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Do you keep track of all of your quotes? (part 2)

Do you keep track of all of your quotes? (part 2)

Read Part 3 next

Do you keep track of all of your quotes? (part 2)

This article is a follow on and an update from our earlier article entitled “Do you keep track of all of your quotes?”

Now here in this article we give some helpful and practical tips to make preparing quotes easier and certainly much faster.

In the earlier article we talked about recording quotes as an opportunity. In this article we detail another option. That is to use your application to prepare the quotes. You already have the potential customers’ contact details stored in the application and you just need to add all of the items that you sell, into the application as well and you are ready to go.

We will address two types of quotes, firstly in this article we will talk about producing a simple quote.

Simple Quotes

Firstly, a simple quote should only take a few moments to prepare.

When looking at the customer details, you should be able to just click a button to start preparing a quote. You can search and add items (and this should be a simple matter of just starting to type the name of the item, when it appears in the list click to add it and then insert the quantity required).

If the quote is for a one off type of job, you should be able to simply add a description and price for that job.

And again, because you already have the name of the customer and their email address in your application, in a matter of seconds the quote can be delivered to the customer by email.

There is always an option available to print and post a quote, but email is much simpler, faster and less expensive (save on printing and postage costs and most importantly on time).

Acceptance of the quote

If you send your quote by email, your customer can download the quote and print if required. Another advantage is that just by clicking they can accept the quote. At the same time your customer also accepts your trading terms and conditions…. and having a record of this acceptance can have great advantages after you have completed the job or delivered the product, especially in the case where a dispute might arise otherwise.

Another advantage is that you are automatically notified immediately as soon as the customer has accepted the quote.

New sales can potentially all happen in a matter of minutes from the time you start to prepare a quote, send it and then receive notification that your customer has already accepted and confirmed the job.

Converting the quote to a job

Now, another advantage of preparing quotes within your application, is that as soon as you receive notification that the quote has been accepted it should only take a click or two to convert the quote to a job and schedule the job or process the sale.

Ordering stock items

Because you have all of the information about the stock items required on the job, you can prepare purchase orders for suppliers and even track and receive the items into your warehouse or project site or even your vehicle. In the case of complex or project quotes the preparation of these purchase orders is all automated making it even easier.

An advantage of using purchase orders is that it is very easy to track your expenditure and especially as it is all allocated against each job or each sale you can feel safe knowing all expenditure on each job is accounted for (and you know your profitability).

All quotes are recorded

All quotes are automatically stored within your application and remain there until the quote is accepted (or you have lost the job). This means that you will always be prompted to follow up on every quote.

Get more quotes accepted

You will get more quotes accepted;

  • Because quotes are easier to prepare you will get them prepared faster. This means you will get more jobs / more orders.
  • Secondly, because the quotes can be delivered quickly by email, you will be seen as being responsive by your customer, you will receive more orders.
  • Thirdly, because every quote is added to your list, you are prompted to follow up on every quote and you will get more orders, get more sales and make more profit.

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CONTACTS

This is the cornerstone of your CRM – your connections, your contacts, your customers, your suppliers. It all revolves around the people you know and are connected with.

As you build and grow your relationships with your contacts you are able to develop a loyalty between you and your brand. This will directly translate into increased and improved business performance.

List all of your contacts and companies you do business with and link them together. Add log entries to record all your interactions.Wherever you are, you are always connected with your contacts, you can make any updates, record notes and access information or files.

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TASKS

Create and allocate tasks. These automatically sync with your calendars on any media device and set automatic reminders.You can assign a team member and a contact or a group of contacts to a task.

A collection of tasks, referred to as a case, is an ideal way to manage a project or a series of events that are required in your business. By sharing the case everyone associated with the project can monitor it’s progress. They will be able to see when the project is started, whether it’s ‘on track’, ‘overdue’ or ‘completed’.

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GROUPS

Groups are like a saved of your contacts.

This is a really essential tool, by being able to categorise your contacts into different groups means that you are able to identify the contacts that you want to work with at any time.This might be because you want to visit all of your contacts in a specific postcode or town or you want to email a special offer to different types of contacts.

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DOCUMENTS

Having your documents in one place together with your CRM makes perfect sense. Our documents feature allows you to store and share files relating to a specific contact together the contact details.

Your sales team will always access the most up to date sales support material. There is no need to backup your documents any more as we take care of this automatically for you. You have reassurance and peace of mind when using our document feature because we use the same advanced security level when storing your documents as every else in Light Degree CRM.

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E-MAIL MARKETING

At the heart of every business is the customer and it is imperative that they feel valued. They appreciate being kept up-to-date with the latest news, promotions, events, reminders or simply to stay in touch.

We can tailor make e-mail campaigns to suit your business. Reports and full campaign analytics are generated automatically. Preview messages, see who is opening them and what interests them so that you can send them further information. All templates are optimised for mobile devices for quality viewing.The campaign size can grow as your organisation does,with a strong emphasis on expanding your brand, it will give your business an amplified appearance of online presence.

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EVENT REGISTRATIONS

Even when remote from the office you can have a complete overview of all event details. An accurate count enables you to manage marketing strategies and facilities. New events created will automatically appear on your website, enabling customers to register immediately. All registrations will instantaneously be added to your event and contact book.

Make sure your attendees and exhibitors have all the information they need. It’s simple to send message reminders of event details or any last minute changes. If you need to share documents, these can be uploaded ready for your event managers to download.

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ADMIN

Each user can adjust their own settings, including setting up a social login (using Google or Linkedin) so they can just click and login with details they are already familiar with.
Admin users can manage other users, change the way the contact information is displayed and create custom fields or tags to categorise contacts.

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REPORTS

Reporting gives you an overview of everything that is going on in your business. It helps you to focus on what is important rather than just getting lost in all of the detailed information you have in your CRM.

We offer an extensive range of reports to be sure that you can get the best information to manage and operate your business. We specialise in reporting on sales activity for individuals and teams.We even add another report every time you add tag (or custom field) to categorise your contacts. So you will always have the information that you need to build and increase your sales.

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OPPORTUNITIES

A great way to be remember to follow up on all of those quotes that you have prepared and given to customers and potential customers, is to enter these as opportunities into your CRM.

By adding them as opportunities you can check on the progress, right from the time you prepare the quote, through to when you receive an order or send an invoice to a customer. Once entered into the application you will be reminded as the date approaches, when you anticipate the order to arrive. This means that you can follow up with the customer if necessary to assist the process.You can add other potential quotes or opportunities to your list as you identify these so they will tracked and followed up as well.

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CASES / PROJECTS

A great way to work with other people or for using as a simple check list of things that need to be done. Track all tasks to be completed and see the overall progress of the project. A collection of tasks where you are collaborating with other team members like this is referred to as a ‘case’.
It can happen like this…
– You need to prepare a quote and need someone to prepare a drawing and someone else to get pricing from several suppliers first
– You are working on an event where several people have to complete different tasks to make it happen
– You need to advise a customer and have to call in expert advice first
– You are working on a project and everyone in the team needs to know where the others are up to and the progress overall

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