Sales Tracker

In an ideal world, the sales cycle would look like this:

What is sales tracker - ideal scenario

But in the real world, this graph is far from straight. There can be tens to hundreds of touchpoints, conversations and back & forths (depending upon the nature of your business).

sales tracker - complex sales cycle

And at any given point, a salesman is tackling not one, but several such prospects.

sales tracker - complex sales cycle many users

You know this already, of course. But, almost always in the sales meetings, talks of targets and quota take precedence – which is understandable, but it also takes you away from the ground-reality of sales – and the pain-points, bottlenecks, effectiveness, and improvements in these processes are not discussed, because they are not being tracked end-to-end, and no one has real clarity on it.

Ponder this for a minute:

  • If the targets are being met, are you quantitatively sure that this was the best that your reps could have done?
  • If the targets are missed, are you aware of the reasons why,  and can you provide your rep the solutions to make sure it doesn’t happen again?

That is what an automated, ubiquitous sales tracker can help you do. Every every lead source, every touchpoint and every activity of your salespeople is important, and an automated sales tracker would not just track them, but would also help you identify the sub-optimal parts of the process and improve them.

So, What is a Sales Tracker? 

A sales tracker is a tool which gives you complete visibility into your sales process. It tracks all the important activities involved in closing a deal – right from the incoming inquiries, conversations that happen between your team and the prospect (calls, text messages, emails and more), to face-to-face meetings (using mobile tracking), to operational activities, like document collection etc. In the case of repeat-sales businesses, like insurance, banking, lending, travel, real estate, education, healthcare etc. the sales tracking extends beyond the first-closure to include cross-sell and upsell signals.

Many sales-led organizations still use an Excel-based sales tracker, which needs to be manually updated and is therefore highly prone to human error or more commonly to just be left unfilled by the salespeople. And when your business scales up, it is impractical to try and track everything manually.

Sales tracker is not just a monitoring tool. Collective insights from your existing opportunities can help you determine the buying trend of your customers, the drop-off points and the effectiveness of your sales team.

To sum up, sales tracking is all about: 

  • Tracking sales related activities (including digital and face-to-face conversations and meetings).
  • Identifying the actions that generate sales (instant call to the prospect as soon as they sign up/the right follow-up frequency).
  • Improving the sub-optimal parts of the processes (For instance: if you know that historically, a face-to-face meeting has proved redundant if the lead score is below 100, you can auto-schedule meetings for the opportunities when the lead score crosses that threshold.)
  • Amplifying the activities that drive sales (For instance, if a face-to-face recommendation of products has proven to drive up the cross-sale ratios, you should encourage your relationship managers to make these recommendations more frequently to their customers. A good sales tracker would also be able to identify the best cross-sale product for each individual client, based on historical data.)
  • Closing the deals (and all the variables involved in it – time taken to close a deal, numbers of calls/meetings required to close a deal, lead score at which a deal closes etc.)
  • Identifying cross-sell opportunities (so, sales tracking doesn’t stay limited to just tracking salespeople or the prospect – it goes beyond to identify opportunities for higher Customer Lifetime Value).
sales tracking process


Important Metrics That You Should Be Tracking 

Keeping a close watch on the major sales junctures not only strengthens your sales process but also equips the sales leaders with just the information to make key decisions.

To make the most out of your sales tracking process, here are a few questions you should answer before setting up a sales tracker:

  • Have I designed my sales funnel and lead stages as per my unique business process? 
  • Have I identified all the important deal make/break junctures? 
  • Does my sales team share all the important sales information? 
  • Am I aware of every conversation that my team has with prospects?
  • Am I sure that the scheduled meetings/calls are taking place?

A sales tracking system, if set up properly can have a dramatic impact on your sales outcomes. Here’s what you can track:

Quantity Metrics 

Sales tracker - revenue source

Revenue source: This is an indication of the sources generating most sales for you. This metric is shared by sales and marketing together, where the marketing focuses on the number of leads and sales team on the number of opportunities. Opportunities: This metric shows the number of opportunities generated in the given time. In a way, it tracks the effort of the sales team in pushing the warm leads to hot leads.

User performance: This metric throws light on individual sales rep performance – the number of calls they make, the number of emails they send, the distance they travel (relevant for field sales) and ultimately the revenue they generate.

sales tracking - user performance

Quality Metrics 

Lead to opportunity conversion: This metric helps you understand the effectiveness of your team to push the sale forward. It is the number of people who show genuine interest divided by the total opportunities generated.

Opportunity to customer conversion: This indicates the number of opportunities that your sales team creates against the number that actually ends up closing. It’s a reflection of how potent your team is in delivering the final punch.

Communication tracking: Sales tracker records all the conversation happening with the prospect and the sales team which includes phone calls, email exchanges, text messages, online chat etc. This gives information about the quality of conversations and helps you make improvements or amends if needed.

Features you should seek in a Sales Tracker App 

Lead/Sales Funnel

What is sales tracker - sales funnel

You might have a range of leads pouring in every day. Some of them go unnoticed, unfollowed, and unattended. This is called lead leakage. 

Out of the ones which you follow, you might not know their source of origin and conversion. A lot of times you might even be unaware of their progress, and their status in your sales funnel. 

Sales tracker helps you plug the lead leakage and provides the correct attribution to the source.

Sales performance
Sales tracker - sales performance

Sales performance includes everything – right from user performance: the total calls needed to be made to close a sale, total calls being made on an average by your team and your individual salespeople, the products being sold the most, the regions bringing in the most business, the salesperson bringing in the most business, the task completion ratio of individual reps and much more.

You also have complete real-time visibility into every salesperson’s performance at every single point – so, you’ll know the reps leading the sales-board and the ones lagging behind. Gamification in some sales trackers would also allow your reps to measure their performance against their colleagues, motivating them to do better, thereby increasing the overall sales. 

Field sales tracking 

What is sales tracker - field sales tracking

Field sales tracking is the feature most important to businesses with a feet-on-street team. Your reps go to the field equipped with an advanced sales app, that not only helps them plan their meeting schedule, best routes and pitch based on prospect details, but it also tracks their movement and activities.

how to improve field sales

Sales managers can sit back and watch real-time as their reps check-in to their meeting locations, log meeting notes, and activities and everything else in between. Advanced geo-fencing feature in few sales tracking tools also checks misrepresentation of meetings, because the users can check-in only when they have reached the client’s meeting location, and not from somewhere else.

Revenue analysis sales tracker - revenue analytics

Your sales tracker won’t just give you the number of sales, but revenue generated as well – against each product, each region, each team, and salesperson, and any other variable important to you.

Equipped with these reports, not only will you have an absolute clarity of what’s going on in your sales organization, but you’ll also be able to identify the shortfalls, and improve the sub-optimal parts of the sales-engine.

All Ready to Track Your Sales? 

A lot happens in between the lead and the deal. Reports tell you the end result, sales pipeline tell you the current scenario but to retrospect and identify the loopholes in your process you need a solid sales tracking mechanism which enables you to monitor and coach your team at the same time. Get started with a free trial.

Contact management software - Cloud-based accessibility

To start things off, let’s break this question up into two parts. First, what is a contact? Second, we’ll discuss the contact management software aspect of the question.  

Let’s begin by ensuring you understand that a lead is not equivalent to a contact.  


Difference between lead management and contact management software

Simply stated, a lead is someone that has the potential to purchase your services or products.  They’ve been categorized as someone that has an interest in what you have to offer, but chances are they don’t even know who you are yet.  Check out this infographic to understand the lead management process

contact management software infographic

A lead turns into a contact when a direct two-way communication starts and the lead expresses some interest in your business.  

  • They’ve been contacted by a sales rep and had a positive response
  • They are an old customer that’s done business with you previously
  • Even be a friend that hasn’t done business with you, but can influence people that could

So, as you can see, a contact is essentially the next step in the funnel.  A lead usually turns into a contact, and then eventually a buying customer.

Now that we have that out of the way, let’s tackle the management software aspect of the question.  Let’s do that by asking YOU a couple questions.

How nice would it be if you

Never let a contact fall through the cracks

Followed up with contacts just at the right time

Had a log of the conversations you’ve had with the contact

Could access information on the contact anywhere, any time

Had all your contacts organized and easy to search

To be honest… the reason all of these questions sound nice is because MOST companies and businesses don’t enjoy these luxuries when it comes to managing their contacts.  

Hence, contact management software.

Contact management software is essentially a small investment in organizing your sales and marketing workflow in return for a larger customer conversion rate. It’s a database for your communication efforts with each individual/business, including names, addresses, emails, notes, important follow-up dates, phone numbers and much more. It keeps your team and your marketing efforts organized and effective. Bottom line, it helps to push the contacts faster down the sales funnel and decreases the lead leakage.

Contact management systems vary depending on the software provider, but most have basic foundational features that help you improve your communication with contacts.  

Track Data

Contact management software- Track Data

Probably the main function of a Contact management system is tracking the contact data.  Details include calls, tasks, job orders, and notes. You can also save verbal and email communications so it’s easy to see who you’ve talked to when you talked, and what you talked about.  And the best part. It’s all organized instead of being lost in a pile of sticky notes or some random spreadsheet on someone’s hard drive.

Review Information

Contact management system - Review Information

Today it’s not just about one sale and you’re done.  We have the ability to closely track the lifetime value of a client and work to maximize that amount!  Contact management software keeps an organized history of past conversations, quotes, job orders, and sales records. The ability to review conversations helps you nurture long-term relationships and more successfully move contacts further down your sales funnel.

Contact management software - Automated Reminders

Automate Reminders

With contact management software you no longer need to post twenty sticky notes on your computer screen or remember to add a reminder to your phone.  With CM Software you can create automated reminders.

Contact management - Cloud-based accessibility

Cloud-based accessibility

Most contact management systems are on the cloud. That means you and your sales team can access information from anywhere using a device connected to the internet. This makes storing and accessing client data simpler when you’re on the go.

Can you imagine losing all the contact information you’ve built over the previous months or years? With a cloud-based contact management software, the chances of this are nearly impossible.  Papers don’t get lost. Spreadsheets don’t close without saving. When it’s on the web, it’s easy to access and hard to lose.

The bottom line…

If you’re tired of missing out on opportunities because you didn’t follow up on time or you forgot to call someone back, then Contact management software is the solution you’re looking for.  By keeping your contacts and marketing efforts organized, you’ll close more sales faster and more efficiently. And isn’t that what we all want?

Looking for something similar? Try LeadSquared free!

Education is evolving, so is the admissions process: the process that allows aspirants to access information quickly without having to wait for hours, if not days. It becomes the onus of the admissions team to stay in tune with the rapid technology growth so that their schools stay relevant to the applicant’s needs. To achieve this, they must first list some of the common issues admissions team face. Topping this list is relying on manual labor for carrying out admissions processes. This is what I will be stressing on in this article, and the many dangers of the same.  

Manual admission system and redundancy go hand in hand 

In the past, the world progresses at a much steadier pace, without cutthroat competition. In this scenario, having a manual system, usually paper files, and excel worksheets, made sense. In fact, it was quite prevalent in the most admissions process. But, the world has changed: the technology more intelligent and the competition much tougher. Having a manual process now is almost a synonym for redundancy. I’ll tell you why.  

Let’s take a look at how an inquiry is handled by teams still doing things manually. Traditionally, the marketing team generates leads from any of their marketing endeavors and collates them in an excel spreadsheet. This is then forwarded to the admissions team. The admissions officer will then add another excel sheet to his pile and try and follow up on the lead, without any context of the applicant’s motivation and needs  

But there are some loopholes in this process. 

Admission teams fly blind

Online admission system - Admission teams fly blind

Using a manual admission system (without source tracking) means that no one is exactly clear about where the prospects are coming from, what exactly do they need, what is their behavior? Which of our ads did they see, and which one worked the best? What intrigued them? This is the sort of information that helps admissions teams create more relevant lead generation and management processes. 

What is not measure is not improved. Stakeholders can only see what the excel sheets show them, which snowballs into the next loophole.  

Tons of excel sheets. Tons of headache

Online admission system - Tons of excel sheets. Tons of headache

As mentioned before, tracking manual data is a hassle. For any marketer, having to keep track of leads on a spreadsheet can be tiring. Imagine, having to input a thousand leads by themselves week after week. This also means, every time the team wants intel on a lead, they have to manually fetch it from the document. And let’s not ignore the problem of lead duplication which is way too common in higher education admission process.

Delayed responses

Online admission system - Delayed responses

As nothing is automated in the admission process, responding late to inquiries is inevitable. It becomes worse when there’s no one to manually input an inquiry in a spreadsheet. Which means has no idea when a new inquiry is placed. And sometimes, they don’t know until the marketer finds time to add the lead information into the system. This dependency is a major set back of a manual system. No one does  anything until someone does is something. 


Competition is getting the job done 

Online admission system - Competition is getting the job done

By the time an admissions officer finally contacts a prospect (after being scuttled around so much), the damage has been already done. The applicant is not only applying at your school. Maybe someone else acted faster and established a relationship with the applicant. They may not enroll with the one who contacts first but whoever strikes the first conversation has a great chance of conversion then the others.

Leveraging automated admissions systems 

The counter to all these challenges, you need to embrace technology through the adoption of automated and online admissions systems. Some of the benefits of having such a system are-

Create more efficient admission teams 

Online admission system - Create more efficient admission teams

Remember how your marketers have to manually input inquiries in an Excel spreadsheet?  This has definitely given the impression that your admissions team is not very efficient. Adopting an online admissions system strengthens your conversion funnel, from inquiry to closure. your marketers have to manually input inquiries in an Excel spreadsheet?  

The instant notifications to members of the admissions team also help them contact the applicants instantly. It also helps them understand which means of communication a prospect prefers, as well as the most suitable time for contacting them. 

Know where your applicants come from 

A robust online admissions system will instinctively give your team an overview of your lead generation funnel. Nothing is lost in translation. Even the channels that where your prospects inquired. This information allows you to mend your acquisition strategy so that there are no loopholes. This is not a privilege that you get with manual admissions. Your communication with your prospects is also more enriched. This is because you understand why they wish to enroll in your school. 

Get the job done even when you’re not there 

Online admission system - Create more efficient admission teams

Admissions team won’t always be around. And that’s fine only if you have a system that caters to their unavailability. Online admission systems allow you to be available 24/7 without necessarily being physically present. This is achievable via the personalized messages sent to applicants as is the case with LeadSquared’s admission system. It keeps the applicants engaged until human intervention is possible.  



There is a gaping hole between the admissions team that adopt automated admission systems and those who don’t. The evidence is in the levels of enrollments that both are able to amass with their respective methods. One giving exceptional returns, and the other not so much. And, no prizes for guessing which one. This is a call to traditional admission teams to change course and synchronize with what the market is saying loud and clear; leverage on technology to increase your admissions. 



LeadSquaredIn 2004, Ashok  was doing well as an amateur stock trader. He thought he was on to something as far as making money in the stock markets.

Then he made a bad call. All his gains were gone.

He then hit the books again and realised that making money in the equity markets was all about STAYING invested long enough in the right stocks. One of the smartest as well as low effort ways of doing the same was via systematic investments in mutual funds. It was as simple as that.

He, though, was puzzled.

“If it’s this easy, then why isn’t everyone doing it?” was the question that nagged him constantly. Trying to understand this issue he discovered that too many choices as well as lack of investor education was making this “easy to figure” solution “a hard to discover and understand” one.

His meetings with a friend and neighbor of his led him to a company which shared both his understanding of the investment problem and his vision. That company was Scripbox.

Scripbox was a ready personification of his vision of an easy to use mass solution for mutual fund investing. His decision to join the company at its helm was a natural continuation of his goal to spread what he had figured as the most effective way for most individuals to grow their money.
Though the idea is good, and is indeed something that was sorely required, Scripbox found itself facing problems with customer acquisition.

Why was customer acquisition so difficult?

A great product doesn’t necessarily mean easy acquisitions. In fact, about 84% of Scripbox’s customers came in this past year (they have been in business for almost 4 years). Why?
Here are the challenges they faced.

Gaining trust online was a challenge

If you wanted someone to give you their money on a promise, they have to trust you. But how to build it online? In a module where the investing and transaction happens digitally, convincing the target segment about authenticity was a big problem.

Some investments give returns only after 10 years

Convincing the customer to stay on for that long was again difficult. Already considered “slow” and “boring” mutual funds did not fit in well with a “Get rich quick” scheme.

A huge chunk of the population is not financially savvy

How on earth can you encourage them to invest in you, when they really do not know what is happening? The financial literacy of the general populace was extremely low – which meant that they would be very hard to get them to trust the business.

The Solution

Ashok quickly figured out that a potent combination of existing marketing strategies and new ones was needed to solve this problem.

This is how he and Scripbox did it.

Content marketing

Scripbox was already on to something when it comes to using the power of content to help the audience understand the need for the product. Ashok reinforced this faith in learning and content by focusing on a content marketing effort that was concerned with the realities of the Scripbox audience’s financial lives.
Relevant, engaging, and focused was the theme that Scripbox’s content marketing efforts relied on. Whether it was education loans or making their first million, Scripbox content showed the way.

Working on creating a focused acquisitions team

From Ashok’s point of view, the prospect will be intimidated again with a load of jargon he doesn’t understand and thus wont convert.
To overcome this particular roadblock, Ashok made sure that a rigorous training (so that they can learn the business better) regime as well as a focus on simplifying finance for everyone led the way for the acquisitions team. Remaining true to their motto of “friendly investment”, they ensure that each prospective client is handled in a manner that encourages them to go ahead with investments.

Encouraging small investments

As opposed to 1.5 lacs, 1,000 is a small sum to invest – especially for today’s consumerist generation. So offering a wide array of investment options allows the lead to invest small, build trust and then proceed with further investments.

At the rate Scripbox is growing, Ashok and the team seem to know what they are doing. That their approach works is almost a given, especially, when a global giant such as LinkedIn, says that they are the second most influential financial services brand in the world.

Have you read what Ankit, Co-founder of iService has to say on customer trust?

Oh, and Amit from Blubirch shared his learnings on B2B sales.