Opportunity Management

Opportunities are ongoing and past business engagements. This guide walks through every part of the Opportunity module from viewing and creating opportunities, to managing their lifecycle, tracking activity, and identifying stalled deals.

Table of Contents

1. Overview of the Opportunity Dashboard

1.1 Kanban View

1.2 List View and Filters

1.3 Bulk Update

2. Creating Opportunities

2.1 Fields Reference

2.2 Revenue and Cost Calculation Logic

3. Importing Opportunities

4. Exporting Opportunities

5. Opportunity Detail Page

5.1 Activity Tabs

6. Searching for an Opportunity

7. Deleting an Opportunity

7.1 Transferring an Opportunity and Its Documents

8. Opportunity Rotting

8.1 Setting Up Rotting Age

1. Overview of the Opportunity Dashboard

Zomentum offers two ways to view opportunities: the Kanban view and the List view. Choose your preferred view from the 'Display as' option on the Opportunity page.

1.1 Kanban View

Opportunities are displayed as cards grouped into columns that represent the predefined stages of your sales cycle. A typical cycle starts by capturing a 'Prospect' or 'Lead' and moves through successive stages, ending in Won or Lost. Users can drag and drop an opportunity from one stage to the next as it progresses.

1.2 List View and Filters

The List view shows all opportunities in a tabular format, including owner, pipeline, stage, client, and other details. Filters can be applied to narrow the list  for example, filtering to show only opportunities in the 'Prospect' stage.

Note: Applied filters can be saved for future reference. You can switch back to the Kanban view at any time to visually track the filtered opportunities.

1.3 Bulk Update

To update fields across multiple opportunities at once:

  1. Switch from Kanban view to List view.

  2. Select the opportunities individually, or use filters to narrow down a specific set.

  3. Tick the checkbox next to each opportunity, or bulk-select all using the checkbox next to 'Opportunity Title'.

  4. Click 'Bulk Update'.

  5. In the pop-up panel, select the field to update and enter the new value.

  6. Click 'Save'.


2. Creating Opportunities

Navigate to 'Opportunities' in the left sidebar, then click 'Add Opportunity' in the top right corner. Fill in the details in the pop-up form and click Save.

2.1 Fields Reference

The following fields are available when creating an opportunity. Title, Client, Pipeline, Opportunity Type, Stage, Owner, and Primary Contact are mandatory.

Field

Description

Title

Name given to the opportunity.

Client

The name of the company related to this opportunity.

Pipeline

Which pipeline this opportunity should fall under. Additional pipelines can be created for different business use cases.

Opportunity Type

Classification of the opportunity, e.g. hardware, software, or labour.

Stage

A stage in the sales sequence, e.g. Prospect, Evaluation, Quote.

Owner

The person within your company handling this opportunity.

Primary Contact

The primary contact at the client company.

LinkedIn Contact

LinkedIn profile of the primary contact.

Expected Close Date

Estimated date for closing the deal.

Client PO Number

The Purchase Order number referenced throughout the transaction by both buyer and seller.

Close Probability

A percentage value indicating the likelihood of closing the deal.

Estimated Value

The anticipated value (EV) of the opportunity.

Use Revenue/Cost of Documents

If checked, cost is pulled automatically from the linked document. If unchecked, cost and revenue are entered manually (see calculation logic below).

Source

Where the business originated, e.g. referral, company event, website form.

Campaign

The campaign through which this business was obtained.


Note: Custom Fields can be used to capture additional information not covered by the standard fields above.

2.2 Revenue and Cost Calculation Logic

These formulas apply when 'Use Revenue/Cost of Documents' is unchecked and values are entered manually. Enter the number of months to calculate totals for in 'Calculate total for # months'.

Metric

Formula

Total Revenue

One-time revenue + (Weekly revenue × 4 × Months) + (Monthly revenue × Months) + (Quarterly revenue ÷ 3 × Months) + (Half-yearly revenue ÷ 6 × Months) + (Yearly revenue ÷ 12 × Months)

Total Cost

One-time cost + (Weekly cost × 4 × Months) + (Monthly cost × Months) + (Quarterly cost ÷ 3 × Months) + (Half-yearly cost ÷ 6 × Months) + (Yearly cost ÷ 12 × Months)

Margin Value

Total Revenue − Total Cost

Margin Percentage

(Total Revenue − Total Cost) ÷ Total Revenue


Worked example (6 months):

Total Revenue = 1000 + (100×4×6) + (500×6) + (1000/3×6) + (5000/6×6) + (10000/12×6) = 18,400

Total Cost = 800 + (80×4×6) + (400×6) + (800/3×6) + (4000/6×6) + (8000/12×6) = 14,720

Margin Value = 18,400 − 14,720 = 3,680

Margin Percentage = 3,680 ÷ 18,400 = 20%

2.3 Search an Opportunity

To search for an Opportunity:

  1. Click on the Global Search bar.

  2. Enter your keywords (e.g., opportunity title, client name).

  3. Press Enter, or select Opportunity from the dropdown to narrow results specifically to Opportunities.

  4. Click the relevant result to open the opportunity details page.


3. Importing Opportunities

Go to 'Opportunities' in the left sidebar and click 'Import Via CSV/XLSX' in the top right corner. You will see three steps:

  1. Downloading a template file in CSV/XLSX format and fill in the opportunity details.

  2. Upload the file to the system.

  3. Choose any one of the import properties and validate the errors if any and import.

Opportunities can also be exported from your Zomentum account into CSV format from the same screen.


4. Exporting opportunities

To export opportunities from Zomentum:

  1. Go to Opportunities in the left sidebar.

  2. Click the checkbox next to "Opportunity Title" to select all opportunities on that page.

  3. Optionally, click the option to select the total number of opportunities across all pages.

  4. Click Export Selected Opportunities.

Once exported, you'll receive both an in-app notification and an email containing the export link.

5. Opportunity Detail Page

Open the details page by clicking an opportunity from the dashboard, or via 'Edit Opportunity'. This page lets you add or modify sales activities and view a tabbed summary of all related information.


5.1 Activity Tabs

Tab

Purpose

All

Shows a summary of activity across all tabs.

Notes

View existing notes or add new ones.

Tasks

Track overdue, upcoming, and completed tasks.

Meetings

Schedule upcoming meetings and view past meetings.

Calls

Log calls; integrates with a browser calling system if used by your organization.

Email

Send and track emails directly from Zomentum.

History

Full history of the opportunity, including creation date and updates.

Use the 'Actions' tab to quickly add any of these details, or open each tab individually to add or schedule items. The details page also shows associated Client & Contact information, linked Documents, and the Document Grand Total in a single view.

6. Deleting an Opportunity

An opportunity can be deleted from either view:

  • Kanban view: click the arrow next to the opportunity name and choose 'Delete'.

  • List view: click the three-dot menu on the right of the row and choose 'Delete Opportunity'.

  • Opportunity Details page: Delete the opportunity directly from the page.



Note: Deleting an opportunity is permanent and cannot be undone. It also deletes all documents associated with that opportunity.

6.1 Transferring an Opportunity and Its Documents

Opportunities and their associated documents can be transferred from one client to another, with all relevant information reassigned correctly. For example, if Client A has Opportunity A with Document X marked as Won, transferring Opportunity A to Client B moves the opportunity and its attached document together. This also triggers an update in your PSA so that Document X reflects its new association with Opportunity A under Client B.


7. Opportunity Rotting

Opportunity Rotting flags opportunities that have remained stagnant in a particular stage for longer than expected. Zomentum alerts users once an opportunity has been pending in a stage beyond the number of days configured for that stage in the pipeline settings. In the Kanban view, a rotten deal displays a message such as 'Deal has been rotten for X hours/days'.

7.1 Setting Up Rotting Age

  1. Go to Settings in the left sidebar, then click 'Pipeline'.

  2. Next to the desired pipeline, click the pencil icon to edit its settings.

  3. For each stage in the pipeline, set the 'Assign rotting age'  the number of days an opportunity can remain in that stage before it is flagged as rotten.


  1. Click 'Done' to save.

Once configured, Zomentum automatically flags opportunities that are stalled in a stage. From the alert, you can move the opportunity to the next stage, or directly to 'Won' or 'Lost'. This action is also available from the opportunity details page.