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21.1. Track MSP Sales Opportunities from First Conversation to Signed Contract
Use the AlgaPSA Opportunities module to track MSP deals through Identified, Qualified, Assessment, Proposed, and Verbal stages, with recurring and one-time value separated on every deal.
Most MSPs lose revenue not to competitors but to follow-up that never happened. A renewal conversation starts too late, a quote sits unanswered for three weeks, or a client mentions a project in a ticket and nobody writes it down. The Opportunities module gives that work a home inside AlgaPSA, next to the tickets, contracts, and assets the deals are actually about.
Opportunities is a sales pipeline built for the way MSPs sell: recurring revenue and one-time work are tracked separately on every deal, because a $4,200/month agreement and a $4,000 migration are not the same kind of win.
Opportunities is enabled per tenant via the opportunities-module feature flag. Once enabled, Opportunities appears in the main navigation sidebar.
What a deal looks like in AlgaPSA
Every opportunity carries a client, an owner, a stage, a confidence level, and its value split into recurring and one-time amounts.
| Field | What it holds | Who sets it |
|---|---|---|
| Stage | Where the deal actually is, based on evidence | Advanced as work completes |
| Confidence | Low, Medium, High, or Committed | The owner's judgment call |
| Recurring | Monthly recurring value (MRR) | Deal owner |
| One-time services | Project or migration labor | Deal owner |
| Hardware | Pass-through equipment | Deal owner |
| Owner | The person accountable for the deal | Assigned per deal |
| Next action | The single next thing to do, with a due date | Set from the deal plan |
Stage and confidence are deliberately kept apart. The stage comes from evidence — a proposal was sent, an assessment was booked. Confidence is the owner's read on whether it will close. Showing them side by side stops an optimistic gut feeling from quietly promoting a deal that has not moved.
The five open stages
| Stage | What it means | Weighted forecast base rate |
|---|---|---|
| Identified | A real need exists and a client is attached | 5% |
| Qualified | Budget, authority, and timing are confirmed | 15% |
| Assessment | You are scoping the work in detail | 35% |
| Proposed | A quote or proposal is in the client's hands | 50% |
| Verbal | The client has said yes; paperwork is pending | 80% |
Deals then close as won or lost. The base rates above drive the weighted forecast on the Reports tab, so moving a deal to Proposed has an immediate, visible effect on the forecast.
Pipeline view
The Pipeline tab is the working list: every open deal with its stage, confidence, recurring and one-time value, next action with a due date, and owner.
Figure 1: The Pipeline tab. Deals with no recent activity carry a "14d quiet" badge next to their stage.
Deals that have gone quiet are flagged inline. A 14d quiet badge next to the stage means nothing has been logged on that deal for two weeks — the Network segmentation project at Cascade Manufacturing and the Server and backup refresh at Contoso Dental in the figure above are both sitting in Identified with no recent movement.
Board view
The Board tab shows the same deals as columns by stage, with each column totalling its recurring and one-time value.
Figure 2: The Board tab. Column headers total the recurring and one-time value sitting in each stage.
Use the board in a pipeline review when you want to see shape rather than detail: whether the Assessment column is starving, whether everything is stacked in Identified, or whether Verbal has been full for a month because contracts are not getting signed.
The Recently Closed column on the right keeps won and lost deals visible for a short window after they close, so a review does not have to leave the board to discuss what just landed.
Prospects vs. existing clients
Deals can be raised against existing clients or against prospects you have not onboarded yet. Prospect records carry a Prospect badge next to the client name — in the figures above, Rivermark Credit Union and Cedar Point Advisors are prospects, while Cascade Manufacturing and Contoso Dental are existing clients.
This matters for the suggestion generators described in deal suggestions: whitespace and T&M-conversion suggestions only make sense for clients you already bill, while renewals apply to anyone with a contract.
Creating an opportunity
Use New opportunity at the top right of any Opportunities tab, or Quick Create in the top bar from anywhere in AlgaPSA.
- Pick the client or prospect the deal belongs to.
- Name the deal for the work, not the client — "Microsoft 365 migration," not "Coastal Properties."
- Set the recurring and one-time values you expect. Estimates are fine; the forecast is weighted by stage anyway.
- Assign an owner. Every deal keeps exactly one owner, even when individual steps are assigned to other people.
- Set an expected close date.
The deal opens at Identified with a plan you can fill in immediately. See working the opportunity queue for how the plan drives daily follow-up.
Where to go next
- Work a daily opportunity queue and deal plan — the Queue tab and the deal detail screen.
- Auto-generated deal suggestions — renewals, T&M conversions, whitespace, and aging assets.
- Pipeline reports, weighted forecast, and meeting mode — reporting and the Pro-tier forecast tools.
- Configure opportunity stages, steps, and suggestions — admin setup.