Comfac CRM – Customer Qualification & Conversion Process

1. Overview

This process defines how Comfac classifies, qualifies, and converts prospects through the ERPNext CRM and Sales Module — from unqualified leads to fully realized sales transactions. Each stage (Customer Qualification → Lead → Opportunity → Quotation → Sales Order → Sales Invoice) has measurable data points and performance weights.

2. Customer Qualification

Purpose: Identify which organizations are worth pursuing by documenting their business profile, offerings, and potential budget.

2.1 Procedure

Search existing database for duplicates or prior engagements.
If new, create Customer Record with Customer Type, Industry, Territory, and Tier (MSME classification).
Under the More Information section, fill the Offering Table (Child Table):
- Item Group – Product/Service type relevant to the customer (e.g., ERP, Networking, HVAC, IoT, etc.).
- Frequency – How often they purchase (Monthly, Quarterly, Annually).
- Budget – Estimated value per cycle or per year.
- Last Verified Date – When the data was last updated.

2.2 Reporting

Report: Qualified Customer Opportunity Potential

Filters: Time Period, Territory, Industry.
Metrics:
- Total number of qualified customers.
- Sum of all Budget values per Item Group.
- Opportunity Potential = Σ(Budget × Frequency) of qualified customers.

2.3 Rules

Data older than 6 months triggers “Needs Verification.”
Customers without an active Offering Table are unqualified.
Customers can have multiple item groups; each treated as separate potential line.

3. Lead Management

Purpose: Capture and assess new prospects that are not yet customers.

3.1 Procedure

Create Lead with contact info, industry, territory, and source.
Assign to Sales Rep or Lead Generation Officer.
Conduct initial outreach and note response or requirements.
If interest confirmed, convert to a Customer (Qualified) and log in the Offering Table.

3.2 Report: Leads Conversion Summary

New Leads this period.
Converted to Qualified Customers.
Leads Disqualified or Stale.
Average conversion time (Lead → Customer).

3.3 SLA Rules

Status must change within 3 business days of creation.
Auto-alert if status not updated in 5 business days.

3.4 Scoring

Lead captured & contacted = 1 point.
Lead converted to Customer = +2 points.

4. Opportunities

Purpose: Track concrete sales prospects derived from qualified customers or leads.

4.1 Procedure

Create Opportunity linked to Customer or converted Lead.
Set Stage, Probability, and Expected Value.
Update with activities (calls, meetings, quotations sent).
Convert to Quotation when requirements are confirmed.

4.2 SLA

Stage movement required within 7 days.
If inactive >10 days, flag as stale.

4.3 Scoring

New Opportunity created = +3 points.
Opportunity converted to Quotation = +5 points.

5. Quotations

Purpose: Formalize offers to customers; source either from Opportunity or Webstore.

5.1 Procedure

Generate Quotation from Opportunity or Webshop submission.
Include proper Item Group and Territory Pricing.
Route for approval via link-based workflow.
Upon submission, link to Opportunity for reporting.

5.2 Report: Quotation Pipeline

Quotations count by type: (Webstore vs. Opportunity-based).
Total quoted value by region and item group.

5.3 Scoring

Quotation generated = +8 points.
Quotation converted to Sales Order = +10 points.

6. Sales Orders & Sales Invoices

Purpose: Confirmed deals and revenue recognition.

6.1 Sales Order (SO)

Generated upon Quotation approval.
Uses temporary SO# until accounting assigns final SO#.
Must link to corresponding Opportunity and Customer.

Scoring: +15 points per approved SO.

6.2 Sales Invoice (SI)

Issued upon delivery or project billing.
Linked to SO for continuity.

Scoring: +20 points per posted SI.

7. Performance Tracking Summary

Stage	Activity	Points	SLA	Report
Customer Qualification	Offering Table completed	0 (Base)	6 months refresh	Qualified Customer Report
Lead	Captured/Converted	1–3	3–5 days	Leads Conversion Summary
Opportunity	Created/Converted	3–5	7–10 days	Opportunities by Stage
Quotation	Generated/Converted	8–10	Within 5 days of Opportunity	Quotation Pipeline
Sales Order	Approved	15	Within 3 days of Quotation	SO Conversion Report
Sales Invoice	Posted	20	Within 7 days of SO	Invoice Posting Report

8. Objective

This process ensures that every step — from first contact to final invoice — is traceable, measurable, and rewarded proportionally to its impact on revenue. It drives consistent qualification standards, timely updates, and accurate reporting across the Sales lifecycle.