Workbooks CRM

Organisations, People, Activities and Opportunities are separate record types, each listed in the record types customization area as independently extendable with its own custom fields, and each carrying its own object reference. An Activity is a record in its own right, used to "track and record the interactions you have with People, Leads and Organisations" and to follow up on other records "such as Opportunities, Cases and Marketing Campaigns", with an assigned user, a due date and a related record. Links between the types are held as fields pointing at another table - the vendor's own worked examples of linked fields are Assigned to pointing at the User table and Prospective Customer pointing at the Organisation table - and a person is attached to an organization through an Employer lookup rather than by being a variety of it. People are attached to an opportunity through its People tab, and the opportunity's Prospective Customer may be either an Organisation or a Person, so association with an organization is possible rather than compulsory.

Source: https://www.workbooks.com/our-knowledge-base/getting-started/records/, https://www.workbooks.com/our-knowledge-base/record_types/, https://www.workbooks.com/our-knowledge-base/activities-3/activities-2/, https://www.workbooks.com/our-knowledge-base/fields/, https://www.workbooks.com/our-knowledge-base/relationships/, https://www.workbooks.com/our-knowledge-base/displaying-2/

Verification: Verified

An opportunity carries a Stage, chosen from the Opportunity Stages configured for the Opportunities record type. Each stage record holds an Order value that "controls the order in which the stages appear in the dropdown picklist on an Opportunity", a probability the stage maps to, a Mapped Forecast Status and an Associated Record State, so the sequence is held on the stage configuration rather than on a view. The vendor describes the normal path as an opportunity moving "forward from one stage to the next (possibly 'skipping' stages) until it is either Won or Lost", and moving an opportunity backwards is gated by its own capability.

Source: https://www.workbooks.com/our-knowledge-base/opportunity_stages/, https://www.workbooks.com/our-knowledge-base/displaying-2/

Verification: Verified

What vendor documentation establishes is that open or closed is expressed through the stage. Every Opportunity Stage maps to an "Associated Record State" where an administrator can "choose 'open' or 'closed', which makes it easier to report on all Opportunities that are considered either open or closed". The vendor's own guide to building an opportunity report does not use that property either: to see only open opportunities it tells you to add a criterion on Opportunity stage with the operator "does not contain" and the value "Closed", which is a test on the stage name. Whether the opportunity record additionally carries an open-or-settled attribute of its own could not be established. Ruled 30 Aug 2026: status and stage must be completely separate values, so an outcome read from which stage the record occupies is not a status attribute at all.

Source: https://www.workbooks.com/our-knowledge-base/opportunity_stages/, https://www.workbooks.com/our-knowledge-base/creating_a_blank_report/

Verification: Pending vendor verification

The documented properties of a stage are its order, the probability it maps to, a Mapped Forecast Status of Best Case or Commit, and an Associated Record State of open or closed - none of which separates won from lost. Won and lost appear instead as stage names in the vendor's material. Two things show the outcome is recorded somewhere: a Lost Reason field, described in the Kanban card field list as "Why was the opportunity lost", is available on the opportunity, and the Opportunity Conversion Rates report template counts "the total number of Opportunities assigned to them which are won". Whether won versus lost is held as an attribute of the opportunity could not be established.

Source: https://www.workbooks.com/our-knowledge-base/opportunity_stages/, https://www.workbooks.com/our-knowledge-base/kanban-view-for-opportunities/, https://www.workbooks.com/our-knowledge-base/reporting/template_list/

Searched: The Workbooks API Reference, which lists every record type and the fields it carries, is generated per database and opened only from inside a logged-in account at secure.workbooks.com/metadata/types.html, which is also closed to anonymous fetching, so no enumeration of the opportunity object's attributes was reachable. Read the opportunities introduction, the displaying and adding opportunities article, opportunity stages, the Kanban card field list, opportunity line items, the Outreach opportunity field mapping, the report-building guide and the report template list; none of them enumerates what the opportunity object holds. Absence cannot be evidenced without an enumeration, so no verdict is recorded.

Verification: Pending vendor verification

Amount ships on the opportunity and is one of the four fields a Kanban card shows by default, alongside Net amount (Home currency) and Weighted Value (Home Currency) as further available fields. The figure is treated as money: a Currency must be chosen on the opportunity before line items can be added, and Net Amount, Gross Amount, Gross Margin and Total Cost are recalculated by the system whenever a line item is added or the opportunity is saved.

Source: https://www.workbooks.com/our-knowledge-base/kanban-view-for-opportunities/, https://www.workbooks.com/our-knowledge-base/line_items-2/, https://www.workbooks.com/our-knowledge-base/displaying-2/

Verification: Verified

Opportunity Line Items record "the products and/or services that your prospective customer may be interested in buying". At least one line item is required on an opportunity and further ones can be added; items can be pulled from the Product Book with price and tax carried through and still editable, or entered by hand as a description and value, and custom fields can be added to line items and shown as columns.

Source: https://www.workbooks.com/our-knowledge-base/line_items-2/

Verification: Verified

Close Date is a required field when an opportunity is created and is documented as "the date that you anticipate the sale will close". Report templates group pipeline on it, for example a breakdown of opportunities with a close date in the current financial year.

Source: https://www.workbooks.com/our-knowledge-base/displaying-2/, https://www.workbooks.com/our-knowledge-base/reporting/template_list/

Verification: Verified

The only date on the opportunity that vendor documentation describes is Close Date, defined as the date the sale is anticipated to close. Nothing reachable states that a second date is recorded when an opportunity is settled, or what Close Date holds after the opportunity closes. Where the vendor does report on when something happened to an opportunity - the stage duration and stage movement templates - the date comes from audit records rather than from a date on the opportunity, and those templates require the licensed Audit extension.

Source: https://www.workbooks.com/our-knowledge-base/displaying-2/, https://www.workbooks.com/our-knowledge-base/reporting/template_list/, https://www.workbooks.com/our-knowledge-base/reporting-on-opportunity-stages/

Searched: Searched the knowledge base for a won date, date closed, actual close date and closed date on the opportunity, and read the opportunity, stage, Kanban field list and reporting articles. Only the anticipated Close Date is documented. The Workbooks API Reference, which lists every record type and the fields it carries, is generated per database and opened only from inside a logged-in account at secure.workbooks.com/metadata/types.html, which is also closed to anonymous fetching, so no enumeration of the opportunity object's attributes was reachable. Read the opportunities introduction, the displaying and adding opportunities article, opportunity stages, the Kanban card field list, opportunity line items, the Outreach opportunity field mapping, the report-building guide and the report template list; none of them enumerates what the opportunity object holds. Absence cannot be evidenced without an enumeration, so no verdict is recorded.

Verification: Pending vendor verification

Assigned to is a shipped linked field on the opportunity pointing at the User table - it is the vendor's own worked example of a linked field - and it is available on Kanban cards. Ownership is a reporting dimension: the Opportunity Conversion Rates template counts the opportunities "assigned to" each sales rep, and other templates report pipeline and performance per rep.

Source: https://www.workbooks.com/our-knowledge-base/fields/, https://www.workbooks.com/our-knowledge-base/kanban-view-for-opportunities/, https://www.workbooks.com/our-knowledge-base/reporting/template_list/

Verification: Verified

People are attached to an opportunity from its People tab using Add Relationship, which searches for the person and records the role they play in the deal and how they feel about it, and an email can be sent to a related person straight from the opportunity, with a single related person's address filled in automatically. Separately, the opportunity's Prospective Customer may be a Person record rather than an Organisation.

Source: https://www.workbooks.com/our-knowledge-base/relationships/, https://www.workbooks.com/our-knowledge-base/displaying-2/

Verification: Verified

Closed opportunities stay in the database and stay reportable. The Opportunity Conversion Rates template counts won opportunities as a percentage of all opportunities assigned to a rep, the Pipeline Stage Movement template reports won and lost opportunities, Sales - Total Performance reports which salesperson generated the most sales over all time, and the vendor's guide to building an opportunity report has to exclude closed opportunities with an explicit criterion, which only makes sense if they remain in the reportable data.

Source: https://www.workbooks.com/our-knowledge-base/reporting/template_list/, https://www.workbooks.com/our-knowledge-base/creating_a_blank_report/

Verification: Verified

A Lost Reason field is available on the opportunity, described in the Kanban card field list as "Why was the opportunity lost". Counting it is a matter of building a report: reports are assembled from a record's own fields as columns, filtered by criteria and rolled up in summary views that group records and show counts and totals per group. What vendor documentation does not say is whether Lost Reason is a picklist or free text, and no shipped lost-reason report and no lost-reason picklist configuration is documented, so the reason is countable but the buyer has to arrange it.

Source: https://www.workbooks.com/our-knowledge-base/kanban-view-for-opportunities/, https://www.workbooks.com/our-knowledge-base/reporting_explained/, https://www.workbooks.com/our-knowledge-base/creating_a_blank_report/

Verification: Verified

Email is sent from inside Workbooks - composed from any record holding an email address, with templates, snippets and signatures, sent through the Workbooks server or the customer's own - and every sent message is stored on the Emails tab of each record it was sent to. Mail in the other direction arrives through Mail Sync, the vendor's own service, formerly Workbooks Exchange Server Sync, which connects Outlook on Exchange or Microsoft 365, or Gmail, and runs in the background every thirty minutes. It pushes People, Tasks and Meetings out to the mail client and pulls the same objects back "alongside emails, into Workbooks by using the Workbooks category within your email client", and the optional add-in saves an open message into Workbooks against every recipient's record. Two constraints: mail reaches Workbooks only for messages the user categorizes or saves, and Mail Sync is a licensed extension bought per user and switched on under Licences & Modules.

Source: https://www.workbooks.com/our-knowledge-base/emails/, https://www.workbooks.com/our-knowledge-base/working_with/, https://www.workbooks.com/our-knowledge-base/mail-sync/, https://www.workbooks.com/our-knowledge-base/what-gets-synchronised/, https://www.workbooks.com/our-knowledge-base/synchronising-mail-sync-add/, https://www.workbooks.com/our-knowledge-base/mail-sync_set_up/

Verification: Verified

Mail Sync works on the activity object, not on a date field. Meetings created in Workbooks are pushed to the mail client and, in the vendor's words, "when you create a meeting in Workbooks, and add the attendees, when this synchronises, it will also send invites to those attendees", while meetings and tasks made in the client are pulled back into Workbooks using the Workbooks category. Coverage is uneven and is stated here rather than used to cap the verdict: with Google, calendar items carrying the Blueberry category travel from Google into Workbooks as Meetings and the guide describes no return leg, and recurring meetings do not synchronise in either direction. Meetings also offer an iCal download for sharing outside the sync.

Source: https://www.workbooks.com/our-knowledge-base/what-gets-synchronised/, https://www.workbooks.com/our-knowledge-base/mail-sync/, https://www.workbooks.com/our-knowledge-base/mail-sync-gmail-integration/, https://www.workbooks.com/our-knowledge-base/activities-3/activities-2/

Verification: Verified

An Activity can be scheduled to take place in the future or logged after the event, and carries a type, an assigned user, a due date, a status, notifications and reminders, attendees, notes, attachments and a related record. Two types ship - Tasks, which cover phone calls and to-dos, and Meetings, which add start and end dates and times - and the type set is the customer's: "To add new Activity Types, go to Start > Configuration > Customisation > Picklists > Look for 'Activity Types' > Add new value > Save & Close".

Source: https://www.workbooks.com/our-knowledge-base/activities-3/activities-2/, https://www.workbooks.com/our-knowledge-base/configuration/picklists/

Verification: Verified

Two of the three are native. An overall win rate ships as the Opportunity Conversion Rates template, which counts the opportunities assigned to a rep that are won "and displaying this as percentage of the total number of Opportunities assigned to them". A forecast is native too: reporting is real time over the live database, templates cover the current financial year's pipeline by stage and next quarter's pipeline against target, calculated columns take MySQL expressions and the vendor's own example of one is Probability * Amount / 100 for a weighted forecast, and stages map to a forecast status of Best Case or Commit. Stage-to-stage conversion is the gap. The stage templates that exist - Pipeline by Stage, Pipeline Stage Duration, Pipeline Stage Movement - are distributions, durations and movements rather than the proportion advancing, and the two that touch stage history are marked as requiring the Audit extension, a separately licensed module, so they sit outside the core product. The vendor's own worked example of stage-time reporting builds it from audit records for the same reason. Separately, the old Sales Forecasts and Quotas area is described by the vendor as legacy functionality that will be deprecated, with reports recommended instead. Ruled 30 Aug 2026: a capability offered only on a higher plan or a licensed module is still native. Whether the buyer chooses to pay for it is irrelevant.

Source: https://www.workbooks.com/our-knowledge-base/reporting/template_list/, https://www.workbooks.com/our-knowledge-base/reporting_explained/, https://www.workbooks.com/our-knowledge-base/reporting-formulae/, https://www.workbooks.com/our-knowledge-base/reporting-on-opportunity-stages/, https://www.workbooks.com/our-knowledge-base/auditing/, https://www.workbooks.com/our-knowledge-base/sales-forecasts-quotas/, https://www.workbooks.com/our-knowledge-base/opportunity_stages/

Verification: Verified