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How to Create Custom Sales Reports Zoho Sales Dashboard

If you are in any sales related organization or position, there is a good chance that you’ve been through the time crunch an hour before your sales meeting putting together spreadsheets and gathering your latest sales data. If you are not using a CRM, that is probably not going to change.

Zoho Summary Reports

For some reason, even reps who spend their lives in CRM systems still revert back to sales spreadsheets! Some simply live and die within the spreadsheet game. That being said, for any of those CRM and reporting fanatics that want a quick and easy way to own their next sales meeting with minimal effort-- follow along with these easy Zoho Tips. Keep in mind, however, this is not a tutorial, but an overall look at what you should be doing within Zoho Dashboards.

First and foremost, familiarize yourself with the dashboards module. Create your own dashboard folder and your Sales Meeting Dashboard, then let’s get to work on your numbers. If you don’t have specific information that you want to see yet, let’s cover these overall categories: Marketing payoffs, Opportunities closed, Opportunity movement, and Sales activity. Let's walk through a couple together. 

Marketing payoffs

In our experience, the only marketing statistics we really care about on the sales side are those which bring us sales opportunities. Let's create a report which has the revenue from all of the opportunities created this month based on lead source. You'll start with a Summary Report.

Zoho CRM Summary Report

Although there are hundreds of marketing statistics out there, we get 6 components per dashboard, so let’s be very selective.

Edit Components of Summary Report in Zoho CRM

To sort the horizontal axis based on lead source, use the grouping tab.

Group by Lead Source

Add a component to your dashboard, selecting “Table” as the display option, with the Lead Source in Column 1 and Opportunity Amount in Column 2.

Table Display

To make sure we only see opportunities relevant to a time period of our choosing, such as the last month, use the criteria tab and a filter.

Use Standard Filters in Criteria
Now you have your top created opportunities based on your lead source. There’s one important statistic for your presentation.

Voila! Final Graph

Opportunities closed & Opportunity movement

This report is a little tougher to generate, but gives you numbers on how your sales team is moving their opportunities closer to the win. Let's create a report which shows the revenue totals of your opportunities closed this month filtering by those which are at your “Closed/Won” stage, grouping by sales rep, and creating a sum for each rep. Create a second table in your dashboard, only this time, the first column should be the sales rep, and the second column should be the sum each sales rep has closed.

Summary Reports in Zoho

Again, we will want to select our vertical axis using the columns tab. Since we’re counting the number of opportunities that are Closed-Won, one of our columns needs to be the Stage. 

Selecting Components for the Report

Be sure to group by Opportunity Owner to track our sales reps individually.

Grouping by Opp Owner

Since we want to display a revenue total, we want to sum the Opportunity Amounts for each column.

Organize by Sum of Opp Amounts

Again, let's only look at opps from this month using filters, but this time let's also filter to only look at Closed-Won opportunities.

Set Time Frame and Stage

Name your table, pick a layout, and you’re all set!

Summary Reports by Opportunity Owners
Awesome, right? You can see a total closed this month by sales rep. (“Johnny... you are falling behind this month, what can we do to help you move your opportunities to a win?”)

Next, we need to track opportunity movement. See if you can do this one on your own. The best way to track the movement of an opportunity within Zoho is based on the modification of any opportunity stage. Ah, the dreaded sales history report! Make sure you create an opportunity report pulling in the “Stage History” as a related module. Set your criteria within the report to be any stage modification within the current month and group by sales rep.

Now we are going to input the number of times a Sales rep has moved an opportunity to the next step. Create another table report within your dashboard, setting the first column as the sales rep and the next column as a record count. (“Johnny, I take that back, wow there is a lot of movement here! Kate... looks like you could use some of the help here!”)

Sales activity

This one is a little bit harder and requires a lot more tracking within the CRM. Again, try to do this one on your own (but always feel free to reach out with questions). Create a report on Calls, Events, and Tasks completed by sales rep. These will have to be 3 separate reports within the CRM. The tasks report should have all tasks by Sales Rep due this month, grouped by Sales rep. The second report should have all calls this month by sales rep and the third, all events starting this month by sales rep.

Create a dashboard for each of these reports with the record count on the Y axis of each graph and the sales rep on the X axis. Now you can view the amount of activities completed and/or scheduled for each rep giving you your most and least active sales reps! (“Johnny, I’m not sure how you are doing it, but keep up the hard work. Alex, we’re going to need you to hit the phones a bit more, you are falling behind and this is reflecting poorly with your opportunity numbers.)

And finally...

And there you have it, a full dashboard that updates it’s data whenever your sales reps do. When you walk into your Monday morning meeting, take your time, get some coffee, maybe a few donuts for the group. Log in to your CRM and walk your team through their numbers, helping each of them along the way. All without a single spreadsheet.

Want more out of Zoho? Check out our webinar this Thursday!

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Originally published on June 13, 2016

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