Insightly CRM Onboarding Part 3: Creating your Sales Flow

Creating your Sales Flow

In this section of your guided training material, we’ll build on what you’ve learned about leads and show you how they tie into your sales flow.


So, what’s the difference between a pre-qualified prospect and a qualified prospect? The title of “Lead” is reserved for individuals who you don’t have a working relationship with yet. You can think of Lead like a business card which contain basic information about a person such as their name, company they work for, and phone number. At this point, you are not sure how interested they are in your product or service but you are in the process of reaching out to them.

In other words, a lead is a pre-qualified sales prospect. Once you two have connected and they turn into a “hot” prospect, they are considered qualified and can be converted from a lead to an opportunity.

It is up to you to determine what makes a prospect “hot,” or qualified. Common qualifiers include a lead confirming they would like to learn more about your product, agreeing to a meeting, or asking for more information.

Picture this scenario: You meet Bob at an event and get his contact information. You can then add Bob as a lead in Insightly. You attempt to email and call Bob throughout the week and keep track of this attempted outreach in your lead record. You and Bob finally have a phone conversation and he says he wants to set up a meeting to learn more about your product. Great! At that moment, Bob turns into a “hot” prospect, aka a qualified sales opportunity, so you convert him from a Lead to an Opportunity.

When you convert Bob from a lead to an opportunity, Insightly also creates a Contact record for Bob and an Organization record for the company he works for. The Opportunity record is where your sales process is going to take place since Bob has now been qualified. You can now start selling your product to Bob and keep track of everything in the opportunity.

You can use linking to switch back and forth between your records for a complete view of the relationship you are building with Bob and the sales opportunity as a whole.

Custom List Views give you the ability to filter your Projects, Leads, Opportunities, Organizations, and Contacts according to the information that is most relevant to you.

Are you a Sales Rep and need to see all the open leads in your territory as soon as you login to your Insightly? Do you need to see all Opportunities that are sitting in the Negotiation stage? Want to see only the contacts that you created? You can do all of that with Custom List views.


Opportunity records are designed for managing your sales and potential deals. They can be automatically created through a standard sales process when converting a qualified lead or they can be set up manually, with links to their related contacts and organizations. Links are important for indicating who is involved with the opportunity and what their role is.

With Pipelines, you can map out each stage of your process and make your opportunities easier to manage, monitor, and coordinate. Learn more about using Pipelines.

Once you’ve closed a deal, you can create a project right from an opportunity to manage the work you’ll do for your new client. When you convert an opportunity to a project, a few things will happen to your pipeline:

  • A new project will be created.
  • The opportunity status will change to Won.
  • The opportunity will be conveniently linked to the new project.
  • You will have the option to link the opportunity’s emails and notes to the project, and copy its files.

Any links associated with the opportunity will also be linked to the new project.

Next, go a level deeper and set up custom pipelines to bring order and visibility to all your deals.

As an opportunity moves from stage to stage, custom activity sets and workflows are fired off — so everyone knows what to do, and when to do it.

You can even add an activity set to your pipeline to generate a collection of tasks and events in one step.

When you close a deal, you can convert the opportunity straight to a project for managing all your post-sale processes. Every detail of the deal gets carried over with it.

While this is happening, Insightly reports collect and process your sales data. So you can see what’s happening now and what’s projected to happen down the road, and then use what you’ve learned to make more informed decisions. (More about reporting later!)

So that’s it! That’s your sales process in Insightly. In the next section, we’ll go over project management and how you can utilize email in Insightly. Click here if you’re ready to skip ahead.

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