Discovery & Assessment Document
Sales Tracking Tool & Process Assessment
Finding the Right Way to Track Your Sales
A short assessment to work out how your team should manage leads, follow-ups and customers - and whether a big platform like Salesforce is really what you need, or if something simpler would serve you better.
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Date
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How this works
Fill this in directly on screen, nothing needs to be printed. Your answers save automatically in this browser, and you can download a text copy or save the whole thing as a PDF from the bar at the bottom of the page.
Access & privacy
Keyword
Small print: this document runs entirely in your browser. Answers are stored locally on this computer, not sent anywhere, until you choose to export or print them, so fill it in on the device you'll use to send it back. The keyword confirms this copy was issued to you; the checkbox confirms you're comfortable sharing this information with Cartesian XY Business Service Company on that basis.
Before you start
Two minutes of context that make the rest of this quicker.
Most small teams outgrow spreadsheets and sticky notes long before they need something like Salesforce. This assessment exists to find the point your business is actually at - not the point a big software vendor would like you to think you're at.
Answer based on how your team works today, not how you wish it worked. Rough numbers and honest gaps are more useful to us than tidy answers.
Who should fill this in
Whoever runs sales day to day - owner, sales lead, or office manager. Ten minutes with one other team member helps if you're unsure of a number.
Time needed
Around 30–45 minutes for a small team.
What you get back
A recommendation for the simplest tool and process that will actually get used - sized to your team, not to a sales pitch.
Guiding principle
The best sales tool is the one your team will actually use every day. Bigger is not automatically better.
Where things stand today
The business case, in your own words.
What's making you look at a sales tool right now?
Select all that apply, then add context below.
What are the three biggest problems you want solved?
What would make this a success?
Describe what you'd expect to see six months after you start using a new approach.
If you could fix just one thing, what would it be?
Your business, briefly
Basic context, so any recommendation actually fits.
Anything unusual about how you sell or serve customers that we should know early?
Your sales journey
From first enquiry to after-sales. Describe what actually happens today.
Describe each stage
01 - Enquiry
02 - Contact
03 - Qualification
04 - Quotation
05 - Negotiation
06 - Sale
07 - After-sales
Keeping track of customers
Where customer knowledge actually lives today.
Where is customer information stored right now?
Is there one central place everyone checks?
If someone left tomorrow, could another person pick up their customers without a gap?
What would be lost?
What customer information do you currently capture?
What information do you wish you had, but don't?
Leads & sales opportunities
How potential business is recorded, owned and progressed.
Your sales stages - name the steps your team actually uses today
What you need to see, and how often
The reporting a tool would actually have to deliver.
Key question
If you opened your sales tracker every Monday morning, what five things would you want to know immediately?
What do you want visibility into?
Who's actually going to use this
The people, not the software, decide what will work.
How comfortable is your team with new software, honestly?
Ownership
Who would own keeping this up to date day to day?
Name
Role
Tools you already use
Anything already in place shapes what fits best.
What information currently gets copied by hand from one place to another?
For example: re-typing an enquiry from email into a spreadsheet, or a sale into the accounting system.
Your existing records
What would need to move into a new system, if you switched.
Worth knowing
Messy data moved into a new tool is still messy data. Whatever you choose, a quick clean-up pays off before switching.
What could run itself
Repetitive work a tool could take off your team's plate.
A system can assign a new enquiry to the right person, send an acknowledgement, and remind someone to follow up - without anyone having to remember to do it. This matters as much for a simple tool as a complex one.
Which of these would help most?
What repetitive task eats the most staff time right now?
Reports you actually use
Today's habits, and what should replace them.
An honest readiness check
What's already in place, before anyone picks a tool.
Which of the areas above would you like help with first?
Where you want to end up
Four honest statements that shape the recommendation.
TODAY WE CURRENTLY…
WE WANT TO BE ABLE TO…
LEADERSHIP SHOULD BE ABLE TO…
WE WANT LESS OF…
What the solution actually needs to do
The real must-haves - everything else is nice-to-have.
What would be overkill for your team right now?
Weighing up the options
Rate how much each approach matters to you - this is what the recommendation is built on.
There's a wide range between "a shared spreadsheet" and "Salesforce." Tell us how much each of these matters, and we'll match you to the simplest option that covers it - not the biggest one.
Why this matters
A tool bought for capabilities you rated "not important" is money and complexity your team didn't need. This table is what turns your answers into a specific recommendation.
Who does what
Simple roles while this assessment turns into a recommendation.
Working principle
We recommend based on fit, not on what's biggest or best-known. You decide whether to act on it.
Next steps
From this assessment to a clear recommendation.
Complete this assessment
Short follow-up conversation, if needed
Receive a recommended tool and approach
Decide whether, and how, to move forward
Please note
Completing this assessment doesn't commit you to any tool or vendor. It gives us what we need to recommend the simplest thing that will actually work for your team.
Sign-off
Confirming the information recorded in this assessment.
Business name
Completed by
Role
Typed signature (full name)
Date
Anything else we should know?
Small print: figures and stage names above are estimates from memory, not system exports - approximate is fine. If a question doesn't apply to your business, leave it blank rather than guessing.