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      Auto Close Pending

      This feature streamlines sales tracking, improves CRM accuracy, and enhances sales team efficiency by automatically managing pending statuses based on real-time order data.

      What is Auto Close Pending?

      Auto Close Pending is a functionality that automatically updates the status of pending items to "Won" or "Lost" based on the presence or absence of corresponding orders within a specified timeframe.

      Why is this Important?

      This feature ensures outdated pending items are accurately reflected in the CRM, reducing manual oversight and maintaining the integrity of sales data. By automatically closing outdated pending items, sales teams can focus on current opportunities without the clutter of obsolete entries.

      How it Works

      Automatically Closing Old Pending

      Criteria:

      • Applies to pending items that only have past months dated more than 30 days ago and no future months.

      • For reconciliation to occur, the pending item and the order must belong to the same Business Unit, the same Budget Category, and the same Month.

      Process:

      • If an order was received for the client during those past months, the pending status is marked as "Won."

      • If no order was received, the pending status is marked as "Lost."

      Default Setting:

      • Enabled for all team members by default.

      Automatically Closing Pending When an Order is Received

      Criteria:

      • When an order is received in ShareBuilders CRM that matches a pending item.

      • The order and the pending item must belong to the same Business Unit, the same Budget Category, and the same Month for reconciliation to work.

      Process:

      • If the order amount is equal to or greater than the pending amount for the month, the pending status is marked as "Won."

      • If the order amount is less than the pending amount, the pending remains active, but the pending dollars are adjusted to reflect the difference.

      Default Setting:

      • Disabled by default; requires manager approval to be activated.

      Examples

      Old Pending

      A pending item for "Southern Wine and Spirits" with only past months older than 30 days will be automatically closed.

      • If no order was received during those months, it will be marked as "Lost."

      • If an order was received, it will be marked as "Won."

      Order Received

      For "154th Street Medical Plaza":

      • If a pending amount of $2,500 is recorded for October and an order of $2,500 or more is received, the pending status is marked "Won."

      • If an order of $2,400 is received, the pending remains active with an adjusted amount of $100.

      Summary of How it Works

      • If the order amount is equal to or greater than the pending amount for the month, the pending will be marked "Won."

      • If the order amount is less than the pending amount, or if only partial months of a multi-month pending receive an order, the pending remains active. The pending dollars will be adjusted to reflect the difference.

      • For reconciliation to work, the pending item and the order must belong to the same Business Unit, the same Budget Category, and the same Month.

      This feature streamlines sales tracking, improves CRM accuracy, and enhances sales team efficiency by automatically managing pending statuses based on real-time order data.