Tracking prospects in ERPNext CRM

Since 5 November 2026, NFE tracks prospective customers in ERPNext's CRM, not in the Library's Potential Customers 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, one per deal, with its stage, probability and owner.
• Organisations: Prospects. People: Leads.
• Reports: Sales Pipeline Analytics and Opportunity Summary by Sales Stage. 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 addendum). Anyone else who needs the CRM asks Aaron.

How we record a prospect

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). Don't create CRM records through mcphub, which records them as Administrator's.

Sales stages and probabilities

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, 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.