Skip to content This library is free, offered as dana. If it helps your work, donate here →
penguin tree ai
← back to libraryDonate here

This is one of 3,622 free prompts in the penguin tree ai library. Sign up once and the whole library opens, with new prompts by email.

open the library →

CRM opportunity note writer

Converts raw call, meeting, or email notes into a structured CRM opportunity entry with a clean summary, identified client needs, documented objections, next steps with owners and dates, and a recommended deal stage…

download .md

Purpose

Transform messy, shorthand notes from a sales call or meeting into a clean, structured CRM opportunity entry — with client needs, objections, next steps, and a recommended deal stage — so the record is complete, searchable, and useful to your future self, your manager, and anyone who covers the account.

When to Use

Invoke this skill when the user asks to:

  • Log a call or meeting into the CRM after a client conversation
  • Turn rough notes or a voice memo transcript into a structured opportunity entry
  • Update an existing opportunity record with fresh notes
  • Document next steps, action items, or follow-ups from a sales conversation
  • Determine or update the correct deal stage for an opportunity
  • Clean up sparse pipeline notes before a manager or forecast review

Inputs Required

Before starting, collect:

  • Raw notes: The brief, unstructured notes, transcript, or bullet dump from the conversation
  • Account/opportunity name: The company and/or deal this relates to
  • Contact(s) involved: Who was on the call and their role/title
  • Meeting type: Discovery / demo / proposal review / negotiation / check-in / renewal
  • Current deal stage (if known): Where the opportunity sits today
  • Deal context (if known): Product/service, approximate deal size, timeline
  • CRM stage naming (if applicable): The specific stage labels used in their CRM

If current deal stage or CRM stage names are missing, use a standard B2B pipeline (Prospecting → Qualification → Discovery → Proposal → Negotiation → Closed Won/Lost) and flag the assumption.

Instructions

Step 1: Parse and Normalize the Raw Notes

Read the raw notes and separate fact from interpretation.

  • Extract who said what, distinguishing client statements from the rep's own observations
  • Flag anything ambiguous or contradictory rather than inventing detail — never fabricate a commitment, budget figure, or date the notes don't support
  • Convert shorthand into full context (e.g., "waiting on legal" → "Contract is pending legal review on the client side")

Step 2: Write the Meeting Summary

Produce a 3–5 sentence factual recap of what happened.

  • Lead with the outcome or most important development, not the chronology
  • Include who attended and the purpose of the conversation
  • Keep it skimmable — a manager should understand the state of the deal in 15 seconds

Step 3: Extract Client Needs and Pain Points

List the explicit and implied needs surfaced in the conversation.

  • Stated needs: Requirements the client named directly
  • Implied needs: Problems suggested by their comments but not stated as requirements
  • Decision drivers: What matters most to them (cost, speed, risk, compliance, ease of use)
  • Tie each need to a specific quote or moment from the notes where possible

Step 4: Capture Objections, Risks, and Blockers

Document anything that could slow or kill the deal.

  • Objections raised: Concerns the client voiced, with the rep's response if given
  • Open risks: Budget uncertainty, competing vendors, internal politics, timing constraints
  • Blockers: Specific things preventing forward motion (missing stakeholder, pending approval)
  • For each, note whether it is resolved, in progress, or unaddressed

Step 5: Identify the Buying Committee and Stakeholders

Map the people involved.

  • Name each contact, their title, and their role in the decision (champion / decision-maker / influencer / blocker / user)
  • Flag any decision-makers not yet engaged
  • Note relationship strength where the notes indicate it

Step 6: Define Next Steps

Turn the conversation into concrete action items.

  • Each next step must have an owner (rep or client), an action, and a due date (use a specific date or relative timeframe like "by end of next week")
  • Separate rep actions from client-side commitments
  • If a follow-up meeting was set, capture the date and purpose
  • If no clear next step exists, state that explicitly and recommend one

Step 7: Recommend the Deal Stage

Assign or update the deal stage with justification.

  • Map the current state against the pipeline stages using entry/exit criteria (e.g., Qualification requires confirmed budget authority and need; Proposal requires a delivered quote)
  • State the recommended stage and one sentence explaining why the deal qualifies for it
  • If advancing or slipping the stage, note what changed
  • Flag if the notes are insufficient to confidently place the stage

Step 8: Estimate Deal Health and Momentum

Give a quick read on trajectory.

  • Health: On track / At risk / Stalled — with a one-line reason
  • Momentum: Is the deal moving forward, holding, or slipping since last contact?
  • Note the single biggest thing that would move this deal forward

Output Format

  • Structure: A CRM-ready structured entry with clearly labeled fields, designed to paste directly into an opportunity record
  • Length: 250–450 words depending on note complexity
  • Format: Structured document with labeled sections; next steps as a checklist; needs and objections as short bullets
  • Sections: Meeting Summary → Client Needs & Pain Points → Objections, Risks & Blockers → Stakeholders → Next Steps → Recommended Deal Stage → Deal Health & Momentum
  • Tone: Concise, factual, sales-professional — first-person or neutral third-person, no filler, no hype about the deal's certainty

Quality Checklist

Before delivering output, verify:

  • [ ] Every next step has an owner and a due date (no orphaned action items)
  • [ ] The recommended deal stage includes a one-sentence justification tied to stage criteria
  • [ ] No fabricated details — every fact traces back to the raw notes, with gaps flagged rather than filled
  • [ ] Client needs are separated into stated vs. implied
  • [ ] Objections are each marked as resolved, in progress, or unaddressed
  • [ ] The summary is 3–5 sentences and leads with the most important development

Notes

  • The most common failure in CRM notes is a missing next step with no owner — always force a concrete follow-up, even if it's just "Rep to send recap email by Friday."
  • When the notes clearly imply a stage change but lack the qualifying detail (e.g., budget confirmed), flag it as a question for the rep rather than advancing the stage on assumption.
  • If the raw notes are extremely sparse, produce the structured entry with what's available and list 2–3 specific fields the rep should confirm before the record is complete.
  • Keep client-facing language out — this entry is internal, so plain-spoken risk assessment is more valuable than optimistic framing.

How to use this skill

This file is a Claude Code skill in Anthropic's standard format — markdown with YAML frontmatter at the top.

Installing in Claude Code:

  • ~/.claude/skills/<folder-name>/SKILL.md — auto-loads in every session anywhere on your machine (recommended for skills you'll use across multiple projects)
  • <your-project>/.claude/skills/<folder-name>/SKILL.md — auto-loads only when working in that project (recommended for project-specific skills)

Restart Claude Code or open a new session to register.

Using in Claude.ai, ChatGPT, Gemini, or other AI tools:

  1. Drag this file into a new chat, or copy and paste its contents
  2. Send your task or request as your next message — the AI will apply the skill where it fits

For Claude Code skill details: https://docs.anthropic.com/en/docs/claude-code/skills