Sales & CRM

Introduction to Sales

What Does the Sales Module Do?

The SODOO Sales module manages the entire sales process — from the moment you prepare a quote for a customer to the moment you collect payment. In the business world, this process is known as the Quote-to-Cash cycle.

Think of it from a sales representative's perspective: when a customer asks about a product or service, you first prepare a quotation. If the customer accepts, it becomes a sales order. You deliver the goods, issue an invoice, and finally collect payment. SODOO Sales digitizes this entire flow.

Why SODOO Instead of Excel?

Many businesses still prepare quotes in Word or Excel. So what difference does SODOO make?

Creating a Sale — starting an order in one click from the quick form

Quote-to-Cash Cycle

The Quote-to-Cash (Q2C) cycle is the complete sequence of business processes — from a customer's initial inquiry to receiving final payment. SODOO Sales is designed to manage every step of this cycle seamlessly.

Document Statuses

SODOO Sales — the home screen

Sales Quotations — every quotation and its status, in list view

Basic Concepts

Creating Quotations

Quotation Header Fields

Order Lines

Each product or service sold is listed as a separate order line:

• Product: Select from the product catalog
• Description: Auto-populated from product; can be customized
• Quantity: Number of units
• Unit of Measure: Units, kg, hours, etc.
• Unit Price: From the selected price list or entered manually
• Discount %: Optional discount per line
• Taxes: Auto-populated from the product's fiscal configuration
• Subtotal: Calculated automatically

Quotation Templates

For standard offerings, create quotation templates to pre-fill products, quantities, and terms. This saves time and ensures consistency:

Sales → Configuration → Quotation Templates → New

New Quotation — setting the customer, the products and the terms

Pricing Strategies

SODOO Sales supports sophisticated pricing strategies that go far beyond a simple product catalog price. All pricing flows through the Price List system.

Types of Pricing Rules

Setting Up Price Lists

Sales → Configuration → Settings → Enable Pricelists
Sales → Configuration → Pricelists → New

Sending Quotations

SODOO offers multiple ways to deliver quotations to customers, all traceable from within the system.

Send by Email

The most common method — SODOO generates a professional PDF and emails it:

1. Open the quotation
2. Click "Send by Email"
3. Review the email subject, body, and the attached PDF
4. Click "Send"
5. The quotation status changes from "Draft" to "Quotation Sent"
6. All email communication is logged in the chatter (message thread) on the quotation

Customer Portal

Customers receive a link to their online portal where they can view the quotation, ask questions via chat, and even sign and accept it electronically.

• Customers can download the PDF directly from the portal
• Online signature and acceptance is supported
• Questions from the customer appear in the quotation chatter in real time

Print and Share

For customers who prefer physical documents:

1. Click the Print button to generate a PDF
2. SODOO uses your company's custom quotation template (with logo, colors, terms)

Quotation Tracking

One of SODOO's biggest advantages over manual methods is complete visibility into the status of every quotation in your pipeline.

Quotation Statuses

Activity Scheduling

Schedule follow-up activities directly on a quotation to ensure no opportunity falls through the cracks:

• Click the Activities button on a quotation
• Schedule a call, email follow-up, or meeting
• Activities appear in your personal calendar and reminders
• Completed activities are logged in the chatter

Order Confirmation

When a customer accepts a quotation, the next step is to confirm it as a Sales Order. This action triggers downstream processes automatically.

What Happens When You Confirm an Order?

• The quotation number becomes a Sales Order number (same reference)
• A Delivery Order is created automatically in the Inventory module
• Stock is reserved for the ordered items
• The customer's credit limit is checked (if enabled)
• The order appears in the Sales Analysis reports
• The salesperson receives a confirmation notification

Online Confirmation

Customers can confirm orders directly from the customer portal without any manual action from your sales team:

1. Customer receives the quotation email with a portal link
2. Customer reviews the quotation online
3. Customer clicks "Accept & Sign" (electronic signature)
4. The quotation is automatically confirmed as a Sales Order in SODOO
5. Your sales team is notified immediately

Delivery Coordination

Once a sales order is confirmed, the Inventory module takes over to manage the physical movement of goods. SODOO's tight integration means you never need to manually create a delivery order — it's done automatically.

Delivery Flow

Delivery Policies

The delivery policy on a product or sales order controls when you can invoice the customer:

• Invoice on Order: Invoice immediately when the order is confirmed, regardless of delivery
• Invoice on Delivery: Invoice only after goods are physically shipped and the delivery is validated

Partial Deliveries

If you can only deliver part of an order (e.g., 30 of 50 units are in stock):

• Validate the delivery for the available quantity
• SODOO creates a backorder automatically for the remaining 20 units
• You can invoice the partial delivery immediately
• The backorder is fulfilled when stock arrives

Invoicing

Creating an invoice from a sales order in SODOO takes a single click — all data is automatically transferred from the sales order.

Invoice from a Sales Order

1. Open the confirmed sales order
2. Click the "Create Invoice" button (top of the page)
3. Select what to invoice:
   • Invoiceable Lines (deduct down payment): Full order minus any advance already paid
   • Down Payment (percentage): Request a percentage as an advance
   • Down Payment (fixed amount): Request a specific advance amount
4. Review the generated invoice draft
5. Click "Confirm" to post the invoice
6. Send to the customer via email or customer portal

Collections Tracking

The final step in the Quote-to-Cash cycle is collecting payment. SODOO makes it easy to track what is owed and follow up on overdue accounts.

Monitoring Outstanding Invoices

From the Sales module, you can quickly see:

• Invoiced: Total amount invoiced to customers
• Overdue: Invoices past their due date
• Payment Status: Paid, partially paid, or outstanding

Customer Statement

Send a customer statement (account balance summary) directly from SODOO to prompt payment of outstanding invoices:

Accounting → Customers → Customers → Select Customer → Action → Send Customer Statement

Follow-up Actions

Recurring Revenue

If your business offers subscriptions, retainers, or any recurring billing, SODOO Subscriptions (an extension of Sales) automates the entire recurring revenue cycle.

Key Recurring Revenue Features

• Automatic invoice generation on a defined schedule (monthly, quarterly, annual)
• Prorated billing when a subscription starts mid-period
• Subscription health metrics: MRR (Monthly Recurring Revenue), ARR, Churn Rate
• Upgrade / downgrade / cancel flows managed within SODOO
• Renewal notifications sent to customers and salesperson in advance

Product Management

Products are the backbone of your sales catalog. In SODOO, a product record contains everything needed to sell, purchase, and account for an item.

Product Types

Product Variants

A single product can have multiple variants based on attributes such as size, color, or configuration. Instead of creating 20 separate products for a T-shirt in 4 colors and 5 sizes, create one product with variant attributes.

• Each variant can have its own price (price extra)
• Each variant has its own barcode and reference
• Stock is tracked per variant

Price Lists

Price lists in SODOO allow you to apply different pricing logic to different customers, channels, or time periods — all managed centrally.

Price List Assignment

Price lists can be assigned at multiple levels:

• Customer level: A specific price list set on the customer record (applies to all their quotes)
• Quotation level: Override the price list on a specific quotation
• Sales team: Default price list for a sales team's territory

Multi-Currency Price Lists

For international sales, create separate price lists per currency. When a customer with a EUR price list places an order, SODOO:

1. Uses the EUR prices from the price list
2. Converts to your company's base currency (TRY) using the current exchange rate
3. Records both the foreign currency and base currency amounts on the invoice

Discount Policies

Managing discounts effectively is critical for maintaining margin while winning customers. SODOO provides multiple discount tools with full visibility and control.

Types of Discounts

Sales Reports & Analytics

SODOO Sales provides rich built-in reporting that helps you understand performance at the team, territory, product, and customer level.

Key Reports

Pivot and Graph Views

Every list view in SODOO can be switched to Pivot or Graph mode for instant visual analysis. Common configurations:

• Bar chart by month: See revenue trend over the year
• Pie chart by product category: Revenue composition
• Pivot by customer + month: Revenue matrix per account

KPI Tracking

The following KPIs are commonly tracked in SODOO Sales:

Setting Sales Targets

Configure sales targets per salesperson or team in CRM → Configuration → Sales Teams. SODOO shows target vs. actual achievement on the CRM dashboard.

CRM Module Overview

The CRM (Customer Relationship Management) module in SODOO handles the pre-sales stage — managing leads and opportunities before they become quotations. It works seamlessly alongside the Sales module.

CRM Pipeline

CRM Key Features

Lost Analysis

When an opportunity is marked as Lost, SODOO prompts for a loss reason (price, competition, timing, etc.). This data is invaluable for:

• Identifying common loss reasons to address in your sales process
• Analyzing which competitors you lose to most often
• Measuring win rate trends over time

Frequently Asked Questions

Best Practices

Quotation Best Practices

• Always set an expiration date: An open-ended quotation creates pricing uncertainty. Standard practice is 15–30 days depending on your industry.
• Use quotation templates: For standard product/service bundles, templates dramatically speed up quotation preparation and ensure consistency.
• Add internal notes: Use the "Notes" tab on the quotation for internal context (customer special requirements, discount approval, etc.).
• Follow up systematically: Schedule an activity on every sent quotation — set a follow-up call for 3–5 business days after sending.

Sales Process Best Practices

• Keep customer data clean: Assign every quotation to the correct customer with a complete address — this ensures correct invoicing and delivery.
• Set payment terms on the customer record: Default payment terms auto-populate to every quotation, saving time and ensuring consistency.
• Confirm orders promptly: Don't leave customer-accepted quotations in draft status — confirm immediately to trigger inventory reservation.
• Link deliveries before invoicing: For product sales, validate the delivery before creating the invoice to ensure you only bill for what was shipped.

CRM Best Practices

• Log every customer interaction: Use the chatter to record calls, meetings, and emails. This builds a complete history visible to the whole team.
• Set realistic closing dates: Accurate forecasts depend on realistic expected closing dates — review and update them weekly.
• Always record lost reasons: This data is essential for improving your win rate. Never skip the lost reason when archiving an opportunity.
• Review your pipeline weekly: Stale opportunities (no activity in 14+ days) should be followed up or moved to lost to keep the pipeline accurate.

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