Every deal has an ending

Some deals end in celebration. The prospect says yes, the contract is signed, and revenue flows in. Other deals end differently. The prospect chooses a competitor, loses budget, or simply goes quiet. Either way, closing the deal properly keeps your pipeline accurate and builds a valuable record of your sales history.

In Officaid, closing a deal means marking it as Won or Lost. This removes the deal from your active pipeline and moves it to History, where it's preserved for future reference.

When to Close a Deal

Close a deal when you have a definitive outcome:

Mark as Won when:

• The prospect has confirmed they're moving forward
• A contract or agreement has been signed
• Payment has been received or a purchase order issued
• The deal has converted to an active project or engagement

Mark as Lost when:

• The prospect has explicitly declined or chosen a competitor
• The opportunity is no longer viable (budget cut, project cancelled)
• The prospect has gone unresponsive despite multiple follow-ups
• The deal has stalled beyond any reasonable chance of revival

Don't leave deals open indefinitely hoping they might revive. If a deal has been dormant for months with no response, it's better to mark it as Lost and create a new deal if the opportunity resurfaces later.

How to Close a Deal

There are two ways to close a deal in Officaid:

From the Deal Details page:

1. 1 Click on a deal card to open the Deal Details page
2. 2 Click the Won button (green) or Lost button (red) in the deal header
3. 3 The deal is immediately closed and moved to History

From the Kanban board:

1. 1 Click and hold a deal card
2. 2 Drag it towards the bottom of the screen
3. 3 Drop zones appear: Delete, Lost, and Won
4. 4 Drop the card on Won or Lost to close the deal

The Kanban method is faster when you're reviewing your pipeline and closing multiple deals. The Deal Details method is better when you want to review the deal's history before closing.

What Happens When You Close a Deal

When you mark a deal as Won or Lost, several things happen:

• The deal moves to History. It no longer appears on your Kanban board or in your active List view.
• The deal status is recorded. The system captures whether the deal was Won or Lost and the date it was closed.
• Pipeline totals update. The deal value is removed from your stage totals and overall pipeline value.
• The record is preserved. All deal information, activities, and quotations remain accessible in History.

Nothing is deleted. You can still view the full deal record, including all activities, quotations, and the complete engagement history. The deal simply moves from "active" to "archived".

Viewing Closed Deals

To view your closed deals, click the History icon (clock with arrow) in the top left corner of the Pipeline page. This switches from your active pipeline to your archive of completed deals.

The History view displays a table with:

• Deal Close Date shows when the deal was marked as Won or Lost
• Deal Status indicates whether the deal was Won or Lost
• Deal Name is the title of the opportunity
• Lead shows the company or contact
• Deal Value displays the deal amount
• Currency shows the currency

Click any column header to sort your closed deals. For example, sort by Deal Status to see all your wins together, or sort by Deal Close Date to see recent closures first.

Use the Search bar to find specific closed deals by name, lead, or keyword. Click Download to export your history for reporting or analysis.

Learning from Your History

Your closed deals are more than an archive. They're a learning resource. Reviewing your History can reveal patterns that help you improve your sales process.

Analyse your wins:

• Which types of deals do you win most often?
• How long do winning deals typically take to close?
• What activities or approaches appear in successful deals?
• Which leads or industries convert best?

Analyse your losses:

• At which stage do deals most often fall through?
• Are there common reasons prospects decline?
• How long do lost deals stay in the pipeline before being closed?
• Are there patterns in the types of deals you lose?

This analysis doesn't require sophisticated tools. Simply scrolling through your History and looking for patterns can yield valuable insights.

Won Deals and Quotations

When a deal is marked as Won, any quotations attached to that deal remain linked. If you created a quotation during the sales process, you can convert it to an invoice to begin billing the customer.

The typical flow is:

• Create a quotation from the deal during the Proposal Made stage
• Send the quotation to the prospect
• When the prospect accepts, mark the deal as Won
• Convert the accepted quotation to an invoice

This creates a seamless journey from opportunity to revenue, with everything linked together in Officaid.

Deleting vs Closing

You have three options for removing a deal from your active pipeline:

• Won preserves the deal in History with a Won status
• Lost preserves the deal in History with a Lost status
• Delete removes the deal entirely from Officaid

In most cases, you should use Won or Lost rather than Delete. Closed deals provide valuable historical data. Deleted deals are gone forever.

Consider deleting only when:

• The deal was created by mistake
• It's a duplicate of another deal
• It contains test data you no longer need

For genuine opportunities that didn't work out, always use Lost. Your History is only as valuable as the data you preserve.

Reopening Lost Opportunities

Sometimes a lost deal comes back to life. The prospect who chose a competitor becomes unhappy. The budget that was cut gets reinstated. The contact who went quiet suddenly reaches out.

Since closed deals cannot be reopened in Officaid, handle revived opportunities by creating a new deal:

1. 1 Navigate to your Pipeline and click + Add New Deal
2. 2 Select the same lead as the original opportunity
3. 3 Give the deal a clear name (you might reference it's a revival, e.g., "Website Project - Round 2")
4. 4 Set the appropriate stage based on where the conversation is picking up
5. 5 Add a note or activity explaining that this is a previously lost opportunity that has resurfaced

This approach keeps your History accurate (the original deal was genuinely lost at that point) while properly tracking the new opportunity.

Frequently Asked Questions

What's Next?

Now that you understand how to close deals, explore these related articles:

• Converting a Quotation to an Invoice to turn won deals into revenue
• Navigating Your Pipeline to review your active and closed deals
• Understanding the Sales Pipeline for a refresher on pipeline concepts