Method:Classic General Q&A

Re: Recording pre-sales activities in CRM and recording time spent without QB

Method_Greg — Tue, 06 May 2014 13:50:39 GMT

   Thanks Fran for the insightful response.

   In summary, you can use Opportunities to track your pre-sales activities. It allows you to add activities, estimates, invoices and any documents you have that relate to your pre-sales actions. You then have everything in one spot so you can monitor how the opportunity is going.

    Time Tracking is not linked to Opportunities, but it can be used by employees to track time used on the pre-sales activity. You have an option to select the customer and/or job and also a service item. Maybe you can create a service time called 'Pre-Sales Activities'. It may be possible to link opportunities and time tracking together, but it would be a question for an MSP or a Method Consultant.

     I'm not clear on the reason for the double entry for a customer. Leads and Customers can both be assigned to an Opportunity and Time Tracking record. Leads will not sync over to QuickBooks and do need a unique name in comparison to Customers. You can use Job of Customers for satellite offices, work sites or different customer addresses.

- Greg

Re: Recording pre-sales activities in CRM and recording time spent without QB

fran — Sun, 04 May 2014 21:41:43 GMT

Hi Michaelo,

The beauty of Method is that your leads and presales activities do not need to be in QB first. If you entered a customer record in QB first, then the "contact Name" (first name, last name) as you set it up should appear in the dropdown list in your Opportunity table. This is "Contact" in Method. When you enter in a first and last name into QB ("contact name"), QB fills in "Customer Name" and assumes that will be your Customer name. But it doesn't have to be - you can change it. However, "Customer Name" needs to be unique. Method works the same. Other Data you enrered into QB for this opportunity should be in Method under the Customer tab. The above is important if you have a Contact with more than one "Customer". Opportunities and Activities in Method are built on relationships, so the Contact (the person you are dealing with) is the important and relevant piece of information.

Set up the Opportunity in Method first. If a new name, then add a new lead record and in the New opportunity screen choose the Contact from the List. The Opportunity Contact dropdown includes both customers and leads. When are ready to close the deal and generate an invoice. Method will convert your "Lead" Customer to a "Customer". This sends the customer information to QB..... You can also manually convert a "lead" to a customer from Edit Lead. Other Actions button.

TimeTracking IN Method will recognize a Lead or Customer in the Customer/Job name dropdown. This is the Customer Name as opposed to the Contact. Only the Customer records will go to QB. Method does have some time tracking reports in Method Report Designer which you can use. If you want your presale time tracking to go to QB, then you could set up a JOB for the oportunity under a CUSTOMER called "Leads" or something like that... Or under your company name. This way, all you "opportunities" are in one place and not scattered among the time tracking for real customers. Then close the job when opportunity is closed. Its more work and I would only do if you really need the Time in QB.

Hope this helps. Sounds like you are on your way... If you need some more help, get some consulting time with an MSP or from one of the Method Consultants. It can save you a lot time.

Recording pre-sales activities in CRM and recording time spent without QB

Michaelo — Thu, 01 May 2014 19:45:20 GMT

How do we reconcile the different definitions of "customer" in Quickbooks and CRM while using CRM to record pre-sales activities and while recording the amount of time we spend on the pre-sales activities so as to understand the cost associated with each sale.

I record my time spent on prospecting for sales in Quickbooks. To do so, QB requires me to create a customer name for that prospect (even though we may not ever make a sale). When I record my Opportunity with that same prospect, CRM refuses to accept a prospect name which is the same as one already input into QB. If I therefore switch to the "Customer" tab and enter this opportunity, the fields in which I would otherwise have recorded important info about the prospect aren't there (CRM having supposed them to already be in the record).

Our roll-out of CRM is floundering on this rock.

Is there some way in which we can record time spent on pre-sales activities in CRM, so as not to need QB for that purpose?