How Do I Create a Deal?

Learn how to create a deal in HubSpot. Deals are opportunities for future work and are the most important piece of information tracked in HubSpot as they allow tremendous insight into the sales pipeline.

1. Access HubSpot by visiting https://login.hubspot.com.
2. Click CRM in the left menu bar and then click Deals.
3. Click the Create Deal button. A sidebar will pop out.
4. Provide as much information as possible in the sidebar. Fields marked with an asterisk (*) are required. The fields mentioned below are the ones that need further clarification. Any fields not mentioned below should be self-explanatory.
   
   1. Deal Name
      This will be the exact project name in Deltek Vantagepoint.
   2. Pipeline
      B&W only uses one pipeline. Simply accept the default here.
   3. Deal Stage (only use the below options) =
      

      Lead	Simply an idea for future work, no work required on it yet
      Qualified Lead	Client does not yet want a proposal, but we are working on it and need to bill time. A Vantagepoint Project will be created automatically for Deals in this Stage.
      Proposal Requested	The client is asking us for a proposal or there is a bid date published by which we need to submit. A Vantagepoint Project will be created automatically for Deals in this Stage (if one does not already exist).
      Proposal Submitted	We sent our proposal/bid to the client and are waiting for a signed agreement. A Vantagepoint Project will be created automatically for Deals in this Stage (if one does not already exist).
      Contract Pending	We have received verbal confirmation of being awarded the project, but we are still waiting for a signed contract.
      Closed Won	We received a contractual agreement for the work. Verbal confirmation that we are going to win the work is NOT sufficient for changing a Deal to this Stage. A Vantagepoint Project will be created automatically for Deals in this Stage (if one does not already exist).
      Closed Lost	We learned that the work has been awarded to another firm.
      Cancelled by Client	The client informed us that they were delaying or cancelling the project altogether. It will not be awarded to anyone.
      Withdrawn	We began to pursue the work, but ultimately decided not to submit or were unable to negotiate.
      No-Go	After a meeting, it was determined that the project will not be pursued. (Typically used by Marketing)
      CCNA - Open	We are pursuing a CCNA/MSA/shortlist/prequal. No billable project will be directly associated with this pursuit. This stage generates a MK# that has a promotional charge type.
      CCNA -Won	We have received notification of being selected for the CCNA/MSA/shortlist/prequal for potential future work. Any billable projects that are a direct result of this MK# pursuit, should be captured as an associated deal.
      CCNA - Lost	We have received notification of not being selected for the CCNA/MSA/shortlist/prequal.

   4. Deal Description
      Explain the potential project. The more detail, the better.
      
   5. State
      The state in which the work will be performed. If it's not listed, reach out to someone on the Innovations Team (Meredith or Thomas).
   6. B&W Practice
      The high-level practice or discipline that the Deal primarily is for.
   7. Deal Owner
      This is the person who will be primarily responsible for winning the Deal. The Deal Owner is responsible for keeping the Deal information up to date as the sales process progresses. The Deal Owner will also be the Project Manager of the Vantagepoint Project up until the time the work is Won.
   8. Competitive 
      Are we competing with other firms for this project?
   9. B&W Role 
      What is our role on the project? Prime, Sub, JV, etc...
   10. Interview Required
       Does the selection process include an interview?
   11. Pursuit Preparation Lead
       Previously referred to as the Marketing Coordinator in Deltek, this is the person who will drive the production and submission of the proposal or bid document.
   12. Services Involved
       Select all services that would be part of this project. Regardless of the Practice, this allows the selection of various services that need to be included as part of the Project, if we were to win it. This is important as it helps teams plan accordingly.
   13. Withhold Retainage
       The percentage of money withheld from payment to a sub until the project is complete or a time specified in the contract. If you do not know, please select No 
   14. Amount
       This is the anticipated dollar value of B&W's labor compensation on the project.  If B&W is a subconsultant on a larger project, use only the labor value of B&W's portion of the project.
   15. Expenses Amount
       This is the anticipated dollar value of the pass-through expenses on the project.  If B&W is a subconsultant on a larger project, use only the expenses value for which B&W will be compensated.
   16. Consultants Amount
       This is the anticipated compensation amount that B&W will receive for work done by subconsultants employed by B&W on the project.
   17. Project Type
       Corresponds to the similarly named field in Deltek Vantagepoint. Allows the selection of a broad category that generally explains the nature of the project. Used primary for Marketing purposes.
   18. Proposal Due Date
       The date the proposal or bid is due to the client.
   19. Close Date
       The anticipated date we expect a finalized contractual agreement to do the work.
   20. Contract Start Date
       The date we will begin working on implementing the scope of the project.
   21. Contract End Date
       The estimated date we will complete work on the scope of the project.
   22. Requested Project Number
       This should normally be left blank. Only use if you truly must have a specific project number and cannot accept the auto-numbered project. How to Request a Specific Project Number.
   23. Vantagepoint Project Template
       HubSpot can create a predefined set of deliverables for you in your Vantagepoint Project based on a predefined template. This field is where you select that template. If no template is selected, HubSpot will only create the basic deliverables in the Project.
   24. Prevent Project Creation
       This field is never required and should be left blank in most cases. The only time to use it is to ensure that a Deltek Project does NOT get created for the Deal under any circumstances. A prime example of when this would be desirable is for a change order or an amendment being logged as a separate Deal, but the original Project Number will continue to be used.
   25. Create Outlook Public Folder
       Do you need an outlook folder created for this project?
   26. Create CAD/Survey Folder
       Does this project folder need to include a folder for CAD/Survey?
   27. Create GIS Folder
       Does this project folder need to include a folder for GIS?
   28. Is this a part of a Multi-Project RFQ
       Only select yes if the deal you are creating is a part of the multi-project solicitation such as Illinois Tollway's' PSB.
       
       
5. Associate your Deal with the correct Company. Companies in HubSpot can be clients, vendors, competitors, associations, etc. Every Deal must be associated with a Company.
6. Associate your Deal with the correct Contact. A Contact is a person at the Company who will be the main point of communication for the Deal. Contact is not required to create a Deal but is highly recommended. If the Contact does not yet exist, add them to HubSpot and then associate the Contact to the Deal after the Deal has already been created.
7. Click Create at the bottom of the sidebar window and HubSpot will create your Deal. Within 10 minutes, it will also assign a Project Number to your Deal. This Project Number will automatically be populated in the Deal information field labeled B&W Project Number.