Acumatica includes built-in CRM tools that help manage prospects, customers, opportunities, quotes, and sales orders in one connected workflow.
In this walkthrough, we’ll focus on how to create a CRM opportunity, add activity and item details, convert that opportunity into a sales quote, and then turn the approved quote into a sales order.
The main CRM-related areas are found in the Marketing and Opportunities workspaces. These workspaces help users manage business accounts, track sales opportunities, and move potential sales through the pipeline.
Before creating an opportunity, it helps to understand how Acumatica organizes business accounts.
The Business Accounts list includes several types of records, such as current customers, prospects, and vendors.
A current customer will have a type of Customer and a status of Active. A prospect, on the other hand, may have a type of Business Account and a status of Prospect. You can create opportunities for both existing customers and prospects.
To create a new opportunity, go to the Opportunities workspace. There are a few different ways to start a new opportunity, including:
Once you open the opportunity entry screen, you can begin filling out the opportunity details.
Start by selecting the related Business Account. This can be either a prospect or an existing customer. After you select the business account, Acumatica will automatically populate related fields such as the location and contact. You can override those fields if needed.
Next, enter a description for the opportunity. You can also update the estimated close date.
Acumatica allows opportunities to be grouped by Opportunity Class. Your organization may use one default opportunity class, or you may have multiple classes depending on how your team tracks different types of sales opportunities.
The opportunity also includes a stage, which helps represent where it sits in your sales pipeline. For example, your stages may include areas such as prospect, qualified, solution, and proposal.
Each stage can be tied to a probability percentage. A prospect might have a lower chance of closing, while an opportunity in the solution or proposal stage may have a higher probability.
The Activities tab is where you can track interactions related to the opportunity. Here, you can enter details such as activity type, summary, start date, owner, and notes.
The activity will automatically link back to the opportunity. It can also roll up to the related business account, giving you a broader view of customer or prospect activity.
As you learn more about what the customer or prospect may want to purchase, you can begin adding details to the opportunity.
If you do not yet know the exact items, you can use a Manual Amount as a placeholder. Once you know the specific products or services, you can add them on the Details tab.
The Details tab works similarly to the sales order entry screen. You can add inventory items, quantities, prices, and discounts.
As you add or adjust the line items, Acumatica updates the opportunity total. Once you have detailed items entered, you can clear the manual amount so the opportunity value is driven by the actual line details.
As the sales process progresses, you can update the opportunity stage. For example, after adding details and preparing pricing, you may move the opportunity into the Proposal stage.
This helps you see which opportunities are still early in the process and which ones are ready for quoting or follow-up.
Once the opportunity details are ready, you can create a quote directly from the opportunity. Simply click Create Quote, review the options, and then select Create and Review.
Acumatica takes the line details from the opportunity and creates a sales quote with the same items, quantities, and totals. You can still make changes at the quote level if needed.
After reviewing the quote, you can send it to the customer directly from Acumatica. The system can use an email template and automatically attach the quote document to the message.
Once sent, the email activity is tracked on the quote, giving you a record of when the quote was shared with the customer.
After the quote is created, you can return to the original opportunity and see the related quote linked there.
You can also create additional quotes from the same opportunity if needed. This may be useful if the customer requests changes, adds more items, or wants to compare options.
The opportunity becomes the central place to track the sales conversation, while the quotes represent the specific pricing and item details shared with the customer.
Once the customer approves the quote, you can convert it into a sales order. To do so, open the quote, click the more options menu, and select Convert to Order.
Acumatica will ask you to choose the order type. In many cases, this will default to a standard sales order, though your system may include multiple order types.
After selecting the order type, click Create and Review.
Acumatica then creates the sales order using the quote information. The customer, item details, quantities, and pricing flow into the order, so you do not have to re-enter the information manually.
From there, the order is ready for fulfillment. Your team can continue with the next steps, such as creating the shipment, processing the invoice, and recording payment.
Acumatica also includes reporting tools that help you review and manage opportunities.
The Opportunities list is a generic inquiry that gives you a filterable list view of your data. You can filter opportunities by stage, status, owner, or other fields.
Side panels can also show related details, such as quotes or sales orders connected to an opportunity.
In addition to inquiry screens, Acumatica includes dashboard views. A salesperson dashboard may show opportunities by stage in a sales funnel format. From there, users can drill into specific opportunities and focus on the records that need attention.
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