How to Use Sales Tracking Tools to Hit Your Quotas

Missing a sales quota isn’t just about the numbers. It can create a ripple effect across your organization and negatively impact your team's performance. Forecasts fall apart, team morale dips and executive pressure builds.

For enterprise sales leaders, the stakes are even higher with long sales cycles and increasingly complex deals. You’re not just managing numbers here. You’re managing expectations, strategy, and growth under tight deadlines.

This is why sales tracking tools can make your job easier and play such an important role in your performance. Want to know where your team is stuck? Or where the next big opportunity lies? How about which sales activities are driving the most results?

In this article, we’ll show you how to leverage sales tracking tools to streamline your processes and consistently hit your quotas.

Orum helps your sales team make smarter decisions, have more meaningful conversations with customers, and close deals faster.

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What is sales tracking?

Sales tracking is about monitoring everything that moves the needle in your sales process. It means tracking deals, leads, and revenue to see what’s working, what’s not, and where to focus next. Let’s take a closer look at why this matters.

Why effective sales tracking is so important to hitting your quotas

A good sales tracking system helps you focus on what really drives results, keep your pipeline moving, and make sure everyone is working toward the same goals.

Increase sales performance

Sales tracking tools show your team where to focus their energy. They help pinpoint the activities that lead to results, allowing sales reps to spend less time on guesswork and more time closing deals. Different tools make it easy for managers to spot where extra support or coaching is needed, helping the entire team work smarter.

Optimize pipeline management

With effective tracking, your pipeline becomes crystal clear. You can easily see which deals are moving forward, where things are getting stuck, and what requires your attention to keep the momentum going. This means you can prioritize smarter, forecast confidently, and avoid letting opportunities slip through the cracks.

Drive accountability and perfect goal-setting

Sales tracking ties actions to results. Reps can see their progress as it happens, while sales managers get the insights they need to set realistic targets and adjust strategies. This builds a sense of accountability across the team and keeps everyone focused on hitting their quotas together.

8 Key sales tracking metrics to monitor

Tracking the right sales metrics gives you a clear picture of your team’s performance and helps you discover new ways to improve. Let’s look at each, explain why they matter, and how you can track and improve them.

1. Sales quota attainment

Quota attainment shows how well your team is performing against their targets. It’s the most direct indicator of success and helps you identify top performers or those needing support.

If quota attainment is lagging, examine the specifics. Are sales reps struggling with prospecting, or are deals stalling in the pipeline? Is there something wrong with the existing call script template? How are your salespeople handling objections?

With Orum’s Call Library, it’s easy to add and organize calls that you can use for analysis and sales coaching. You’ll also be able to identify best practices and encourage the entire sales team to develop self-awareness and learn from each other.

2. Pipeline value by stage

Understanding the value at each stage of your pipeline helps you focus your efforts where they matter most. It also gives you an early indicator of whether you’re on track to hit your revenue goals. Without this insight, you risk prioritizing the wrong deals.

If certain stages have low value, look for patterns. Are deals falling off after demos, or are proposals going unanswered?

All-in-one solutions with real-time call insights and analytics help you follow up faster and keep prospects engaged. This is how you’ll make sure deals move smoothly through the pipeline.

3. Deal progress rate

How quickly deals move through your pipeline can tell you a lot about the efficiency of your sales process. If deals linger too long in certain stages, they can stall revenue and impact sales performance. Although there is no easy fix for this, it helps to have your data in one place and know exactly where to look.

Integrating Orum with your sales CRM makes it easier to keep deals moving forward. It automatically syncs call activities, notes, and outcomes so your team always has an up-to-date view of each prospect's status.

4. Team performance metrics

Metrics like calls made, meetings booked, and conversions give you a clear picture of how each team member is contributing. They also highlight areas where reps might need extra coaching, or where top performers can share best practices.

Tools like Orum’s Analytics can help you find answers to these questions.

5. Sales velocity

Sales velocity measures how quickly your team is turning opportunities into revenue. A faster velocity means more revenue in less time. Monitoring this metric helps you identify inefficiencies and adjust your approach for better cash flow.

If your velocity is low, break down the components to diagnose what’s the real issue. Are deals taking too long, or is your win rate too low? You can use Orum to speed up initial outreach and follow-ups.

6. Win/loss ratio

Your win/loss ratio reveals how effective your team is at closing deals. A strong ratio indicates your team is hitting the mark, while a low one suggests areas for improvement. Maybe there’s room to improve messaging or objection handling?

Make sure you analyze lost deals for patterns. For example, see if they’re falling through at the same stage or if maybe a certain competitor comes up often. Use these insights to adjust your approach and experiment with new sales activities.

7. Forecast accuracy

Accurate sales forecasting helps you plan resources, set realistic expectations, and avoid unpleasant surprises. Incorrect forecasts can lead to overpromising or underdelivering, both of which can negatively impact team morale and deteriorate trust in leadership decisions.

As a sales manager, you want to avoid that. If your forecasts are off, revisit your assumptions. Are you relying too much on your gut instinct? Is your sales data up to date?

8. Average deal size

The average deal size gives you a snapshot of the value your team is bringing per deal. So, how can you improve this sales metric?

Let’s say you’re leading a sales team in a SaaS company. You closed 20 deals in the last quarter, generating $200,000 in total revenue. This means your average deal size is $10,000.

You might focus on upselling premium features, targeting larger accounts, or creating bundled pricing packages to increase this number.

Either way, you need to track the average deal size before you develop a sales strategy to increase it.

What to look for in a sales tracking solution

Choosing the right sales tracking solution can make all the difference in how efficiently your team operates and how well you hit your targets as a team. Here are the features to consider when deciding.

1. Real-time call analytics

You need to know what’s working as it’s happening. Real-time analytics let you see connection rates, call durations, and outcomes instantly, so you can make quick tweaks and support your sales reps on the fly.

2. Automated activity logging

Nobody likes wasting time on manual data entry. A good sales tracking solution logs calls, notes, and follow-ups straight into your sales CRM. This gives your team more time to focus on selling and less on handling administrative work.

3. Performance tracking dashboards

Dashboards should make your life easier, not more complicated. Look for simple, visual tools that track team performance, quotas, and sales funnel at a glance. You need insights that inform your decision-making and that you can act on fast.

4. Integration with CRM Platforms

Your sales tracking software should work seamlessly with your CRM. When everything’s connected, it’s easier to see the big picture, keep your pipeline organized, and help your team close deals.

5. Customizable call workflows

Every team works differently, and your sales tracking software should adapt to your process, not vice versa. Custom workflows let you build call sequences and follow-ups that fit your sales strategy.

6. Team productivity insights

Want to know how your team is spending their time? Productivity insights give you a clear view of activity levels, where reps might need extra support, and what’s driving results. This way, you can identify common bottlenecks and coach smarter as you build the best sales team there is.

7. Power and Parallel dialing capabilities

If your team makes a lot of calls, this one’s a must. Eliminating manual dialing cuts downtime between calls, automates repetitive tasks, and helps your team stay in the zone. It’s also a great way to reach more prospects and improve your bottom line.

7 Steps to optimize sales tracking and hit quotas

Sales tracking should do more than show you where you are. It should also help you figure out how to get where you want to go. Here are seven key steps that can help you optimize sales tracking, improve conversion rates, and hit (and exceed) your quota.

Step 1: Establish clear sales goals and KPIs

Having clear goals and KPIs keeps everyone aligned and focused. Whether it’s revenue targets or call activity benchmarks, they provide a sense of direction and help measure progress in a way that’s easy to track and understand.

Step 2: Integrate your sales tools for seamless data flow

When tools like Orum and your CRM work together, keeping everything in sync is easier. You get a complete view of your deals without jumping between platforms, making things simpler for everyone.

Step 3: Leverage real-time analytics to track progress

Real-time analytics give you an up-to-date picture of what’s happening. With Orum’s live dashboards, you can track connection rates and team activity, and spot trends to adjust strategies without waiting for sales reports.

Step 4: Identify and address inefficiencies in the sales process

Sometimes, things slow down in unexpected places. Metrics like deal progress can show you where the issue might be, and tools like Orum can help ensure follow-ups happen on time to keep things moving.

Step 5: Use automation to streamline repetitive tasks

Repetitive tasks such as dialing and call logging take up valuable time, which affects productivity. Automating them with Orum frees up your sales team to focus on more meaningful work, like building customer relationships.

Orum’s Dialer takes the manual work out of outbound calling. It automates tasks like detecting voicemails, skipping bad numbers, and navigating phone menus. This allows your sales team to focus their time and energy on meaningful conversations with prospects.

Step 6: Regularly review and adjust strategies based on data

Things change, and your sales approach might need to as well. Reviewing the data regularly can highlight what’s working and what’s not, helping you make smarter decisions about where to focus your efforts.

Step 7: Train and coach your team using call outcomes

Call outcomes can give you a better understanding of where your team might need support. Orum’s analytics makes it easy to spot patterns and create coaching opportunities that help your reps grow.

Orum’s Call Library can be of great help here. It centralizes your team's call recordings and AI-generated transcripts and makes it easy to organize and access them through tags and playlists. It streamlines sales coaching by providing a repository of calls to review and share.

Sales tracking turns complexity into clarity

Sales tracking software can help you take the chaos of long cycles, complex deals, and sales pipeline uncertainty and turn it into clear and actionable insights.

When the data you need is readily available, you can spot opportunities, address issues quickly, and keep deals moving without wasting time searching for answers. This clarity helps you make faster, more confident decisions.

Consequently, you build stronger customer relationships by staying more attuned to their needs.

Orum helps your sales team make smarter decisions, have more meaningful conversations with customers, and close deals faster.

Request a demo