Having a streamlined sales and customer relationship management (CRM) process is crucial for businesses of all sizes. If you’re looking to improve your processes, a standard NetSuite process can revolutionize your CRM operations. This seamless transition from Opportunity to Estimate to Sales Order not only enhances efficiency but also significantly improves your customer experience.

Seamlessly transitioning from generating leads, converting them to prospects and generating Opportunities, to attaching quotes/estimates to a Sales Order not only enhances efficiency, but also significantly improves your customer experience.

With NetSuite's intuitive interface, each step of the process is streamlined, ensuring that you don't waste time searching for records. Let's dive into each step and discover how you can elevate your CRM strategy to new heights.

By following these steps, you can create a streamlined CRM process that will help you close deals faster, improve customer satisfaction, and grow your business.

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Step 1: Develop a NetSuite Sales Management Strategy

The first step in any NetSuite journey is to set up your sales teams. This allows users to set up teams with different roles and responsibilities that contribute to the sales process.

This can also include how leads are automatically distributed to the relevant sales territories. It is at this step where you can also establish Sales Quotas for your teams.

Step 2: Lead Management in NetSuite

Let’s now discuss how NetSuite automates the sales cycle. When leads are captured in NetSuite the system can be configured so they are routed to the correct sales team – removing the need to assign them manually.

Once the leads are qualified the next step is to convert the lead to a prospect. This process is called: Lead Nurturing. You can set a status to the lead with the probability of how likely the deal/opportunity is going to close.

In NetSuite there are some defaults already setup, but this can be changed. See our blog post regarding Sales Rep routing to learn more!

Step 3: Identify and Manage Opportunities in NetSuite

In the CRM world, an opportunity represents a potential revenue-generating interaction with a prospect or a customer. It's the initial spark that, if nurtured correctly, can lead to a successful sale. This can even be an existing customer showing interest in additional products or services.

In NetSuite's CRM, an opportunity is the central record that is created following interactions that indicate a potential sale. When you convert a lead the status changes to Qualified, NetSuite then gives you a few options:

  • You can create an opportunity
  • Create a task to track sales activity associated with the opportunity 

Note: It is NetSuite’s leading practice that you create one opportunity per prospect/customer, which can have multiple estimates/quotes. 

An opportunity record is created to document all the information required for the sale to move forward and hopefully close. This allows for real-time analysis of sales pipelines and forecasting, enabling sales managers to make informed decisions and strategize effectively.

On the opportunity record the following information is captured:

Detailing the Opportunity

  • Specify the product or service of interest, the potential deal size, the expected close date, and any other relevant details.

Assigning the Right Team

  • Ensure the Opportunity is in the hands of the salesperson or team best suited to handle it. 


If the team wasn’t assigned in the previous steps or a change is required, then you can assign or reassign the team based on product expertise, geographical location, or customer segment either individually or in bulk. It’s up to you to decide! 

Step 4: Build a Customized NetSuite Estimate

Once an Opportunity is identified and qualified, the next step is to prepare an Estimate. This is where you translate customer needs and expectations into a tangible offer.

NetSuite excels in creating detailed, customizable Estimates that can be tailored to meet the unique needs of each opportunity for them to be transformed into a lead. This involves:

Selecting Products and Services

Based on the customer's requirements, select the appropriate items from your catalog.

Pricing Strategy

Apply any relevant discounts or special pricing agreements. NetSuite allows for flexibility in pricing, ensuring you can offer competitive yet profitable rates.

Approval Workflow

Implement an approval process for Estimates to ensure accuracy and adherence to pricing policies.

The Estimate process is also an opportunity to engage further with the customer. Provide detailed explanations of each item, the value it offers, and how it meets their specific needs. This not only helps in building trust but also sets the stage for a more informed decision-making process on the prospects / customer's part.

Step 5: Finalize the Sales Order In NetSuite CRM

Following a successful Estimate, the next and final step in this CRM journey is converting that Estimate into a Sales Order where the customer agrees to proceed with the purchase.

Converting an Estimate to a Sales Order in NetSuite is a seamless process. With a single click, all the details from the Estimate are carried over, ensuring accuracy and saving time. At this stage, you can also make any final adjustments or additions as requested by the customer.

Before finalization, the Sales Order undergoes a review process. This includes checking inventory levels for product availability, confirming delivery dates, and applying any last-minute changes. Once everything is in order, the Sales Order is approved, signaling the start of the fulfillment process.

NetSuite CRM Use Case: Tech Equipment Sales

Company Overview

ABC Technologies, a B2B hardware retailer, provides pioneering equipment to their customers. Their sales process is complex, involving demonstrations, assessments, and negotiations.

ABC’s challenge

ABC, relying on manual processes, spreadsheets, and using various systems for their processes, finds tracking opportunities difficult, leading to a lack of streamlined data, and delays in their sales cycle.

ABC’s solution

Use NetSuite’s ERP solution with an integrated CRM, sales forecasting, quote generation, and a catered system that aligns their sales process. After an in-depth analysis of their process areas with an implementation partner, ABC has all data centralized to promote enhanced collaboration, efficiency, and visibility across their various process areas.

Why Choose GURUS to Streamline Your CRM Process?

At GURUS, we understand that every business has unique CRM needs. Our team of experts specializes in configuring NetSuite's CRM solutions to fit those needs perfectly. Whether you're looking to improve your sales pipeline management, streamline your estimation process, or ensure smooth sales order transitions, we're here to help.

If you're looking to elevate your CRM strategy and harness the full potential of NetSuite's seamless customer management process areas, look no further than GURUS Solutions. Our team is eager to show you how we can make a difference in your CRM usage and configuration.

By choosing GURUS Solutions, you're not just getting a typical implementation partner; you're gaining a partner dedicated to optimizing your CRM and ERP processes for success.

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About Matthew Kozsukan

NetSuite ERP Consultant at GURUS Solutions