Tracking and managing opportunities

Overview

This article guides you through managing opportunities in Keka PSA—from updating opportunity details and adjusting stages to converting a successful opportunity into a project. It helps teams track sales progress, maintain opportunity data, and streamline the handoff to delivery teams.

Who can do this?

• PSA Admins
• Global Admins
• Project Admins or custom roles with opportunity management access

Pre-requisites

• Opportunities must be created before they can be updated or converted.
• A client or prospect must be linked to the opportunity during creation.
• Only users with the correct role permissions can convert opportunities into projects.

Updating an opportunity

1. Go to Projects → Opportunities and open the Opportunities List.
2. Select the opportunity to open the Opportunity Details page.
   
   
3. Add context in Notes, review the Activity Timeline, and manage Files as needed.
4. Click the three-dot menu → Update.
   
   
5. Edit required fields (e.g., amount, probability, expected close date, owner) and click Update to save.
   
   

Modifying opportunity stages

1. From Opportunity Details, change the stage via three-dot menu → Update or the colored stage tag under the name.
   
   
2. Alternatively, use Kanban view and drag the card to the target stage.
3. When set to Closed Won:
   1. The record appears under Closed and Pending Approval.
   2. An approval request is created in Pending Requests.

Converting an opportunity to a project

1. Navigate to Projects → Project List → Project Requests.
2. In Pending Requests, select the relevant opportunity.
3. Click Convert to Project (or Decline to reject).
   
   
4. If linked to an existing client, review the pre-filled Create Project form:
   1. Project Name, Description, Client, Start/End Dates
   2. Project Code, Project Manager, Billing Type
   3. Attach supporting documents if needed
5. Click Create to finalize.
   
   

Converting an opportunity under a prospect

1. Complete Client Details first:
   1. Client Name, Client Code, Client Manager
   2. Base Country, Billing Address
   3. (Optional) Description
2. Complete Project Details:
   1. Project Name, Code, Status, Project Manager
   2. Start/End Dates
   3. Enable billing based on timesheets if required
   4. Select Billing Model and allow expense linking if applicable
   5. (Optional) Description and documents
3. Click Create to generate the client and project in one flow.

How it connects with other modules

• Projects: Closed Won opportunities convert to projects with pre-filled details for quick kickoff.
• Invoices & Billing: Selected billing model during conversion drives downstream invoicing logic.
• Files/Docs: Attachments remain accessible for delivery teams post-conversion.
• Approvals: Governance via Pending Approvals before project creation.

FAQs

Q: Can I change the client or prospect linked to an opportunity after creation?
A: No. Once linked, the client or prospect cannot be changed.

Q: Can I attach new files after creating the opportunity?
A: Yes. Use the Files section within the opportunity to upload or manage attachments.

Q: What happens if I update the stage to Closed Lost?
A: The opportunity is archived under Closed and is not sent for approval.

Q: Can I auto-assign a project code when converting?
A: No. Enter it manually or follow your internal convention.

Troubleshooting

• Stage changed but not visible in Pending Requests: Ensure the stage is Closed Won and you have approval visibility.
• Cannot convert to project: Verify conversion permissions and that the opportunity is in an eligible stage.
• Missing pre-filled fields during conversion: Confirm the opportunity is linked to an existing client; prospects require client creation first.
• Approval stuck in Pending: Check approver configuration; re-trigger after validating mandatory fields.