# Tracking prospects in ERPNext CRM

> Since 5 November 2026, NFE tracks prospective customers in **ERPNext's CRM**, not in the Library's [Potential Customers](https://bookstack.nearlyfreeenergy.com/link/61) table. This page explains how we record a prospect, which sales stage and probability to use, and how to keep the pipeline current. Owner: Aaron Tushabe.

## Where to look

- **The pipeline:** [Opportunities](https://erpnext.nearlyfreeenergy.com/desk/opportunity), one per deal, with its stage, probability and owner.
- **Organisations:** [Prospects](https://erpnext.nearlyfreeenergy.com/desk/prospect). **People:** [Leads](https://erpnext.nearlyfreeenergy.com/desk/lead).
- **Reports:** [Sales Pipeline Analytics](https://erpnext.nearlyfreeenergy.com/desk/query-report/Sales%20Pipeline%20Analytics) and [Opportunity Summary by Sales Stage](https://erpnext.nearlyfreeenergy.com/desk/query-report/Opportunity%20Summary%20by%20Sales%20Stage). Both count Opportunities only, which is why every prospect gets one.

**Access:** Aaron, Dansturn and Hillary have Sales User and Sales Manager (granted 5 November 2026; see the [ERPNext access review](https://bookstack.nearlyfreeenergy.com/link/226) addendum). Anyone else who needs the CRM asks Aaron.

## How we record a prospect

| ERPNext record | What it holds | Example |
|---|---|---|
| **Prospect** | The organisation or site. One per prospective customer | Example Heights Apartments |
| **Lead** | A named person there, added to the Prospect's *Leads* table | Jane Example (Property Manager) |
| **Contact** | Made automatically from each Lead | Jane Example |
| **Opportunity** | The deal, raised from the Prospect | CRM-OPP-2026-NNNNN |

## Adding a new prospect

1. **Prospect.** Give the organisation name, **Customer Group** (Commercial; Non Profit for churches and NGOs; Government), **Territory** Uganda, **Industry** (Real Estate for housing), and **Prospect Owner**, the NFE person leading it. On the Notes tab, add the size (apartments, households or MWh/month), how we met them, and a link to any Library page.
2. **Leads.** Make a Lead for each named person (first and last name, organisation, job title, Lead Owner), then add it to the Prospect's *Leads* table. Skip this step until you have a name.
3. **Opportunity.** On the Prospect, use **Create → Opportunity**. Set **Opportunity Type** Sales, the **Sales Stage** and **Probability** from the table below, the **Opportunity Owner**, and the **Contact Person** if there is one. Add the amount and expected closing date once you know them.

**Always set Probability.** A new Opportunity starts at 100%, which inflates the pipeline.

Claude can do all three steps with the erpnext-api skill, using your own key, so you show as the owner (see [Using ERPNext with Claude](https://bookstack.nearlyfreeenergy.com/link/225)). Don't create CRM records through mcphub, which records them as Administrator's.

## Sales stages and probabilities

| Where the deal is | Sales Stage | Probability |
|---|---|---|
| We know of the site but haven't reached anyone yet | Prospecting | 10% |
| In conversation with a named contact; screening the site (for Commercial RPMs, see [Assessing a Commercial RPM lead](https://bookstack.nearlyfreeenergy.com/link/188)) | Qualification | 20% |
| Proposal sent | Proposal/Price Quote | 40% |
| Negotiating terms | Negotiation/Review | 60% |

We don't use ERPNext's other stages (Needs Analysis, Value Proposition, Identifying Decision Makers, Perception Analysis).

## Keeping it current

- **After every meeting, call or email that moves a deal:** add a note on the Opportunity's Notes tab, and update its Sales Stage and Probability.
- **Leave Status at Open** while a deal is live. ERPNext closes Opportunities left at *Replied* for 15 days (CRM Settings).
- **Lost:** set Status to **Lost**. ERPNext asks for a reason, and the list starts empty, so add one if none fits (for example "Chose a competitor").
- **Paused:** use **Close** on the Opportunity, and **Reopen** when talks restart.
- **Won:** tell Aaron. We haven't yet decided how a won deal becomes an ERPNext Customer, since NFE's customers aren't in ERPNext yet.
- Keep the long-form story (site details, economics, history) on the customer's Library page, as for [Worship Harvest](https://bookstack.nearlyfreeenergy.com/link/190), and link it from the Prospect's notes.

## Not in the CRM

- **Sezibwa Homes** is an operating customer, not a prospect.
- **Arkright Estates** was left out when the list moved to ERPNext on 5 November 2026.

*Last reviewed 5 November 2026 by Aaron Tushabe.*