---
title: Quarra Opportunity Evaluation Workflow
type: article
created: '2026-02-13'
updated: '2026-02-13'
source_docs:
- raw/2026-02-13-salesforce-call-quarra-122289200.md
tags:
- salesforce
- quarra
- opportunity-management
- crm
- workflow
layer: 2
client_source: null
industry_context: null
transferable: true
---

# Quarra Opportunity Evaluation Workflow

A structured Salesforce opportunity evaluation process developed with [[clients/quarra/index|Quarra]] to systematically vet project opportunities before committing estimating and design resources. The workflow uses a parallel three-track assessment feeding a leadership review, with automated fit scoring and a mandatory Closed-Lost protocol.

## Overview

The process was refined during the [[clients/quarra/meetings/2026-02-13-salesforce-call|2026-02-13 working session]] with Lincoln Durham. It addresses a core operational need: deciding whether an opportunity is worth pursuing *before* investing significant time in estimating, material sourcing, and design engineering. The full document is to be reviewed by Lincoln with executive coach Dennis for final alignment.

## Workflow Stages

### 1. Qualifier Matrix (Pre-Opportunity)

Before an opportunity is formally created, a qualifier matrix is used to score project fit across dimensions such as:

- Scope alignment
- Schedule feasibility
- Client/contact quality
- Material specificity

This gives the sales team **autonomy** to make an initial go/no-go call. If the project scores well enough to be worth pursuing, it is converted into a Salesforce Opportunity and the formal evaluation begins.

### 2. Opportunity Creation

When a prospect is converted to an Opportunity in Salesforce, two things are triggered automatically:

- A dedicated **Microsoft Teams channel** is created for the opportunity, centralizing all communication and notifications
- Notifications go out to the three parallel evaluation teams

### 3. Parallel Evaluation Tracks

All three tracks run simultaneously. Their combined outputs feed the leadership review.

#### Track A — Design / QLab
- **Owner:** QLab / Design Engineering team
- **Focus:** Technical feasibility — 3D model review, fabrication complexity, panel sizing, whether the project is too complex for the client's budget
- **Note:** For simpler opportunities, QLab may review and pass without active engagement; estimating carries the track in those cases

#### Track B — Material
- **Owner:** Sales team (with relevant specialists)
- **Focus:** Material sourcing — can Quarra compete on the specified material? Is it a commodity stone (e.g., Cold Spring granite) or a proprietary/specialty source?

#### Track C — Cost
- **Owner:** Estimating team
- **Focus:** High-level cost analysis based on scope, quantities, and material inputs from Tracks A and B

Each track has dedicated fields in Salesforce. Team members fill in their sections; once all fields in a track are complete, the system triggers a notification to the leadership review group.

### 4. Leadership Review

- **Participants:** Lincoln (sales), Alex, Jim, and DA leadership as applicable
- **Input:** Aggregated findings from all three parallel tracks, plus the automated fit score (see below)
- **Output:** Go / No-Go decision on whether to continue into active bidding

## Automation & Scoring

### Automated Fit Score

Salesforce auto-calculates a **fit score** based on team inputs across the three tracks. Each track is weighted (e.g., equally at 1/3 each, or adjusted by department). The score gives leadership a data-driven starting point for the review conversation rather than relying solely on qualitative judgment.

Example weighting logic: if estimating scores 0 but the other two tracks score 100, the blended score would be ~67%, flagging a partial concern.

### Teams Channel per Opportunity

When an opportunity is created, a dedicated Teams channel is spun up. This channel:
- Receives Salesforce notifications as each track completes
- Serves as the single communication thread for that opportunity
- Supports the broader goal of making Teams the standard operating procedure (SOP) for internal communication, replacing ad hoc email/group text

## Closed-Lost Protocol

If an opportunity is killed at any stage — including during the parallel evaluation — it must be:

1. Marked **Closed-Lost** in Salesforce (not deleted)
2. Tagged with a **mandatory reason** (e.g., "not a good fit — scope," "material not competitive," "schedule conflict")

This ensures accurate historical data for future analysis and prevents gaps in the pipeline record. The Closed-Lost guidance should appear prominently at the top of the evaluation document (action item for Karly).

## Salesforce Implementation Notes

- Each evaluation track is a **separate section** within the Opportunity record
- Fields are customized per track to capture the relevant inputs
- Notifications route through the **Teams integration** (free; being set up via Abby/Karly)
- The fit score is calculated automatically from field responses — no manual scoring required
- A **prospect folder** (via Vee/Vieth automation) is created at Opportunity conversion, not at the Lead stage, since documentation flow begins at that point

## Key Decisions

| Decision | Detail |
|---|---|
| Parallel tracks approved | Design/QLab, Material, and Cost run simultaneously, not sequentially |
| Leadership review is the gate | Lincoln, Alex, Jim review aggregated outputs before go/no-go |
| Teams as SOP | Opportunity-specific Teams channels replace email/text for project comms |
| Closed-Lost is mandatory | Killed opportunities must be logged with a reason, never deleted |
| Prospect folders trigger at Opportunity | Not at Lead stage; Vee/Vieth automation to be configured accordingly |

## Open Items

- [ ] Lincoln to review full evaluation document with Dennis (executive coach) and send notes to Karly
- [ ] Karly to move Closed-Lost guidance to the top of the evaluation document
- [ ] Lincoln to advance prospect folder automation with Vee/Vieth
- [ ] Schedule 3–4 hour alignment session with Mark, Dennis, Lincoln, and Karly to finalize the full sales flow

## Related

- [[clients/quarra/index]]
- [[clients/quarra/meetings/2026-02-13-salesforce-call]]
- [[knowledge/salesforce/integrations-status]]
- [[knowledge/salesforce/teams-integration]]