CRM module in a business suite

Apptivo

Not a CRM - fails on status, resolution, actual close date, opportunity reporting

Every verdict, with its evidence

Core objects

In full

The CRM apps hold Opportunities, Contacts, Customers and Leads as separate apps, and activities (call logs, tasks, events, follow ups, notes, emails, documents) are separate objects that attach to them. Vendor documentation describes everything in the system as an object, with an opportunity linking to a customer and to contacts, and an activity carrying an "Associated with" section that lets one activity be attached to several records at once and stay synchronized across them. Constraint to note: an opportunity can be associated with only one customer, and the creation guidance states that a customer is selected when an opportunity is created, so organization association is presented as part of the standard flow rather than as optional.

Source: https://answers.apptivo.com/questions/10980/how-do-i-link-or-associate-objects-together-to-reduce-duplicate-data-entry, https://www.apptivo.com/opportunities-app-documentation/opportunities-attributes/, https://answers.apptivo.com/questions/10885/how-do-i-create-new-opportunity, https://www.apptivo.com/user-manual/user-interface-navigation-global-features/

Verification: Verified

Pipeline stages

In full

An opportunity carries a Sales Stage field selected from a configured list, and stages are created and named by the administrator with a description and a chart color. Stage order is set by dragging stages into sequence within a sales cycle, which the vendor defines as a step by step process made up of a set of pipeline stages. Stages can carry entry criteria that decide whether an opportunity may enter a stage and exit criteria that must be satisfied before it can move on, or no criteria for free movement. A kanban view presents opportunities as cards grouped by sales stage.

Source: https://support.apptivo.com/support/solutions/articles/1060000119856-how-do-i-create-sales-cycles-in-the-opportunities-app-, https://answers.apptivo.com/questions/10438/how-do-i-create-sales-stages-for-opportunities, https://answers.apptivo.com/questions/2015444/what-are-the-entry-criteria-and-exit-criteria-in-the-sales-stages-of-the-opportunities, https://answers.apptivo.com/questions/13657/how-to-create-and-customize-a-kanban-view-in-the-opportunities-app

Verification: Verified

Status

Not at all

The documented attributes of an Apptivo opportunity include Sales Stage, Probability, Amount, Close Date, Type and Lead Source, but no open or closed indicator and no separate status attribute. Sales stages themselves are created with only a name, a parent stage and a description, and the stage settings documented elsewhere cover entry criteria, exit criteria and activities on re-entry, so no stage-level closed flag, stage type or stage category exists either. Whether an opportunity is still live is carried only by the wording of the stage it sits in, such as a stage an administrator has named Closed Won.

Source: https://www.apptivo.com/opportunities-app-documentation/opportunities-attributes/, https://www.apptivo.com/developer-api/opportunities-api-reference/createopportunity/

Verification: Verified

Resolution

Not at all

Won and lost are stage names rather than recorded values. The vendor's own material treats the literal stage name as the signal: the loss reason pop-up is described as appearing when the sales stage is changed to Closed Lost, and the developer API exposes only salesStageName and salesStageId on the opportunity, with no won, lost or outcome parameter. Nothing in the documented stage configuration marks a stage as the winning or losing one.

Source: https://www.apptivo.com/answers/questions/12635/how-to-set-up-loss-reasons-in-opportunities, https://www.apptivo.com/developer-api/opportunities-api-reference/createopportunity/

Verification: Verified

Actual close date

Not at all

The shipped Close Date attribute is documented as an estimated close date picked from a calendar, which is the expected date rather than the settlement date. Apptivo's own support answer on making that date reflect reality tells the customer to build an event-based trigger in Opportunities settings that fires on update, tests whether the sales stage equals Closed Won or Closed Lost, and then uses an Update Attribute action to set Close Date to the Now system variable. The date an opportunity actually settled is therefore only captured if the buyer configures that automation. Ruled 30 Aug 2026: the close date must be a native system field. It is the field the conversion rate report counts a closed opportunity by, so a date the buyer has to build is a fail, not a shortfall.

Source: https://www.apptivo.com/answers/questions/2015140/how-to-update-the-close-date-automatically-when-the-sales-stage-moves-to-closed-won-closed-lost-in-opportunities-app

Verification: Verified

Record preservation

In full

Moving an opportunity into a closing stage is an ordinary stage change, and deletion is a separate action with its own trash. Closed records stay in the All Opportunities list and in the By Sales Stage view, and they keep feeding the app's reports: the reports menu includes opportunity stage performance and sales pipeline reports run over a chosen date range, and the loss reason captured at Closed Lost drives an in-app Loss Analysis as well as an export.

Source: https://www.apptivo.com/opportunities-app-documentation/opportunities-navigation/

Verification: Verified

Structured lost reasons

In full

Loss Reasons are a configured list under the Opportunities app settings, used to track why deals were lost, with examples such as poor qualification or high price. Each reason is created with a name, a graph color used in charts, and an option to track the competitor and additional comments alongside the reason, so the reason is a structured selectable value rather than free text.

Source: https://answers.apptivo.com/questions/13063/how-do-i-create-loss-reasons-in-opportunities-app, https://answers.apptivo.com/questions/11174/how-do-i-customize-the-opportunities-app

Verification: Verified

Email sync

In part

A user authenticates a mailbox in preferences by IMAP, giving user name, password, host and port, after which incoming mail from a customer, contact or lead is associated automatically with the matching record, and mail can also be sent from within Apptivo through the authenticated address using email templates, including in bulk. Every record shows an Emails section holding incoming and outgoing email associated to that object. The constraint is on the return path: the documented Office 365 route is a forwarding address configured in Outlook, which captures mail into Apptivo rather than synchronizing a mailbox, and no vendor document states that a message sent from the user's own mail client is written back onto the CRM record or that a message sent from Apptivo lands in the mailbox sent folder.

Source: https://answers.apptivo.com/questions/11886/how-do-i-setup-email-in-preferences-settings, https://www.apptivo.com/user-manual/user-interface-navigation-global-features/, https://answers.apptivo.com/questions/13152/how-can-i-synchronize-office-365-email-with-apptivo, https://answers.apptivo.com/questions/11319/how-do-i-set-up-custom-email-templates-in-customers-app

Verification: Verified

Calendar sync

In full

Event synchronisation runs in both directions with external calendars. For Office 365 the vendor states an automatic two way sync: an event created in the Office 365 calendar appears in Apptivo within minutes and an event created in Apptivo reaches Office 365 within seconds, once calendar sync is toggled on in preferences. For Google the vendor states that events can be created in Apptivo or in Google and sync automatically, with calendar sync and task sync toggled on under business settings after installing the Apptivo application from the Google marketplace. The object that syncs is the Apptivo event, the activity record created against a customer, contact or opportunity, not a date field on the opportunity.

Source: https://answers.apptivo.com/questions/13525/how-do-i-sync-my-events-with-office365-calendar, https://www.apptivo.com/integrations/gsuite/google-calendar-crm-integration/, https://answers.apptivo.com/questions/12615/how-do-i-set-up-sync-services-in-my-account, https://answers.apptivo.com/questions/10313/how-do-i-create-new-event

Verification: Verified

Schedulable activity types

In part

Activities are created from inside any record and from the home page. Events take a title, location, start and end date and time, all day and billable flags, attendees drawn from employees and contacts, notes and an association to a customer, contact, lead or other object, and appear in the calendar and in My Agenda. Tasks take start, end and due dates, an estimated duration, a priority, a category, a status and an assignee, and link to any object, which covers internal work such as preparing a quote. Follow ups take a date, a reminder time and a description against a chosen record, and call logs are recorded against records. The constraint is that these are a fixed set of activity kinds - event, task, follow up, call log, note - and no vendor document describes defining a new activity type, though the type set does cover meeting, call and task.

Source: https://answers.apptivo.com/questions/10313/how-do-i-create-new-event, https://answers.apptivo.com/questions/10854/how-do-i-create-and-associate-tasks-from-home-page, https://answers.apptivo.com/questions/12234/how-do-i-create-a-follow-up-in-my-agenda, https://www.apptivo.com/user-manual/user-interface-navigation-global-features/

Verification: Verified

Opportunity reporting

Not at all

None of the three is available as a rate. Stage movement is recorded rather than measured: the Sales Stage History report returns the stage an opportunity moved from, the stage it moved to and the transition period taken, and the Sales Pipeline report charts opportunity amount or count by sales stage, which is a distribution. Win and loss are likewise counts - the Opportunities Won by Month or Sales Rep report returns opportunities in the Closed Won stage over a date range, with an equivalent lost report beside it, and a count of won set against a count of lost is not a win rate. Neither gap can be closed in the report builder, because the Intelligence Dashboard builds summary tables that sum or count opportunity amounts and no percentage, ratio or formula measure is documented. A forecast report is not documented at all: the standard report list contains none, opportunity amount is either manual or rolled up from items with no probability weighting, and the Open Opportunities by Month report groups by creation date rather than by close date. The opportunity does carry a first-class Close Date field, so the data for a forecast exists even though the measure does not.

Source: https://answers.apptivo.com/questions/2015702/how-to-generate-a-report-on-sales-stage-history, https://answers.apptivo.com/questions/11933/how-do-i-generate-report-for-sales-pipeline, https://answers.apptivo.com/questions/12051/how-do-i-generate-opportunities-won-by-month-sales-rep-report, https://answers.apptivo.com/questions/11934/how-do-i-generate-report-for-open-opportunities-by-month-sales-rep, https://answers.apptivo.com/questions/13064/how-do-i-customize-opportunity-amount-in-opportunities-app

Verification: Verified