Adding and editing opportunities

• If the Kaseya Quote Manager (formerly Datto Commerce) integration is enabled, the quote will be created in Kaseya Quote Manager. Refer to The Kaseya Quote Manager integration and Quoting from the Admin Center.
• Otherwise, the Autotask New Quote page will open. Refer to Adding or editing an Autotask quote.

Select the opportunity category. The opportunity category controls how the opportunity is displayed. It controls what elements, sections, and fields are displayed and in what order, what values are available in picklists, what default values are selected, even on fields that are hidden, and which fields are required.

This field displays a list of non-primary quotes associated with the opportunity. They are displayed in order of date created, with the most recent appearing at the top of the list. If there are more than five, click Show All to see the older ones. Click the name or number to open the quote.

NOTE  If the quote was created in Kaseya Quote Manager (formerly Datto Commerce), additional quotes are not supported.

The Advanced Fields are system fields that track the revenue streams that contribute to your sales revenue, such as Setup fees, Hardware Fees, and Monthly License fees. They are available on opportunities and track forecasted or actual sub-revenue streams. Unlike other Autotask system fields, they can be re-labeled to reflect your business. Refer to Tracking sales quota metrics .

The number of months that will be used to calculate the Total Revenue Amount, Total Cost, and Gross Profit on the Forecast insight.

Enter the appropriate number to see the calculated totals.

The date when an opportunity was set to Closed or Implemented. It does not appear for opportunities that are Active, Not Ready to Buy, or Lost.

Organization or Organization Name refers to the organization associated with the entity. This field is always required.

• In View mode, the name will appear as a hyperlink for users with permission to view the organization, and as plain text for all others.

• In New mode, enter the name of the organization. As you type, Autotask will suggest possible matches. Click an organization name to select it and populate the field. Alternatively, you can click the selector icon to choose the organization from a list. On some entities, such as ticket and opportunity, you can click the plus icon to the right of the selector icon to quickly create a new organization. Refer to Adding an organization.

• In Edit mode, this field cannot be modified for some entities (for example, projects and devices).

For this field, you can select a different local term. In your Autotask instance, it may be labeled Account, Business Unit, Client, Company, Customer, Organization, or Site. Refer to Selecting a currency and local terms and symbols.

A contact is a person at an organization who is associated with the entity you are creating or editing.

This field appears on many entities that display the Organization field. You must select an organization before you can select a contact. All active contacts associated with the organization plus the current contact, even if it is inactive, are available. If the organization is a sub-organization of another organization, you can select a contact from the list of parent organization contacts that appears below a dashed line.

On some entities, such as ticket and opportunity, you can click the plus icon to create a new contact. Refer to Adding and editing contacts.

In Add or Edit mode, start typing the name of a person or click the selector icon to choose a person from an alphabetic list.

Anticipated costs associated with the opportunity, either calculated from the primary quote or entered directly, depending on the setting of Use Revenue/Cost of Quoted Items.

The cost is recorded in one or more of the following fields: One-Time Cost, Monthly Cost, Quarterly Cost, Semi-Annual Cost, and Yearly Cost.

If you do not have permission to view internal cost data, these fields will not be visible.

This field appears on many entities. It tracks the date and time an entity was created, or imported into, Autotask. It is system-generated and cannot be edited. For some entities, it is not exposed in the UI, but it is available in reports and in the API.

Often, date/time variables calculated from the date/time stamp are available in multiple formats.

Examples:

• [Quote: Create Date Month #]
• [Ticket: Create Time]

Enter the last day of the date range the entity is active or valid.

Contracts

If the end date is not the planned last day of a billing period (you have a partial last month), the charge for the last billing period will be prorated.

Opportunities

Enter a projected end date for the work associated with the opportunity. The field does not affect revenue or profit forecasts.

Phases

When you add tasks to the phase, the phase end date adjusts to the end date of the latest task.

Billing Rules

No charges will be created for periods that would have started after the end date. If left blank, charge creation stops on the contract end date.

If you enter a date that is later than the contract end date, a message that includes the contract end date will appear.

A lead source is where the sales opportunity originated.

Enter the lead source that generated the opportunity, if known.

Line of Business lets you classify finances and segment data. This field is displayed when Organizational Structure (Line of Business) is activated and enabled. It is available on the following entities: Contract, Opportunity, Sales Order, Project, and Ticket. Refer to Introduction to Line of Business.

If a contract is associated with a different line of business than the ticket or project, billing items always inherit the line of business from the contract, not the parent entity. Refer to Line of business inheritance rules for dependent entities.

Select a pairing of Business Division > Line of Business.

The date the opportunity status was last set to Lost, or the date manually selected in the Lost Opportunity Wizard. This field appears once an opportunity status has been set to Lost. It will not appear for opportunities that are Active, Not Ready to Buy, Closed, or Implemented.

Text fields that can be used to track information about an opportunity.

This field appears on all opportunity pages. It determines the layout and the options on an opportunity. Refer to Introduction to Categories.

Subject to security permissions, select a category for the opportunity.

The opportunity stages can be customized to reflect your organization's sales process. For more information about stages and how to customize them, refer to Opportunity stages.

Select the sales stage that best characterizes the opportunity.

The person responsible for managing the entity.

Opportunities and Sales Orders

In opportunities, the field defaults to the creator. In sales orders, the field defaults to the opportunity owner.

You can manually change the owner to any resource with access to CRM. You can also run the Reassign Lead Wizard from the Owner field on a saved opportunity. The Reassign Lead Wizard allows you to also reassign the organization's account manager, territory, and classification. Refer to Reassigning opportunities

Queues

Designating a queue owner is optional. If you do, you can create workflow rules that notify the dynamic recipient queue owner, or dynamically assign the queue owner as the ticket resource. It allows you to set up automatic ticket triage in Autotask.

This field appears in entities that undergo the sales process. Adding your competitors to Autotask allows you to reference them during the sales process so you can analyze who you win over and lose to.

The primary competitor for an opportunity will depend on the products and services the opportunity includes. It may be different from the primary competitor at the organization level. Refer to Competitors.

Select the strongest competitor for the organization or opportunity.

The primary product is the main item you are selling. Refer to Searching and managing products for more information on the product list.

Select a primary product from your product list for this opportunity. If no selection is made or a previous selection is removed, the Primary Product field will automatically be set to None. This becomes a system product when the opportunity is saved.

On an opportunity, you can only track one product at a time. If you need to track multiple products, create a quote. Refer to Adding or editing an Autotask quote.

The primary quote is the main quote associated with an opportunity. It is displayed on the Opportunity pages. Refer to Adding or editing a quote item.

Most sales teams relate opportunity stages and corresponding probability percentages to allow them to accurately forecast future sales. For example, if you close 1 deal out of 3 when you do a presentation, your Stage 2: Presentation would correspond to a 33 percent probability.

Enter a percentage value that indicates how likely it is that you will be able to close this opportunity.

The projected close date is the date the opportunity is expected to close by.

This field can be edited on opportunities and quotes that are created at the same time the opportunity is created. It is read-only on quotes already associated with an opportunity.

When the opportunity is saved, the Time Until Close field will be calculated. This field displays the number of days to the projected close date. If the projected close date is the current date or in the future, the number will appear in green. If it is in the past, it will be red.

The date by which your customer expects you to provide a service.

Opportunities:

Promised Fulfillment Date is commonly used for a project- or service-related opportunity. The field can be used to indicate the beginning of the project or service. The field does not affect revenue or profit forecasts.

Sales Orders:

This field defaults to the Promised Fulfillment Date specified for the associated opportunity, but it can be changed.

The Promotion Name is an optional field to track this deal against a promotion you may be offering.

The Proposal Project Name field displays the name of a project linked to the quote or opportunity. On the opportunity, it will display the name of the project linked to the opportunity's primary quote. If there is no project associated with a primary quote and a proposal project was directly associated with the opportunity, then it will display that proposal project.

Linking a proposal project to a quote gives you a second way to quote labor. In addition to entering an estimated number or hours into the quote and selecting a role rate, you can take advantage of the estimate work you did for the proposal project.

When adding a labor item to the quote, you check the Use Proposal Project box. All labor items of the Proposal Project that you tied to this quote on the Edit Quote page will be rolled up into a proposal total and added to the quote as one quote item. The proposal total will populate the Unit Price field.

Refer to Quote labor based on a project proposal.

NOTE   Labor entered here is an estimate and does not create a time entry.

• To link an existing project, click the drop-down menu and make a selection.
• Users with access to the Projects module can click the plus icon to the right of the Proposal Project Name field to open the New Project Wizard and add a new project. Refer to Adding a project with new content.
• Users with access to the Projects module can also create a new proposal project from a template by clicking the New from template icon . Refer to Step 2 (optional): Create a proposal project for more information.

Ratings show how well the opportunity is progressing.

Select one of the following: Hot, Warm, or Cold. The default setting is blank (no rating selected). These are system settings and cannot be modified.

Anticipated revenue from the opportunity, either calculated from the primary quote or entered directly, depending on the setting of Use Revenue/Cost of Quoted Items.

The revenue is recorded in one or more of the following fields: One-Time Revenue, Monthly Revenue, Quarterly Revenue, Semi-Annual Revenue, and Yearly Revenue.

Revenue can be recognized all at once or over a period of days, months, or years.

Make the appropriate selection from the drop-down list in the first field. If choosing to spread the revenue over a number of days, months, or years, enter that number in the second field.

A sales order allows you to track quoted products after a deal is closed. The Sales Order Name is inherited from the related opportunity name and cannot be edited. If a sales order has been created, its name is displayed on the associated opportunity. If you have appropriate permissions, clicking on the name will open the sales order detail page. Refer to Introduction to sales orders

Enter the first day of the date range when the entity is active or valid. It will default to today's date but can be modified.

Contracts

The start date of the contract becomes the billing date for all items billed under the contract.

EXAMPLE  If the Start Date is the 21st of the month, billing for all contract billing items will recur on the 21st. If you want your billing date to fall on the beginning or end of the month, but pro-rate services for the remainder of the current month, refer to Billing for a partial first month.

NOTE  If the Start Date is on a date not in the current period (for example, the start date is on the 31st and the next month only has 30 days), the last day of the month will be used for the billing event.

IMPORTANT  You cannot edit the Start Date for a recurring service contract once the service/bundle period has been added and the contract has been saved.

Opportunities

Start date is used to calculate the number of days the opportunity is in the pipeline.

Projects

The start date for all phases, tasks, and issues must be >= Start Date.

Billing Rules

The start date is the start of the first billing period and the first billing date. It also sets the schedule for all following billing dates. It must be greater than or equal to the contract start date.

EXAMPLE  If the start date is January 3, the next billing date will be February 3. If you enter a date of day #29, 30, or 31, and a month does not have that many days, the start date of that period will be the last day of the month. If you enter a day that is the last day of that month, we will use the last day of every month following that month.

Each period's charge is created using the most recent unit count, which is established by the date entered into the Determine Units/Create Charges on: field. The count date can be the same date as the billing date, or an earlier date.

If there is no unit count on the start date of the first billing period (because the day number selected to determine the unit count is greater than the day number of the start date), Autotask will do a unit count when the rule gets created to use for that first billing period.

One of the following:

• Active: A sales team member is working on closing the opportunity
• Not Ready To Buy: The opportunity may become active in the future
• Lost: This is the status that is set when the Lost Opportunity wizard is run
• Closed: The opportunity was won
• Implemented: The opportunity was won, and all deliverables have been fulfilled

If checked, the Revenue and Cost fields are disabled and will be populated with the amounts and costs from the primary quote associated with this opportunity. You can select this field even if the quote does not exist yet (all values will be set to $0.00 and updated when the quote is created).

User-defined fields (UDFs) are custom fields set up by your Autotask Administrator that capture information that is unique to your business. They can be one of the following field types:

• Text (Single Line, Multi Line, or Email)
• Date
• Numeric
• List (Single Select, Multi Select)

You are able to see and update this information based on your security permissions. If you do not have permission to view or update the data, it will be masked with asterisks. If you can view but not edit the data, editing will be disabled. Refer to Viewing protected data.

Also review Managing user-defined fields.

You must complete any required UDFs before you can save the entity.

The reason why this opportunity will be (or was) won or lost. This field can be updated at any time, including when you run the Won or Lost Opportunity Wizard. The word Expected will not appear if the opportunity status is Closed or Implemented.

The reasons available in the drop-down menu are managed on the Opportunity Win Reasons and Opportunity Loss Reasons pages. Refer to Opportunity win and loss reasons.