Contracts provide a commercial picture of what you're currently doing for your customer, and opportunities are potential ideas or proposals for future projects. This video covers how to add both to an account.

Managing Contracts and Opportunities in Kapta

Understanding Contracts and Opportunities

In Kapta, contracts and opportunities work together to provide a complete picture of your business relationship with each account:

• Contracts: Represent existing business and provide a commercial picture of current products/services to your customer
• Opportunities: Represent potential future business, including proposals for additional services, renewals, and upsells

When to Add Contracts and Opportunities

Best practice is to add contracts and opportunities after establishing key players and contacts for an account. This ensures proper stakeholder visibility and engagement tracking.

Adding and Managing Contracts

Creating a Contract

1. Navigate to the account's details tab
2. Scroll to the contracts section
3. Click "Create Contract"
4. Complete the mandatory fields (contract name and other admin-defined fields)
5. Add a description (highly recommended)

Required Contract Information

• Name: Identifies the contract
• Description: Optional but recommended for context
• Value: Monetary worth of the contract
• Dates: Start and end dates
• Additional fields may be required based on your admin configuration

Document Management

• Upload contract documents directly from your device
• Link to documents in Google Drive or SharePoint
• Contract documents appear in both the contract section and the account's documents section

Managing Contract Lifecycle

• Active Contracts: Displayed in the contracts section by default
• Completed Contracts: Edit the contract and change status to "archived"
• Renewal Notifications: Can be configured by your admin

Adding and Managing Opportunities

Creating an Opportunity

1. Use the "Create New" function from anywhere in Kapta, or
2. From the opportunities section on an account's details tab

Required Opportunity Information

• Name: Identifies the opportunity
• Stage: Current progress (on hold, various admin-defined stages, closed won, closed lost)
• Value: Potential monetary worth
• Close Date: Anticipated completion date

Opportunity Stage Management

• Standard stages include "on hold," "closed won," and "closed lost"
• Additional stages and their probability percentages are configured by your admin
• The "Update Opportunity" icon allows for quick stage and value changes
• When an opportunity reaches "closed won" status, you may be prompted to create a new contract

Minimized View Information

The collapsed opportunities section shows:

• Total number of opportunities
• Total potential value
• Estimated value based on stages and their percentages

Contact Association

• Account contacts can be associated with specific opportunities
• The opportunity contact chart provides valuable insights:
  • Opportunity value and win rate for each contact
  • Number of opportunities linked to each contact
  • Helps identify key influencers in the sales process

Integration with Planning Tools

• New contracts or opportunities include a link to "create a plan based on this contract"
• Created plans appear on the account's plan tab
• Contracts and opportunities already linked to plans include a "view or edit plan" link

Filtering and Data Management

Filtering Options

• Filter contracts by status (active, archived)
• Filter opportunities by status (active, on hold, closed won, closed lost)
• Custom filters may also be available based on admin configuration

Data Export

Contract and opportunity data can be downloaded as a spreadsheet for external analysis

Portfolio View

Access contracts and opportunities from the left menu to view them across:

• All accounts
• Accounts set by current filter

Reporting Options

Several reports include contract and opportunity information:

• Opportunity profile report
• Contracts and opportunities report
• Additional reports configured by your administrator

Best Practices

• Add detailed descriptions to provide context
• Upload or link relevant documents
• Regularly update opportunity stages
• Archive completed contracts
• Associate opportunities with relevant contacts
• Create action plans from contracts and opportunities
• Review available reports for insights