Sales & Quoting Guide

This guide covers RebelPSA’s Sales module — from capturing a raw lead through to a signed, won quote. It’s aimed at sales staff running deals day to day, and at technicians who may need to understand where a customer’s agreement came from.

A Lead is where a sales relationship starts — before there’s a confirmed deal, just a person and company you’re evaluating. The Lead record is built to capture enough detail to qualify almost any kind of prospect, not just a typical MSP (Managed Service Provider) client:

• Identity & firmographic details — name, title, company, industry, revenue, employee count, and similar background fields.
• Source & marketing tracking — where the lead came from, including campaign and UTM tracking, so you can trace a deal back to what actually generated it.
• Qualification fields — a standard Budget/Authority/Need/Timeline (BANT) set, with more advanced qualification frameworks available as custom fields if your organization uses them.
• MSP-specific fields — endpoint count, server count, site count, user count, current MSP (if any) and their contract end date, primary pain point, and relevant compliance frameworks (HIPAA, PCI, SOC 2, CMMC) — useful even outside a pure MSP context if your organization tracks similar technical footprint data.
• Status & routing — New, Working, Nurture, Qualified, or Unqualified, with an owner and territory assignment.
• Scoring — a manual score you (or your team) assign based on your own rubric.

Leads use the same duplicate-detection approach as the rest of the CRM, so importing or manually entering a lead that already exists gets flagged rather than silently creating a second record.

When a Lead is ready to become a real, tracked deal, converting it creates the downstream records automatically — a Contact, a Company (or links to an existing one), and an Opportunity — while preserving the lead’s history and marking it converted rather than deleting it.

An Opportunity is the deal itself, with a field set built around recurring-revenue selling rather than a single one-time sale amount:

Line items live underneath the Opportunity — each with a SKU (Stock Keeping Unit), quantity, list price, sale price, discount, and whether it’s recurring, plus its own contribution to the deal’s MRR or NRR total.

A Pipeline is a named, tenant-configurable sequence of stages — you’re not limited to one fixed sales process. A Pipeline has a type (Sales, Onboarding, Renewal, or Processing), can be marked as your default, and can be scoped to a specific team.

Each Stage within a pipeline carries a name, a win probability percentage, an order position, and optional required-field rules that must be satisfied before a deal can move out of that stage — a lightweight way to enforce your own sales discipline without hardcoding it into the platform.

• A stage can be flagged as an entry stage, a won stage, or a lost stage, which is what drives win/loss reporting and forecast calculations.

All of your pipeline views live in one unified workspace, switching between four views without leaving the page:

Once a deal is ready to quote, the Quote Builder gives you a guided configure-price-quote flow rather than a blank document:

• Start a new quote from the Opportunity.
• Add line items — from your catalog or entered manually — each with quantity, pricing, and discount.
• Set contact/point-of-contact details, review the associated company, and select the brand the quote should be presented under if your organization operates multiple brands.
• Set a valid-until date (defaults to 7 days out, but is fully editable).
• Generate the quote as a PDF and send it to the customer.

A quote can route through an internal approval workflow before it’s sent, if your organization requires sign-off above a certain value or discount level. Once approved (or if no approval is required), the quote can be sent out for e-signature through either DocuSign or Adobe Sign — both are fully connected options, not a single locked-in choice.

Customers accept quotes through a standalone, branded public page — no login, no internal application interface, just the quote itself presented under your organization’s (or the relevant brand’s) identity. This is the page a customer receives a link to and interacts with directly.

• The page reflects your brand selection made at quote-build time.
• A draft quote can be deleted before it’s sent if it was created in error.
• Sending a quote prompts for the recipient, rather than assuming it should go to a default contact.

Converting a won quote to an order is a distinct step from winning the Opportunity itself — Convert to Order is available once a quote has been accepted.

Qualifying and converting a new inbound lead

• Fill in the lead’s BANT and any MSP-specific technical footprint fields as you learn them.
• Move its status from New through Working to Qualified as your qualification progresses.
• Convert to an Opportunity once it’s genuinely a deal you’re pursuing.

Moving a deal through the pipeline

• Work the deal from the Kanban view, dragging it forward as it progresses.
• Address any hygiene badges (stale deal, missing required fields) before they accumulate.
• Use the close dialog’s required win/loss reason honestly — this data feeds your own future forecasting.

Sending a customer a quote

• Build the quote from the won-in-principle Opportunity, adding line items and setting the valid-until date.
• Route it through approval if your organization requires it for this value/discount.
• Send for e-signature and share the public quote page link with the customer.