Knowledge Base

A workspace in DealJourney is an isolated environment for your company's data. Each user can belong to more than one workspace, and data (opportunities, contacts, invoices, reports) stays completely separate between them.

The first person to sign up creates the workspace. During onboarding you'll set your company name, primary contact details, and default currency. These show up across quotes, invoices, email templates, and reports, so it's worth getting them right the first time.

After your workspace is live, the Getting Started checklist walks you through the essentials: completing your company profile, importing existing contacts and pipeline data, connecting email, and inviting teammates.

Team invitations are sent by email from the admin area. Invitees receive a link to set their password and land directly in your workspace, pre-assigned to the role you chose for them.

DealJourney uses three role tiers. Regular users can work with opportunities, contacts, tickets, and every page they have access to, but can't change tenant-wide settings. Tenant admins have full access to your workspace. They can invite and remove users, edit custom fields, change pipeline stages, connect integrations, and configure page-level access. Platform administrators are reserved for DealJourney staff; you won't assign this role yourself.

On top of roles, tenant admins can enable or disable specific pages per role. If your support team should see tickets but not opportunities, or finance should see invoices but not leads, you can configure that under Page Access.

When a teammate leaves, you can remove them from the workspace. The records they touched stay intact, but they can no longer sign in.

The dashboard is the first thing you see when you sign in. It combines the metrics that matter for the day, a live activity feed, and quick entry points into the work waiting for you.

The KPI row shows the numbers your team lives by: monthly recurring revenue, pipeline value, win rate, active customers, and more. These update in real time as opportunities move and deals close.

Today's schedule lists the calendar events, calls, and tasks scheduled for the current day, pulled from your connected calendar and the activities recorded inside DealJourney. Overdue items surface at the top so nothing slips.

The weighted pipeline visualises your forecast by applying each opportunity's probability to its value. It's the quickest sanity check on whether the quarter is on track. The activity feed below it shows what the rest of your team has been doing: closed deals, new leads, invoices sent, tickets resolved.

Your pipeline is a sequence of stages each opportunity moves through, from first interest to a closed deal. DealJourney ships with a sensible default pipeline, typically Prospecting, Qualification, Proposal, Negotiation, Closed Won, and Closed Lost, but you'll want to tune it to match your sales motion.

A tenant admin can rename, reorder, add, and archive stages from Stage Management. Each stage has a default win probability used by the weighted pipeline view and revenue forecast. Terminal stages are marked as Won or Lost so reports treat them correctly.

New opportunities start in the first stage by default. You can drag an opportunity between stages in the Kanban view, change it inline from the list view, or update it on the detail page. All three are equivalent.

DealJourney imports CSV files for contacts, customers, leads, opportunities, and products. The import flow reads your file, lets you map each column to a DealJourney field (including custom fields), and previews a sample row so you can catch mistakes before committing.

Each row becomes a record, and relationships are resolved automatically: if your contact rows reference a company name already in your workspace, they'll be linked to that customer rather than duplicating.

Imports run in the background. You'll get a summary at the end showing how many rows were created, how many were updated, and what failed validation, with a row-level reason so you can fix your source file and retry.

An opportunity represents one potential sale. It tracks the amount, the owner, the close date, the stage, and every interaction between your team and the prospect.

Every opportunity has a name, an amount with currency, an expected close date, a stage, a probability, and a primary owner. You can also attach recurring and non-recurring revenue line items, which is useful when a deal bundles a subscription, a setup fee, and professional services onto the same contract.

Opportunities link back to the contact and customer they belong to, so you always see the full relationship history. If the opportunity came from a lead, the lineage is preserved through conversion, giving you a clear attribution trail in reports on channel performance.

An opportunity's stage tells the team where it is in the sales process; its probability tells you how likely it is to close. Default probabilities are set per stage by a tenant admin, and individual opportunities can override the default when a specific deal is unusually strong or weak.

On top of stage and probability, each opportunity has a forecast category (Pipeline, Best Case, Commit, or Closed) which is what most sales leaders actually use to roll up to a number. Forecast category is independent of stage, so a late-stage deal can still sit in Best Case if the rep isn't fully confident.

The Kanban view shows opportunities as cards grouped by stage. Drag a card to change stages, click it to open the record, and use the filters to narrow to an owner, a period, or a custom field value.

The list view is the same data in a dense table. It's the fastest way to scan a lot of opportunities, sort by amount or close date, and edit multiple rows with bulk actions.

The detail view is where real work happens: every field is visible and editable, and the page pulls together the activity timeline, linked contacts and companies, quotes, invoices, and AI-generated insights for the deal.

Weighted pipeline value multiplies each opportunity's amount by its probability, then sums across the set you're looking at. It's the classic rough-cut forecast and appears on the dashboard and in every pipeline report.

For a tighter number, use the forecast category roll-up. Commit is the rep's confident number, Best Case adds the stretch, and Pipeline is everything else still in play. Tracking these three numbers week over week is the simplest early warning system for a slipping quarter.

Select multiple opportunities from the list view and you unlock bulk actions: reassigning ownership, deleting, changing stage, or exporting to CSV. Bulk delete and bulk assign run in the background and require a confirmation step before anything is persisted.

CSV export lets you choose which columns to include (custom fields included) and ships the file as a download. It's the quickest way to get pipeline data into a spreadsheet for one-off analysis or to share with someone outside DealJourney.

A tenant admin can add custom fields to the opportunity record from the Entity Fields manager. Supported types include short text, long text, number, date, single select, multi-select, and boolean. Every custom field becomes a column in the list view, a filter in the Kanban, and a variable available inside email templates and workflow rules.

The same manager can rename and reword the built-in fields, turning "Amount" into "Contract Value" or marking "Close Date" as required, so the product uses your company's vocabulary instead of ours.

Every opportunity has a primary user who is accountable for driving it forward. You can also set a secondary user (the sales engineer, the account manager, the executive sponsor) who appears alongside the owner on the record and in reports.

Collaborators beyond these two can follow an opportunity by being mentioned in notes or added as watchers. Anyone with page access can see the full timeline regardless of ownership, but the assignment views and quota reports attribute credit to the primary owner.

A lead is a contact or company that has shown interest but isn't yet qualified as a real sales opportunity. Leads have their own statuses, owners, and custom fields, distinct from opportunities.

When a lead is qualified, converting it creates a real opportunity and, optionally, a customer and contact, preserving the full lineage from first touch to closed deal. That matters when you later want to attribute revenue back to the channel that sourced it.

Every lead carries a source: the channel that brought them in. Sources are configurable per tenant and can be anything meaningful to your business: inbound form, trade show, referral, cold outbound, paid search. Reporting by source shows which channels actually produce closed revenue, not just raw signups.

Lead status is the qualification stage. The default progression is New to Contacted to Qualified to Converted, with an Unqualified terminal state, but you can reshape it to match your workflow.

DealJourney scores leads using the signals it has available: source, firmographics, recency of activity, custom field values, and historical conversion patterns in your own data. The score is visible on the lead list so reps can prioritise their day without guessing.

Scores are advisory, not gating. You can sort, filter, and build workflows around them, but the lead still lives in the funnel and is worked the same way regardless of whether the score is high or low.

Conversion creates an opportunity from the lead and carries across everything that should travel with it: the contact, the company (as a customer record), the notes, the activity history, and the original source. The lead is marked Converted and stays in the funnel as a historical record.

You choose whether to create a new customer or link to an existing one, so re-converting a known account doesn't produce duplicates.

Leads import through the same CSV flow used for contacts and opportunities: upload, map columns, preview, commit. Source and status can be set from the file, and custom fields map across automatically as long as the column headers match.

For continuous inbound (a website form, a marketing tool, a partner portal), the public REST API and webhooks are a better fit than repeated imports. Point your source at the leads endpoint and new records land in the funnel in real time.

A contact is a person. It holds their name, email, phone, job title, and any custom fields you add. A customer is the organisation the contact works for: a company, a public entity, a household, whatever your business sells to.

Contacts are linked to customers through an organisation mapping, which means one contact can be associated with more than one customer. This is useful for consultants who work across multiple client organisations, or for sellers who follow a buyer as they move between companies.

Both records have full activity timelines and can be assigned to an owner. Customer records also store billing-relevant fields (address, VAT or tax ID, website, industry) that flow straight onto quotes and invoices without rekeying.

Tags are lightweight labels you attach to a contact or customer. They're fast to apply and work well for cross-cutting categories: strategic account, referral partner, VIP, churned. Tags are searchable and filterable everywhere contacts and customers appear.

For structured data you need consistently, use custom fields. Unlike tags, custom fields have defined types (select, number, date, and others), optional validation, and show up as proper columns in exports. If you're going to aggregate or report on it, make it a custom field.

The timeline on a contact or customer record aggregates every interaction DealJourney knows about: emails sent and received, calls logged, meetings scheduled, notes added, tasks completed, tickets opened, opportunities created. Anything synced from Gmail or Outlook lands here automatically.

You can add entries manually (logging a call, jotting a note) and filter the timeline by type when you're looking for something specific. When a contact moves between customers, the timeline follows the contact rather than being orphaned.

The import flow accepts CSV files with any column layout. Upload the file, match each column to a DealJourney field, and preview a sample row. The import runs in the background and reports back with a full result (created, updated, skipped, failed) with a row-level reason when something doesn't land.

Existing records are matched by email (for contacts) or name (for customers), so re-importing an updated list extends what's there rather than duplicating.

Every list view (contacts, customers, opportunities, leads, tickets, invoices) supports a CSV export with column selection. Custom fields are included when you tick them. Exports are generated synchronously for small sets and asynchronously for larger ones.

Your data is yours. The public REST API gives you a second, programmatic route if you want to mirror data into a warehouse or another tool rather than exporting manually.

A subscription is a recurring contractual relationship with a customer: the line items they pay for, the cadence they pay on, and the period the agreement covers. Subscriptions underpin the MRR, ARR, churn, and NRR numbers on your dashboard. Those aren't derived from invoices alone, they're derived from the underlying subscription state.

Each subscription has one or more line items. A line item has a product, a quantity, a unit price, and an interval: monthly, quarterly, annual, or custom. Mixing intervals on a single subscription is supported, so a platform fee paid monthly and an annual support retainer can sit on the same contract.

Subscriptions progress through a small set of statuses. Active is the default working state. Paused is a temporary hold: billing pauses but the subscription is still on the books. Cancelled means the customer has ended the subscription and it won't renew. Churned is the analytics-facing status used to calculate churn MRR in reports.

Each subscription carries a renewal date, a renewal amount, and an auto-renew flag. The renewals view gives you a forward calendar of everything coming up so your team can get ahead of a conversation before the customer does.

Not everything your team sells is recurring. Setup fees, professional services engagements, hardware, and one-time add-ons are captured as non-recurring items on the opportunity or customer record. They generate invoices and appear in revenue reports, but they're segregated from MRR so subscription metrics stay clean.

The quote editor turns the line items on an opportunity into a customer-ready document. It pulls your company profile, the customer's billing details, and any recurring and non-recurring items already attached to the deal. You can tune the layout, add notes, and email the quote directly from DealJourney, with the send logged as an interaction on the opportunity timeline.

Invoices can be created manually, generated from a quote, or produced automatically when an opportunity is marked Won. The last option is the default for ERP-connected workspaces and removes most of the finance handoff.

Every invoice has a status: Draft, Sent, Paid, Overdue, or Cancelled. You can email invoices to the customer with an attached email template, record payments, and see the full ageing view across your customer base.

If you've connected an accounting system like PowerOffice, e-conomic, Tripletex, Fortnox, or Fiken, DealJourney mirrors invoices from the ERP into the same table, so native and ERP-issued invoices appear in a single unified view.

Tickets are how DealJourney handles customer support, onboarding requests, and anything else that needs a tracked conversation. Unlike a generic shared inbox, every ticket is linked (automatically or manually) to the customer and contact it's about, so the rep replying has the full history right there: what they've bought, which deals are open, what was said last time.

Each ticket carries a status, a priority, a source, an assignee, a set of tags, and any custom fields you've added. The conversation itself (replies, internal notes, attachments) lives on the ticket and threads with the customer's email.

Point a support address at DealJourney and inbound messages become tickets. Replies from the customer are threaded onto the existing ticket by message-id, so conversations stay together even when the subject line drifts. Outbound replies from DealJourney go back to the customer from the same address, keeping the experience identical to working in a mail client.

Tickets can also come in through the public submission widget (embeddable on your website or help centre), through the REST API, or be created manually by a rep after a call or chat.

The ticketing UI uses a three-column layout: the list of tickets on the left, the conversation in the middle, the composer and context on the right. Keyboard shortcuts let you move between tickets, change status, and send replies without leaving the keyboard.

A Kanban view is available when you want to see tickets grouped by status or priority instead of as a flat list.

Tags are free-form labels for classification: bug, billing question, onboarding, whatever your team uses. Custom fields add structured metadata that can drive reports or workflow rules: severity level, product area, requested response time.

Tickets link to a customer and a contact. If neither exists yet, DealJourney can create them on the fly from the sender's email, so you never lose a conversation just because the person hadn't been set up in the CRM first.

The Sales report covers pipeline by stage, win rate, sales cycle length, and quota attainment. The Revenue report covers MRR, ARR, growth, churn, net revenue retention, and average revenue per account. The Customers report covers acquisitions, churn, lifetime value, and account concentration. The Activity report covers what your team is doing (emails sent, calls logged, meetings held) broken down by user and over time.

The Explore tab is the ad-hoc drilldown where you can filter and slice any of the underlying metrics on demand without leaving the built-in reports and building something from scratch.

Dashboard KPIs are the headline metrics pulled from the full report set: MRR, ARR, NRR, ARPA, win rate, pipeline value, active customers, weighted pipeline, ticket backlog. They refresh as data changes and can be filtered by period the same way the reports themselves are.

Regular users see the KPIs they have page access to; tenant admins can configure which cards appear and in what order.

Reports have a consistent period picker: this month, this quarter, this year, last month, last quarter, or a custom range. Where it makes sense, reports also show a comparison to the previous equivalent period (this month versus last month, this quarter versus the same quarter a year ago) so trend direction is obvious without reading two views side by side.

Any filtered configuration can be saved as a named report. Saved reports are yours by default; tenant admins can make them available to the whole workspace. Pin the ones your team opens every morning and they'll sit one click away on the reports landing page.

A trigger fires when something happens to a record: a new lead is created, an opportunity changes stage, a subscription approaches renewal. Conditions filter that trigger down to cases that actually matter. Actions are what the automation does in response.

Rules are evaluated in the background with a full execution log. Every run, every success, every failure is recorded so you can debug a rule that isn't behaving and confirm the one you care about is actually firing.

Workflow rules can trigger on leads, opportunities, customers, contacts, subscriptions, and invoices. The event set covers creation, updates, status and stage changes, field changes, Won and Lost, and subscription-specific events like renewal coming up or churn.

Conditions can compare fields to literal values, to other fields on the same record, or to fields on related records, so "opportunity amount greater than £10k AND primary owner is on the enterprise team" is expressible in a single rule.

Out of the box, rules can send an email using a template, update a field on the triggering record or a related one, create a task or activity, reassign an owner, send an in-app notification to a user, or call an external webhook. Email actions merge the record's data into the template, so output is personalised without manual editing.

SMS is available as a workflow action when Link Mobility is connected at the tenant level.

An action can fire right away or be scheduled for later. "Send a follow-up email three days after the opportunity is created" is a delayed action. Scheduled actions sit in a queue and execute at their due time. If the underlying record has changed in a way that invalidates the rule, for example the opportunity is already Closed Won, the rule can be configured to skip rather than fire redundantly.

The visual workflow builder is a graph editor: trigger on the left, conditions in the middle, actions on the right, connected by arrows. Most teams build every rule in the visual builder; power users can drop into the raw rule configuration for advanced matching logic.

DealJourney connects to PowerOffice, e-conomic, Tripletex, Fortnox, and Fiken. Each integration syncs customers, products, and invoices bidirectionally. When you close an opportunity as Won, DealJourney creates a draft invoice in the connected ERP. Your finance team finalises and sends it from their system of record, and the invoice is mirrored back into DealJourney so reps can see exactly what was billed.

Field mappings are configurable: your chart of accounts, VAT codes, payment terms, and product catalogue can all be aligned with the ERP's setup so nothing has to be edited after sync.

Google Workspace and Microsoft 365 both connect via OAuth. Once connected, emails to and from your contacts sync to their timeline, calendar events appear on your schedule in DealJourney, and outbound emails sent from the embedded composer land in your actual Gmail or Outlook Sent folder.

Dedicated add-ons for Gmail and Outlook let you work inside the mail client: look up a contact's CRM profile, add notes, log calls, and create opportunities without switching tabs.

Attach contracts, decks, and quotes stored in Google Drive or SharePoint directly to opportunities, customers, and tickets. DealJourney stores the reference rather than a copy, so permissions on the source file stay authoritative and the team always sees the current version.

DealJourney supports SMS through Link Mobility. Once the integration is configured at the tenant level, SMS becomes available as a workflow action and as a send-from-record option on contacts and leads. Deliverability and reply handling are managed by the provider; delivery status is logged back into DealJourney.

Every record type in DealJourney (opportunities, leads, customers, contacts, products, subscriptions, invoices, activities, notes, email templates, custom fields, pipelines, users) is exposed through a versioned public REST API. API keys are scoped: you grant read, write, or delete for each entity family so a key only has the access it actually needs.

The API is the same surface DealJourney uses internally, so whatever you can see in the UI you can read, create, update, or delete through the API.

Webhooks send an HTTP request to a URL you control whenever something you care about happens: a lead is created, an opportunity closes, an invoice is paid. Each webhook subscription targets specific entity types and events, and delivery is retried with exponential backoff on failure.

Incoming webhooks handle the other direction: callbacks from ERP systems, SMS providers, and other integrations that need to push state back to DealJourney.

Every user in a workspace has one of three roles. Regular users see and work with the records they have access to. Tenant admins have full control over the workspace: users, fields, pipelines, integrations, and configuration. Platform administrators exist for DealJourney operations and are not assigned by customer admins.

Role assignment is straightforward; page-level access control is where things get nuanced.

Not every team needs to see every page. Support shouldn't necessarily see revenue reports; sales shouldn't necessarily see the ticket inbox. From the Page Access configuration, tenant admins can enable or disable individual pages per role. Pages disabled for a role are hidden from navigation and return an access denied response if accessed directly.

Page access pairs with role permissions: a regular user with ticket access can work tickets; a tenant admin always has full access regardless of page access settings.

From Entity Fields, tenant admins can add custom fields to opportunities, leads, contacts, customers, tickets, subscriptions, and invoices. Supported types include short text, long text, number, date, single select, multi-select, and boolean. Each field can be marked required, hidden on the creation form, or exposed through the API.

The same page can rename and reword the built-in fields, turning "Amount" into "Contract Value", marking "Close Date" as required, or adding helper text. The goal is that the product uses your company's vocabulary, not ours.

DealJourney writes an audit event for every material change in the workspace: record creation, update, and deletion, configuration changes, integration sync events, webhook deliveries, user invites, and role changes. The audit trail is a compliance-grade log your team can request a copy of if you need to investigate an incident or demonstrate controls to a customer's security team.

Tenant admins add users by email invitation and set their role at invite time. Removing a user blocks their sign-in while preserving the historical records they touched. A customer conversation from two years ago still shows the original owner. When ownership needs to move, bulk reassignment on the opportunity list view is usually the fastest path.