Deals

1. What a Deal Is, and the Two Ways to Use It

Think of a Deal as a single card that holds everything about one opportunity: the contact’s details, its value, who owns it, any proposals, and the onboarding form the client fills in. As you make progress, you move the Deal through a series of stages.

1.1 Deal stages

Every Deal sits in one stage at a time. The stages, in order, are:

1.2 Two common workflows

Depending on the client, you will follow one of two paths after creating the Deal:

Both paths start the same way, create the Deal and sync the customer. The only difference is whether you send a proposal before collecting onboarding details.

2. The Deals List

The Deals list is your pipeline overview. Each Deal appears as a card showing its name, contact, company, value, expected close date, owner and current stage.

3. Creating a Deal from an Enquiry

To create a Deal:

1. 1On the Deals list, click Create Deal.
2. 2Fill in the Contact Information fields (see the table below). Fields marked * are required.
3. 3Choose the Stage (a new enquiry is usually “Open”) and the Responsible User who owns the Deal.
4. 4Click Save / Create Deal. Proffa confirms and opens the saved Deal so you can continue.

Deal fields:

4. Working a Deal, the Deal Workspace

Opening a Deal shows a workspace with a stage-progress tracker at the top and four tabs. You will spend most of your time on the Deal Information tab.

5. Step 1, Sync the Customer

On the Deal Information tab, find the client-sync panel and:

1. 1Make sure the Contact Name and Email are filled in and the Deal is saved.
2. 2Click Enable Client Sync.
3. 3Proffa creates the client and shows “Client synced to Proffa” with a Client ID and the date it was synced.

Optional, Sync to Dragon: if your practice uses the Dragon accounting system, a Sync to Dragon action creates or updates a matching account there for this contact.

6. Step 2 (Path A), Create a Proposal

If this opportunity needs a proposal, generate one after syncing the customer. (If you are not sending a proposal, skip to Section 7.)

1. 1On the Deal Information tab (or the Proposals tab), find the Generate Proposal panel, it appears once the customer has been synced.
2. 2Click Generate. Proffa opens the proposal builder for this client.
3. 3Build and send the proposal (covered in the Proposals manual).
4. 4Back on the Deal, the Proposals tab lists the proposal and its status; the Deal stage moves to “Proposal Sent”, then “Proposal Signed” once the client accepts.

7. Step 3, Collect the Onboarding Details

Whether or not you sent a proposal, the final step is collecting the client’s onboarding details using the onboarding form you set up in Settings → Onboarding Template.

7.1 Generate and send the link

1. 1On the Deal Information tab, make sure the Deal is saved and the Contact Name is filled in.
2. 2Click Generate Link. Proffa creates a unique onboarding link for this client.
3. 3Use Copy Link to copy it, or click Send Onboarding Link to email it directly to the client’s email address.
4. 4On Send, confirm with Send Email. Proffa emails the link and moves the Deal to “Onboarding Form Sent”.

7.2 The email the client receives

When you click Send Onboarding Link and confirm, Proffa sends the email on your behalf and records it on the Email History tab. The client does not need a Proffa account, everything happens straight from the email.

Sending a reminder: if the client hasn’t completed the form, open the Deal and click Send Reminder. Proffa emails a follow-up titled “Reminder #1: Complete Your Onboarding Form” (the number increases with each reminder you send), and every send is logged on the Email History tab.

7.3 How the client fills in and submits the form

From the client’s point of view:

1. 1They click the link (or button) in the email, which opens the onboarding form in their web browser, no login or password is needed.
2. 2The form is titled with your template name and shows the instruction “Please fill out all required fields marked with an asterisk (*)”.
3. 3They complete the fields, typing answers, choosing from dropdowns, picking dates, uploading documents (such as ID) and adding a digital signature wherever the form asks for them.
4. 4They click Submit Form. Proffa checks that every required field, including any required file uploads, is completed before it accepts the form.
5. 5On success they see a “Thank You!” confirmation showing the submission date, a summary of the information they entered, and a list of any documents they uploaded.

As soon as the client submits, the Deal automatically moves to “Onboarding Form Completed” and your team is notified, so you know the details are ready to review.

7.4 After the client submits, reviewing the details

Once the form is in, review what the client sent and act on it.

1. 1Open the Deal and use View Details to see the client’s submitted answers.
2. 2Download the completed form as a PDF if you need a copy for your records.
3. 3If something needs correcting, an admin can adjust the submitted answers, or use “Ask to fill again” to request a fresh submission.

8. Notes & Email History

Two supporting tabs help you keep the full story of a Deal in one place.

9. Onboarding Submissions

10. Editing, Deleting & Moving Deals

• Edit, click a Deal card (or its Edit button) to open and change any detail, then Save.
• Change stage, open the Deal and set the Stage field; some stages also update automatically as you send proposals and onboarding links.
• Mark Won / Lost, set the stage to Won when the client is on board, or Lost if the opportunity ends. These drop out of the Active and Overdue filters.
• Delete, use the Delete button on a Deal card (or in the Deal) and confirm. This removes the Deal permanently.