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Won/Lost Report Overview

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Nik Schultz
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SharpSpring enables users to create opportunities, drag them through stages in a pipeline, and then close those opportunities as sales. Opps Won are considered sales, or opportunities that generated revenue. This article will provide an overview of the Won/Lost report.

The following user roles can utilize opportunities:

  • Administrators
  • Company Managers
  • Sales Managers
  • Salespersons
  • Jr. Salespersons

Sales reports are accessed through the  NavSales.png  toolbar.


Article Contents


The Won/Lost Report

The Reports section of SharpSpring provides a report on all opportunities won or lost across all pipelines over a given timeframe. To access the Won/Lost report, navigate to SharpSpring's   top toolbar and click Reports > Won/Lost.

The Won/Lost report provides information at-a-glance on opportunities that are open, considered won, considered lost, and archived. To swap between different opportunity categories within the Won/Lost report, do the following:

  1. Click  cog.png  View. 
  2. Select from one of the available opportunity category options:

       •   Open Opps
       •   Opps Won
       •   Opps Lost
       •   Archived Opps
  


Click to enlarge.

Regardless of the opportunity category, the Won/Lost report will provide the following information:

  • The total number of opportunities in the report category
  • The total opportunity monetary value
  • The average opportunity monetary value
  • The average time it took to close opportunities


Understanding Opportunities

The Won/Lost report displays information on opportunities. In SharpSpring, opportunities are created from contacts in the Contact Manager or through a pipeline. Once created, the opportunities can then be added to a pipeline.

In SharpSpring’s Sales Pipeline, opportunities detail progress across deal stages. Opportunities provide information on revenues, closing dates, and associated contacts. Since opportunities can come up at any time and do not all begin at the start of a sales venture, you can set what stage of the pipeline the opportunity will start at.

Opportunities have different statuses that detail their current state. As opportunities can appear and be closed even before it has been added, you can set new opportunities to have the Closed-Won, Closed-Lost, or Archived statuses upon creation:

  • Closed-Won opportunities are sales opportunities that have resulted in a successful sale and generated revenue.

  • Closed-Lost opportunities are sales opportunities that no longer have a chance to result in a sale. 

  • Archived opportunities are opportunities that can no longer be found in pipelines. They will not affect opportunity reporting unless explicitly included when generating reports.

Opportunities can also be set with a status at any time after creation. Marking an opportunity as Closed-Won or Closed-Lost will have it appear as such in various Sales Reports, Campaign Tracking, and the Contact Record.

For information on the opportunity creation process, refer to Creating Opportunities.


Viewing Opportunities

You can view an opportunity page directly through the Opportunities Report. To view opportunities, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Click  cog.png  Options > View Opportunity.

Viewing the opportunity will open the opportunity's page. From there, you can modify opportunity information as necessary. 

  


Click to enlarge.
Note: Clicking the opportunity's name in the Won/Lost report will also open the opportunity's page.

 


Reopening Opportunities

Closed or archived opportunities can be reopened through the Opportunities Report. To reopen opportunities, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Click  cog.png  Options > Reopen.
  


Click to enlarge.

Reopening an opportunity will return an opportunity to the open state and place the opportunity back into the pipeline stage that it was in before it was closed or archived. 


Filtering Report Information

Opportunity information can be further filtered. There are many filters available to narrow down information on opportunities. 

For reports with many opportunities, you can enter different parameters to narrow results. To filter results, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. In the Filter Results text box, enter one of the following parameters:

       •   A string of applicable letters
       •   An opportunity's name
       •   A sales representative's name
       •   A numerical monetary value
  


Click to enlarge.

Once the appropriate parameters have been entered, the report will show only those opportunities relevant to the search entry. After the preliminary results have been returned, you can further filter the results by the associated sales representative or pipeline. 


Optional Filter: Filter by Sales Representative

You can filter search results by the sales representatives attached to opportunities. To filter results, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Enter a search parameter in the Filter Results text box.
  4. Click the Filter by Sales Rep drop-down menu.
  5. Next to the desired representative or representatives, click the  checkbox-unchecked.png  checkbox.
  6. Click outside of the drop-down menu to confirm your selection.
  


Click to enlarge.
Note: Optionally, enter a representative's name into the Filter by Sales Rep drop-down menu's Filter text box to narrow displayed representatives.

 


Optional Filter: Filter by Pipeline

You can filter search results by the pipelines the opportunities are associated with. To filter results, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Enter a search parameter in the Filter Results text box.
  4. Click the Filter by Pipeline drop-down menu.
  5. Next to the desired pipeline or pipelines, click
    the  checkbox-unchecked.png  checkbox.
  6. Click outside of the drop-down menu to confirm your selection.
  


Click to enlarge.
Note: By default, the pipeline you have set as visible will be selected as a filter.

 


Optional Filter: Sorting Opportunities

Reports with many opportunities can be somewhat difficult to navigate. If your search results still yield many opportunities, you can further filter search results by sorting opportunities. To sort results, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Enter a search parameter in the Filter Results text box.
  4. Click the Sort by drop-down menu.
  5. Select one of the following sorting parameters:
       •   Opportunity Name
       •   Total Value
       •   Expected Value    		    •   Probability
       •   Created
       •   Close Date
  


Click to enlarge.
Important: For this information to be applied, this filter must be used in conjunction with a sales representative filter, a pipeline filter, or both.

 


Optional Filter: Date Range

You can filter search results by different periods of time. To filter results, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Enter a search parameter in the Filter Results text box.
  4. Click the Date Range drop-down menu.
  5. Do one of the following: 

       •   Select an applicable range of dates from
            the Date Ranges drop-down menu.

       •   Enter the starting and ending date for
            the desired date range.
  6. Click Select Range.
  


Click to enlarge.
Important: For this information to be applied, this filter must be used in conjunction with a sales representative filter, a pipeline filter, or both.

 


Running Reports

Once filters have been set, you can view an Won/Lost report with selected opportunities or without unnecessary opportunities. To run a filtered report, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Enter a search parameter in the Filter Results text box.
  4. Apply any desired optional search filters.
  5. Click  checkmark.png  Apply.

Once filters have been applied, the page will refresh. Only those reports that meet the filter parameters will be displayed.

  


Click to enlarge.
Note: Click  close.png  Clear Filters to remove all filters from the current selection. Filters will remain attached to the report until cleared.

 


Exporting Reports

If you want to keep the report for future use or archival, you can export the report as a .CSV file. To export the Won/Lost report, do the following:

  1. In SharpSpring, access the Won/Lost report.
  2. Select the appropriate report to view.
  3. Enter a search parameter in the Filter Results text box.
  4. Apply any desired optional search filters.
  5. Click Export.
  6. In the yellow information box that appears, click Export Manager.
  7. Click the exported Won/Lost report file to download it to your web browser's file download location.
  


Click to enlarge.

For more information on exporting opportunity information, refer to Exporting Opportunities.


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