Practical knowledge for Swiss SMEs
Deals & cases
Guides for “Deals & cases” in : step by step, with the place in the menu, the steps and the limits.
Deals & cases
Deal billing status and document prerequisites
Sales | base
Quotes can be created directly at the top of a deal. A single active permitted company is preselected; multiple companies require a choice. Missing VAT status and bank accounts appear with direct setup links. Sales setup includes products, VAT and a bank account. Draft invoices do not count as invoiced; badges, filters and totals use the current Finance status. Historical imported invoices retain their status.
Step by step
- In the deal, select the active company and check VAT and bank account prerequisites before creating a quotation.
Reminder after rescheduling
sales/aufgaben
Rescheduling or changing the owner creates a new advance reminder for the new appointment and recipient.
Step by step
- Open the activity, change its date or owner and save. Check the reminder for the new owner.
Create a deal and continue
sales/deals
The deal opens after creation. The entry dialog does not block actions or the app switcher.
Step by step
- Enter the deal and choose “Create”, then continue in the opened deal.
Open a quote from a deal
sales/deals/[id]
The quote is created as a real draft in the selected company in Finance, even when outgoing email is intercepted. An existing expected deal value is retained when saving the offer and creating the quote. Only a missing value is filled. Items inherit their unit and VAT from Finance; free-text lines use pieces. Sent Finance document emails appear in the deal timeline when Finance read permissions are available.
Step by step
- In the deal’s documents, choose “Open in Finance”.
Deals
Sales | base › Sales › Deals
Shows sales opportunities as a pipeline by stage or as a list, with value per currency, owner and next step. The deal record holds the stage history, activities, cases and details. Column totals and weighted values always count all deals in the chosen filter, even if the pipeline does not show every card.
Step by step
- Choose the “Pipeline” or “List” view and filter by owner, work status, status or “Hot only”; in the list, “All pipelines” shows the deals of every pipeline together.
- Use “New deal” to enter the title, person or company, expected value and stage.
- Drag a card to another stage or choose the stage on the card; for “Lost”, give the loss reason.
- Open the deal and plan a next step or log an activity (call, email, meeting, note).
- Highlight important deals with “Mark as hot”.
- On a phone, open “Filters (n)” to change the list filters; the number shows active filters. For a converted lead, the source in the deal details links back to the enquiry.
- Owner filters and person selections include active people with Sales access and everyone responsible for existing deals, leads or tasks. No personnel file is required. Initial AI questions follow the product of the current page.
Send a letter and PDF to a contact or deal
Sales | base › Sales › Contacts
On the contact card or in the deal you write a letter and send it through the shared “Send” dialogue as a PDF on the letterhead, by email, by post or both. The address appears in the address window, and you see postage and the history before and after sending. The letter stays as correspondence on the contact or deal.
Step by step
- On the contact card or in the deal, write the subject and the letter text with salutation in the “Letter and PDF” block at the bottom and save the draft. The placeholders are {{vorname}}, {{nachname}} and {{firma}}.
- On the draft, open “Send” and choose email, post or both; for post, confirm the price.
- The letter is then marked as done in the correspondence; the history shows every dispatch. The AI saves drafts after your approval and sends the letter through “Send document” only after a second approval.
Cases
Sales | base › Sales › Cases
Every occasion (enquiry, reply, follow-up, first contact) appears as a case with its classification, draft and planned actions, on a mobile phone as a card with status and deadline. Nothing is carried out until an authorised person has approved it. Replies are drafted in the language of the incoming email, follow-up drafts in that of the person, the company or the conversation. Replies from the connected mailbox stay in the existing email thread when the original message can be identified unambiguously.
Step by step
- Filter the list by status (for example “Open”) and classification or search by contact or subject, page through with “Next”, then open a case.
- Check the draft and the planned actions; if needed, edit the draft (this creates a new version) or give an instruction.
- Approve the displayed version with “Approve and send” or “Approve”.
- Or choose “Schedule approval” and set a time: the displayed version is then approved and sent at that time. “Cancel schedule” reverses it.
- Alternatively choose “Later” (move to another time) or “Reject” (with a reason).
- Use “Approval email to me” to have the draft sent to your own address for review.
Sales tasks
Sales | base › Sales › Sales tasks
Lists calls, emails, meetings and tasks, with overdue ones first. Tasks can be completed, rescheduled, edited and deleted.
Step by step
- Choose the period: Overdue, Today, 7 days, All open or Done.
- Use “Mine” or “All” to switch between your own tasks and those of everyone.
- Use “New task” to enter the type, subject and due date.
- For a task, choose “Complete” and enter a result if you wish.
- Use “Reschedule” to move the task to tomorrow, to next week or to a new date.
- After planning, the toast names the responsible person and date. It remains visible when returning to the list. Use “All” to find tasks for other people.
Calendar
Sales | base › Sales › More › Calendar
Shows tasks, calls and appointments by due date in month or week view – your own or your sales team’s. Appointments can be moved to another date without dragging. Narrow screens show a daily list. Completed activities remain readable and are marked with a check.
Step by step
- Use the arrows to change month or week; “Today” jumps back.
- Switch between “Month” and “Week” and between “Mine” and “Team”.
- In week view, open “Move” on an entry, pick the new date and confirm; the time stays the same.
- Click an entry linked to a deal to open the deal.
Comments, attachments and relationships
Sales | base › Open a deal or contact
On deals and contacts: a timeline with activities, stage changes, emails, comments and attachments; comments with @ mentions; contact roles per deal and a relationship map with the company hierarchy.
Step by step
- Write in the comment field and pick a person from the list with “@”; click “Comment”.
- Choose a file under “Attachments” and click “Upload”; the file name starts the download.
- Under “Contact roles”, search for a person, choose a role such as “Decision maker” and assign it.
- For a company, set the parent company under “Relationship map”.
Confirm approval
Link in the approval email (sign-in required); then in the case under Sales | base › Sales › Cases
Confirmation page for the link in the approval email. Opening the page does not carry anything out; only clicking “Confirm approval” approves exactly the version shown.
Step by step
- Open the link in the approval email and sign in if asked.
- Check the recipient, subject and text of the draft.
- Click “Confirm approval”.
- Or use “Review in the case” to go to the case and decide there.
The next step starts with a conversation.