Sales Pipeline and Activities
The Sales Pipeline in Udyot ERP gives your team a live visual board of every deal in progress — from first enquiry to closed sale. Combined with activity logging and task management, it makes sure no follow-up slips through the cracks and gives your sales manager an instant picture of pipeline health. This article explains how to move deals through the pipeline, log calls and meetings, close deals as Won or Lost, and turn a quotation into an invoice — all within the Udyot ERP CRM module, built for Nepal businesses.
Enable the CRM module first
The CRM module ships disabled. Go to Settings → Module Settings and toggle CRM on. Re-login if the CRM menu does not appear in the sidebar. Once enabled, Udyot ERP automatically seeds seven pipeline stages and eight lead sources so you can start adding leads straight away.
Pipeline stages in Udyot ERP
Your pipeline comes pre-loaded with these colour-coded stages:
| Stage | What it means |
|---|---|
| New Lead | Prospect just entered the pipeline (default landing stage). |
| Contacted | Initial outreach made. |
| Qualified | Interest and budget confirmed. |
| Proposal Sent | Quotation or formal proposal delivered. |
| Negotiation | Pricing and terms being finalised. |
| Won | Deal closed successfully (terminal). |
| Lost | Deal lost or no decision (terminal). |
Add custom stages or reorder existing ones under CRM → Settings → Pipeline Stages.
Working the pipeline board
Go to CRM → Pipeline Board to see all open leads grouped by stage. Each column header shows lead count and total expected value in NPR. To advance a deal, open the lead card and click Move to…, then click the destination stage. The card moves instantly and a time-stamped history entry records who moved it and how long it spent in the previous stage.
Note: The Pipeline Board uses a click-based “Move to…” flow — physically dragging a card does nothing. Use the Move to button instead.
The board shows only open leads. Once a lead is Won, Lost, or converted to a customer it leaves the board but remains visible in CRM → All Leads.
Logging activities
Log every phone call, WhatsApp message, email, meeting, or site visit as an activity. This builds a full interaction history and also feeds the lead scoring engine — more activities raise the engagement score.
- Open the lead from CRM → All Leads.
- Go to the Activities tab and click + Log Activity.
- Enter a title, type (Phone call, WhatsApp, Email, Meeting, Site visit, SMS, Viber, or Note), direction, and the date in Bikram Sambat format — for example 2082-04-02.
- Click Log Activity. The entry appears in the timeline with a type pill, the BS date, and your name.
View all activities across every lead at CRM → Activity Timeline. Filter by type or BS date range.
Managing follow-up tasks
Tasks are actions you still need to take, distinct from activities (which record what already happened).
- Open the lead → Tasks tab → + Add Task.
- Enter a title, type (Follow up, Call, Meeting, Send quotation, Collect payment, etc.), priority, and due date in BS format.
- Click Add Task. The task shows a pending status pill.
- When done, click Complete. If the task is no longer needed, click Cancel — it stays in the list with a cancelled pill so the audit trail is intact.
See all tasks across every lead at CRM → My Tasks. Overdue tasks are highlighted so you can prioritise them.
Closing deals: Won and Lost workflow
To mark a lead Won: open the lead, click Mark Won, add optional closing notes, then click Confirm Won. The lead moves to the Won stage, the Won Date (BS) is recorded, and the lead leaves the pipeline board.
To mark a lead Lost: click Mark Lost, enter a reason (this field is mandatory — the Confirm button stays disabled until you type one), then click Confirm Lost. Capturing a reason makes the Lost Reasons report meaningful over time, showing which objections cost you the most NPR value.
Converting a lead to a customer
Before you can invoice a lead, they need to exist as a party ledger. On the lead’s Show page, click Convert to Customer, confirm the ledger name, PAN, and address, then confirm. Udyot ERP creates a Sundry Debtors ledger and links it to the lead. “Convert to Customer” and “Mark Won” are independent — converting creates the accounting ledger; marking Won closes the deal in the pipeline. In most cases you will do both.
Creating quotations and converting to invoices
- Go to CRM → All Quotations → + New Quotation. The quotation number (e.g. QTN/0001) and today’s BS date are pre-filled.
- Select the lead or an existing customer ledger (at least one is required).
- Add line items — pick a stock item to auto-fill the selling rate, or type a free-text description. Set quantities, a discount %, and tick VAT for taxable lines (13% VAT is calculated automatically).
- Click Save. The quotation is saved as draft. Each subsequent save bumps the revision number.
- When the client approves, click Convert to Sales Order or Convert to Invoice. The quotation status changes to converted and cannot be edited or converted again.
Nepal note: the converted Sales Invoice posts 13% VAT to your VAT Output ledger, appears in the Purchase and Sales Book, and feeds your IRD VAT return. If conversion fails with “No party ledger found”, convert the lead to a customer first (see above), then retry.
For what happens to the voucher after conversion, see Sales and Purchase Invoices and Sales Orders and Purchase Orders.
CRM pipeline reports
Go to CRM → Reports for eight pipeline and activity reports, including Conversion Rate by lead source, Sales Funnel, Activity Report, Follow-up Aging (overdue tasks by bucket), Pipeline Value (weighted by probability), Top Scoring Leads, Lost Reasons, and Stage Aging (how long open leads have been stuck in each stage). These update in real time as your team works the pipeline.