Customer Record Update & Sales Opportunity Workflow

This guide outlines the process for verifying customer records, updating information, and managing sales opportunities in Shopify and the CRM. By following these steps, we ensure that only engaged prospects are pursued, existing customers are not re-targeted, and all potential leads are properly converted and tracked. This systematic approach improves efficiency and ensures consistency in the sales process

Step 1: Verify If the Customer Exists in Shopify

🔹 Purpose: To determine if the customer is already in Shopify and if they are eligible for follow-up.

1. Search for the customer’s email or name in Shopify.
2. If the customer does not exist in Shopify, proceed to Step 3 (Check CRM for Contact or Lead).
3. If the customer exists in Shopify, check their email subscription status:
   • If unsubscribed, move to the next lead on the file.
   • If subscribed, proceed to Step 2 (Check for Existing Orders in Shopify).

Step 2: Check If the Customer Has Previously Purchased in Shopify

🔹 Purpose: To avoid pursuing customers who have already made a purchase.

1. Locate the customer’s order history in Shopify.
   

   

   
   
2. If the customer has placed an order, skip them and move to the next lead on the file.
   
3. If no order exists, proceed to Step 3 (Check CRM for Contact or Lead).

 

Step 3: Search for the Customer in the CRM

🔹 Purpose: To determine whether the customer is an existing contact, a lead, or if they need to be added.

1. Search the customer’s email or name in the CRM.
   
   
2. If the customer exists as a Contact, proceed to Step 4 (Verify if a Deal Exists or Create One).
   
   
3. If the customer exists as a Lead, proceed to Step 5 (Convert Lead to Contact & Create a Deal).
4. If no record exists, proceed to Step 6 (Create a New Lead, Convert to Contact & Create a Deal).

Step 4: Check If an Active Sales Deal Exists for the Contact

🔹 Purpose: To avoid duplicate deals and ensure all sales opportunities are tracked.

1. Locate the Contact record in the CRM.
   
   
2. Check if a Deal already exists:
   • If a Deal exists, move to the next lead on the file.
   • If no Deal exists, create a new one:
     • Click Create Deal
     • Deal Name: Use the customer’s name or company name
     • Deal Stage: Set to Inquiry
     • Date Deal Created: Use today’s date
3. Save the Deal and move to the next lead on the file.

Step 5: Convert a Lead to a Contact & Create a Deal

🔹 Purpose: To update the lead’s status, ensure accurate information, and track sales opportunities.

1. Open the Lead record in the CRM.
2. Verify and update the following information:
   • First Name (correct spelling and formatting)
   • Last Name (correct spelling and formatting)
   • Company Name (if applicable)
   • Address (if provided, ensure it is accurate)
3. Convert the Lead to a Contact.
4. During conversion, check the box for "Create Deal" and set the Deal Stage to "Inquiry".
5. Save the record and proceed to the next lead on the file.

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Step 6: Create a New Lead, Convert to Contact & Create a Deal

🔹 Purpose: To ensure every potential customer is entered into the system and followed up with properly.

1. Create a New Lead in the CRM.
2. Enter the following details:
   • First Name
   • Last Name
   • Company Name (if applicable)
   • Email Address
   • Phone Number (if available)
   • Address (if provided)
3. Save the Lead.
4. Convert the Lead to a Contact.
5. During conversion, check the box for "Create Deal" and set the Deal Stage to "Inquiry".
6. Save the record and move to the next lead on the file.
   

Standardized Deal Naming Format

Height (H)	Width (W)	Visibility (V)	Installation (I)	Structure (S)	Format Example
Sign height in feet	Sign width in feet	S = Single-Sided, D = Double-Sided	T = Turnkey, I = DIY	Y = Structure Exists, N = No Structure	HxWVI
3	6	D	T	Y	36DTSE (3x6 Double-Sided Turnkey with Existing Structure)
3	6	S	T	N	36ST (3x6 Single-Sided Turnkey with No Structure)
4	8	D	I	-	48DI (4x8 Double-Sided DIY)
5	10	S	T	Y	510STSE (5x10 Single-Sided Turnkey with Existing Structure)

How to Construct the Deal Name:

1. Height (H) = Enter the height in feet.
2. Width (W) = Enter the width in feet.
3. Visibility (V) =
   • S for Single-Sided
   • D for Double-Sided
4. Installation (I) =
   • T for Turnkey
   • I for DIY
5. Structure (S) (only if Turnkey Installation is selected) =
   • Y if a structure exists
   • N if no structure exists

📌 Example 1:
A 3x6 double-sided sign with turnkey installation and an existing structure → 36DTSE Company Name

📌 Example 2:
A 3x6 single-sided sign with turnkey installation but no structure → 36ST Company Name

📌 Example 3:
A 4x8 double-sided sign with DIY installation → 48DI Company Name

📌 Example 4:
A 5x10 single-sided sign with turnkey installation and an existing structure → 510STSE Company Name

Next Step → Creating Deals Continued & Preliminary Review