Illustrative scenario · Sales
A company with a few sales reps and one billing clerk tracks leads, deals, offers, orders, invoices, and payments in BusinessIntents instead of in personal inboxes and spreadsheets.
Follow one prospect through qualification, a weighted pipeline, a quotation with automatic follow-up, a sales order, an approved invoice, settlement, and overdue reminders.
Already running BusinessIntents and willing to share your experience? Write to office@codbex.com. A customer story is published only after you approve every detail in writing.
The starting point
In this scenario, each rep keeps prospects in their own mailbox and spreadsheet. Offers are written in a word processor, accepted offers are re-typed as orders and invoices, and nobody notices an expired quotation or an overdue invoice until the customer calls. The company moves the whole sequence into BusinessIntents so that every step leaves a record the team can see.
How the work runs
Each step is a documented BusinessIntents workflow. Follow the links for the roles, statuses, and refusals behind it.
The rep records the prospect with contact details and source, logs calls and meetings as activities, and moves the lead from New to Contacted to Qualified. Nothing reaches the customer list until the rep converts it.
Read the workflowConvert to Customer creates the customer, and Create Opportunity opens a deal linked back to the lead. Expected value and win probability give a weighted value that the pipeline reports add up.
Read the workflowCreate Quotation carries the customer, currency, and owner onto a draft offer and moves the deal to Proposal. A follow-up task waits in the Sales group's Inbox, and a sent offer that passes its validity date expires by itself.
Read the workflowGenerate Sales Order copies the header and every line into a new sales order with its own number and confirmation flow, and marks the quotation as Ordered.
Read the workflowThe invoice is approved, checked against the customer's credit limit, issued with its SI number, and sent. Any unallocated payment the customer already has is applied automatically at issue.
Read the workflowPayments settle open invoices oldest first. Every Monday at 08:00 the system e-mails a polite reminder for each overdue invoice, and the billing clerk records escalations as a first reminder, second reminder, or final notice.
Read the workflowWhat changes
These are properties of the documented workflows, not measured results for a specific company.
Pipeline By Stage, Opportunities By Owner, and Won Lost Split read directly from the deals, so the forecast is the sum of weighted values rather than a separate spreadsheet.
Every quotation ends Accepted, Rejected, Ordered, or Expired, and its follow-up task leaves the Inbox as soon as the deal is resolved.
Overdue Invoices and Open Items by Customer give the collections list, and the Payment Reminders report records who was chased, when, and how firmly.
Limits worth knowing
The workflow guides state these boundaries of the current product, and the scenario respects them.
Generate Sales Order carries the customer and every line, but not the owner. Assign responsibility on the order if your process needs it.
The weekly reminders need the instance's outgoing-mail (SMTP) settings; without them the schedule runs but nothing is delivered. A different letter for each escalation level is planned, not available yet.
Accepting an offer creates the sales order, but the invoice is drafted separately by the billing clerk and does not move the order to Invoiced automatically.
Before you go live
These prerequisites come from the workflow guides. Everything else can stay as the suite ships it.
An Employee record for each rep whose username matches their login, so My Leads, My Opportunities, and My Quotations show their own work.
Customers with payment terms, a billing e-mail, and a credit limit where needed, and products with prices, units, and tax rates.
Reps in the Sales group for quotation follow-ups, and colleagues in the Approver, Issuer, and Sender groups for invoicing.
Reminder levels and thresholds (by default 3, 14, and 30 days past due) reviewed in Settings → Reminder Levels, and outgoing mail configured.
Implementation is led by the customer. Customers on every plan can contact the BusinessIntents team for assistance in English or Bulgarian, and the timing depends on the agreed scope.
Continue the evaluation
Each page below documents part of the scenario in full.
Decision-stage questions
No. It is a representative scenario built from the documented behavior of BusinessIntents. The company is generic, and no results or quotations are attributed to anyone.
Yes. Duplicate copies a quotation into a new draft with its own number, and one deal can carry several quotations, each linked back to it.
Yes. The Free Demo has no time limit and fewer features than paid access, and the team can tell you which modules in this scenario it includes. Standard costs €10 per user per month.
Fields, approvals, reports, and connected areas can be adapted when your process differs. That work is scoped and priced separately as Custom work.
Next step
Open the free demo to walk a lead through the pipeline, or ask the team how your sales process would map to it.
Already running BusinessIntents and willing to share your experience? Write to office@codbex.com. A customer story is published only after you approve every detail in writing.
