Sales Rep - Select a different Contact as the opportunity’s designated sales point of contact.
Change Operations Manager - Select a different Contact as the opportunity’s designated operations point of contact.
Change Anticipated Close Date - Update the opportunity’s expected “Won” date.
Change Probability - Update the opportunity’s odds of being won as a percentage.
Won - Mark the opportunity as Won. This automatically creates Work Tickets for the opportunity based on the Estimate items. To use this option, you need the Win Opportunities permission, the opportunity must be in Approved or Delivered status, and the opportunity must have a payment schedule that accounts for the estimated price (if applicable).
Lost - Mark the opportunity as Lost. You need the Lose Opportunities permission to us this option. This opens the Set Opportunity as Lost window where you’ll select a Lost Reason, add any Notes, and select a Competitor you lost the bid to (if applicable). You can also check the Follow up box to create a new opportunity with the same key details as the one you’re losing.
Email - Bulk email opportunity proposals for the selected opportunities. Emails are sent individually, so recipients don't see other people’s email addresses or proposal details.
Add/Remove Tags - Tags are identifiers that help classify opportunities for reporting purposes. Administrators can add Tags from Administration.
Add/Remove Additional Users -
Renew - You need the Annual Renewals permission to use this option. When selecting this option, make sure you only select Contract opportunities with valid start and end dates whose duration is 12 months or less.
Now you know the basics of the Opportunities module! Explore the other articles in this section to learn more.