Opportunities
Track a sale from first enquiry to won or lost, on a pipeline you shape, with the whole story of it in one place.
An opportunity is one potential sale. It holds who it is with, what it is worth, how likely it is, where it has got to, and everything that has happened on it. You move it along a pipeline you define, and when it ends you record whether you won or lost it and why.
Opportunities is part of the Pro tier. To use it, upgrade from License Settings.
An opportunity is not a demo or a proposal
Demos and proposals live on the Deal Pipeline, which tracks those activities in their own right. An opportunity is the sale itself, and a demo or proposal can be attached to one. Use the Deal Pipeline to work through this week's demos. Use Opportunities to answer what you are going to close.
What you can do
Build the pipeline your sales actually follow
name your own stages, keep more than one pipeline, and reorder or rename stages whenever the process changes
See where every sale stands
one column per stage, with a count and a running value at the top of each
Move a sale forward
drag it to the next stage, or change its stage from the card
Record what a sale is worth
a value in its own currency, and how likely you think it is
Say who it is with
link any number of contacts and companies, mark who is primary, and record what part each person plays
Keep the next step visible
link existing tasks or create one from the sale, and see what is scheduled
Close it honestly
mark it Won or Lost with a reason, or put it On Hold when it stalls
Get the whole story back
notes you write, the history PrimeTask records for you, and every call, email, meeting, demo and proposal attached to it
Take the numbers elsewhere
How to open Opportunities
- CRM dashboard: open PrimeCRM, then under Sales Activity Trackers choose Opportunities. This is the main way in
- Search: search for the sale by name from anywhere, and open it from the results
- Sales Activity Dashboard: open it from Sales Activity Dashboard
- From a report: any figure in Reports opens the opportunities behind it
- From a linked task: a task linked to a sale takes you back to it
- From an activity: a call, email, meeting, demo or proposal attached to a sale links to it
- From a project note: a note that mentions a sale links straight to it
- By promoting an activity: turning an activity into a new opportunity creates it and opens it. See Activities
- Through an AI assistant: see PrimeCRM and AI assistants
The board
Each column is a stage in the pipeline you are looking at, and each card is one sale. Every column heading shows how many sales sit there and what they are worth, and the summary at the top of the page gives the same for the whole pipeline.
Moving a sale
Drag a card to another column, or use the stage control on the card itself.
Dragging also sets the card's position within a column, so you can order the cards inside a stage by hand. That hand ordering is only available when the board is showing everything in manual order, because a card takes its position from the cards it lands between: if a filter is showing only some of them, or the board is sorted by value, the spot you dropped it in would not be the spot it kept. When the board is narrowed or sorted, the stage control on the card still moves a sale, and clearing the filters brings dragging back.
More than one pipeline
If you sell in more than one way, you can keep separate pipelines and switch between them. The pipeline name at the top of the board is also the switcher: it lists every pipeline with how many stages each has, marks which is the default, and lets you create a new one or manage them.
A board shows one pipeline at a time. Its columns, totals and filters all describe the sales on that pipeline. To move a sale to a different pipeline, see Moving a sale to another pipeline below.
Narrowing what you see
Search by name, and filter by stage, state, owner, priority, category, type, label, currency, start date range or expected close date range. You can also show only sales whose close date has passed, or narrow by whether a sale has a next action scheduled, has nothing scheduled, or has one that is overdue.
Sort by priority, value, probability, start date, close date, next action, days in stage, when it was created, or name. Clear all puts everything back.
Filters are for the moment, the rest is remembered
Your search and filters clear when you switch pipeline or scope, because they describe a question you were asking rather than how you like to work. Whether the page header is showing, which columns you collapsed and how you sort are remembered for each board.
Stages, from the board
Every column carries the stage controls. From a column you can add a sale to it, rename the stage, collapse the column, delete the stage, or delete every sale shown in it.
Deleting a stage that still holds sales asks where they should go, and moves them there. A pipeline always keeps at least one stage. Renaming is instant: drag a stage heading sideways to reorder the columns.
Delete all removes the sales, not just the column
Delete all on a column deletes those sales permanently, along with their notes and anything attached to them. If the board is filtered it deletes what is shown. This cannot be undone.
On hold and closed
Sales that are on hold, and sales that have been won or lost, leave the stage columns and collect at the end of the board, one group each. They stay one click away, with the reason you gave and a Reopen button on each.
You can also drag a card onto either group to close it or put it on hold. Nothing is saved until you confirm, so changing your mind leaves the card exactly where it was.
Right-click a card
Right-clicking a sale, on the board or in the list, opens a menu of everything you can do to it without opening it first:
- Open Opportunity - go to its own page
- Copy Link - copy a
primetask://deep link to this sale, usable in Apple Shortcuts, Alfred, Raycast, Obsidian, or any tool that opens custom URLs. See External Integrations Settings - Edit Opportunity - open the editing form
- Move to pipeline - only when you have a second pipeline to move it to
- Mark as Won, Mark as Lost, Put On Hold, or Reopen - whichever apply to the state it is in
- Open Primary Contact and Open Primary Company - only when the sale has them
- Duplicate and Delete Opportunity
Copy Link appears only when deep links are turned on in Settings - External Integrations.
One opportunity
Opening a sale gives you its own page: everything about it on one side, and its full story on the other.
What you can record
Name is all that is required. Everything else is optional and can be filled in as you learn it:
- Value and the currency it is in
- Probability, how likely you think the sale is
- Pipeline and stage, and how many days it has sat where it is
- State: open, on hold, won or lost
- Priority, category and type
- Start date and expected close date. When you close a sale, PrimeTask records the date it actually closed
- Labels, this sale's own words for finding it later. These are separate from task tags
- Description, anything worth remembering about the sale
Every one of these can be edited straight on the page.
Description and notes are different things
The description is a single field you keep current, a standing summary of the sale. Notes are dated entries on the timeline that build up over time. A sale has both.
Categories, types and roles
Categories, types and contact roles are yours to define, so they match how you actually classify work. Set them up in Opportunity settings, reachable from the board. See Opportunity Settings.
People and companies
Link as many contacts and companies as the sale involves, and mark one of each as primary. The primary is the one that shows on the card and stands for the sale in reports.
Each contact can also carry a role, which records what part that person plays: who signs, who evaluates, who introduced you. Roles are yours to define.
Linking a person here does not change their own record. Opening a name takes you to their page, where the sale appears among everything else they are involved in.
Next steps
A sale can carry tasks. Link tasks that already exist, or type a name and create one on the spot, and it will carry the sale's contacts and companies with it. Each task shows its status, priority and due date, and opening one takes you to the task with the entry explaining the link already in view.
Removing a task from a sale unlinks it. The task itself is kept.
The board uses these to work out a sale's next action: the soonest task on it that is not finished. That is what the next-action filters and sort read.
The timeline
The timeline is the sale's history: notes you write, the record PrimeTask keeps of what changed, and every activity attached to the sale. See The Opportunity Timeline.
Proposals attached to a sale are also gathered into their own short summary, so what you have offered is readable without scrolling the whole history.
Moving a sale to another pipeline
Choose a different pipeline on the sale's own page, or use the sale's menu on the board. Because it changes where the sale lives, PrimeTask asks you to confirm the destination pipeline and stage first, and nothing is written until you do.
Winning, losing and pausing
A sale is in one of four states.
| State | What it means |
|---|---|
| Open | Live, and counted in your pipeline value and forecast |
| On Hold | Paused rather than ended. Still open, but left out of the forecast |
| Won | Closed, and counted as won |
| Lost | Closed, and counted as lost |
Lost asks for a reason and offers a short list to pick from, with room to write your own. Won and On Hold offer the same convenience but the reason is optional, so pausing or closing a sale is a click if you are in a hurry.
Reopening a sale from on hold or from closed puts it back on the board at its stage.
On hold is still open
A sale on hold is counted as open, because it has not been won or lost. It is deliberately left out of pipeline value and the closing forecast, so a stalled sale does not flatter your numbers.
Things worth knowing
Deleting a sale, and the gentler alternative
Deleting is permanent. Its tasks, contacts, companies and activities are kept, and comments mentioning it keep their words, but the sale itself and its notes are gone.
Mark it Lost instead, if it simply did not happen
Lost keeps the sale, the reason and the history, so it still counts in your win rate and you can see later what went wrong. Delete is for a sale that should never have existed.
Each currency stands on its own
A sale is worth what it is worth, in the currency you set. PrimeTask never converts between currencies or adds them together. Where a total covers sales in more than one currency, each currency is shown separately, on the board and in Reports alike.
A pipeline a team can work
Opportunities travel with your Space, so a pipeline is not something you have to keep to yourself. Everything on it syncs: the pipelines, the sales on them, their timeline notes, and your categories and types.
In a shared Space, mentioning a member in a timeline note tells them. They get a notification naming you and the sale, and only they are told. See The Timeline and File Sync Collaboration.
Linking two Spaces is a different thing
Sharing a Space with people carries everything. Linking one Space to another Space lets you tick which collections flow across, and there Opportunity Notes is separate from Opportunities, so a pipeline can be passed on without the commentary written on it. See Space Sharing Between Spaces.
Shared and project pipelines never mix
Opportunities exist in your shared CRM and, if a project runs its own, in that project's CRM. A sale belongs to one or the other and never appears in both, and a project's figures are never added to your shared totals. Use the scope selector to switch between them. See Shared vs Isolated CRM.
Exporting
Export from the board as CSV or JSON. It exports what is on the board: the pipeline you are looking at, after your current search and filters, in the order the cards are drawn. JSON carries the full records with a name for every reference. See CRM Import and Export.
Common questions
"What is the difference between this and the Deal Pipeline?"
The Deal Pipeline tracks demos and proposals as activities, so you can see this week's demos and which proposals are outstanding. Opportunities tracks the sale itself from beginning to end. They work together: a demo or a proposal can be attached to an opportunity, and its value then appears in the sale's proposals summary.
"Do I have to fill everything in?"
No. A name is all that is required. Value, dates, people and the rest can be added as you find them out, and the fields you have not used stay tucked away.
"I put a sale on hold. Is it still in my pipeline?"
It is still open, and it is still counted as an open sale. It is left out of pipeline value and the closing forecast, because a paused sale should not make your forecast look better than it is.
"Why can I not drag my cards into the order I want?"
Card ordering is only available when the board is showing everything in manual order. Clear your search and filters, set the sort back to manual, and dragging comes back. You can always change a sale's stage from the card itself.
"What happens to the tasks and people if I delete a sale?"
They are kept. Tasks, contacts, companies and activities all carry on existing, and comments that mentioned the sale keep their words. Only the sale and its own notes are removed.
"Can I run two different sales processes?"
Yes. Keep a pipeline for each, with its own stages, and switch between them from the board. A sale can be moved from one to the other, with a confirmation first.
Where to go next
| If you want to… | Read this |
|---|---|
| Set up pipelines, stages, categories, types and roles | Opportunity Settings |
| Write notes and read a sale's history | The Opportunity Timeline |
| Attach a call, email, meeting, demo or proposal | Activities and Opportunities |
| Track demos and proposals in their own right | Deal Pipeline |
| See win rates, forecasts and stage performance | CRM and Reports |
| Keep a project's sales separate from your shared CRM | Shared vs Isolated CRM |
| Let an AI assistant read and update your sales | PrimeCRM and AI assistants |