Sales Manager Training

First, in this training content we will re-visit creating Quotes, and using Quote Templates. We will discuss how to create a Products database and create Quote Templates for Sales Reps to use. We will cover the importance of understanding Appointment Reporting metrics and how those relate to Resulting Appointments. It is critical that EVERY Appointment be Resulted. Later in this Article we will cover creating Sales, Approving Sales, Canceling Sales and the next steps to take for Canceled and Approved Sales. 

Creating a Quote

Your Sales Reps will create Quotes from either the desktop application or the Salesforce Mobile App. This brief 3-minute video covers creating a Quote on desktop.

For click-path instructions see also: Creating a Quote and using Quote Templates

For Quote creation from the Salesforce mobile app, see also: Mobile App Sales Rep Training

Create Products and Quote Templates

Sales Managers will want to setup your organization's Products and Quote Templates. Create a Product record for each of the Products your Sales Reps can elect to sell when creating a Quote. Create Quote Templates to standardize the quoting process for betting efficiency while Reps are in the field. 

Watch this 5-minute video on setting up Products and creating Quote Templates for your Sales team: 

For click-path instructions see also: Create Quote Templates and Products 

Resulting Appointments as Sold and Creating a Sale record

Sales Reps have the option to Result two Sales Opportunities into two (2) Sale records, or Result two Sales Opportunities into one (1) Sale record. Watch this 1.5 minute video to learn how:

Next let's review the importance of Appointment Resulting and which Status Details on the Sales Appointment will be counted into Reports based on the Status Detail selected during the Resulting flow. 

Appointment Resulting using Status and Status Details

Be sure to train your team on which Status Details to use when Resulting Sales Appointments. 

To view the Article referenced in the video above, see also: Appointment Reporting Count Fields 

Collect Deposit and update Sale Status to Approved 

Once your team has the appropriate paperwork signed by the Contact and you have collected a deposit, it is time to Approve the Sale. Watch this 3-minute video showing collecting a Payment and updating the Sale Status to Approved: 

To learn more about PaySimple and improveit 360's integrated Payment processing, see also: PaySimple Integration 

See also: Apply Payments to Sales and Projects. This Article includes click-path instructions and shows logging payments without using the PaySimple Integration. 

Creating a Quote and Sale without a Sales Appointment

In improveit 360 Lightning a Sales Appointment is not required in order to create a Quote or a Sale record. This next 3-minute video shows how to create Quotes and Sales outside of the Sales Appointment process. 

Using Status and Status Detail to Track Sales

Let's expand on the importance of using Status and Status Detail on each Sale record and using List Views to manage Sales. See also: Sale Status and Status Detail 

Watch this 4-minute video on using List Views and Reports and setting Filters based on Status and Status Details. Keep in mind, your company will likely want to setup List Views specific to your business processes and your custom Status Detail values. 

The Status and Status Detail represent where this sale is within its lifecycle with your company. When you update the Status and Status Detail properly, you will be able to use List Views on the Sales Tab to see all Sales within a certain Status.

The Filters within each List View ensure that you are seeing the Sale records which meet the Filter criteria in each list. For this reason, it is critical that your staff update the Status and Status Detail each time there is a change. In other words, if a Sale was Completed, but the team never updated the status from Net to Complete, that Sale will retain the status of Net and be displayed on the "Net " Sales list view, rather than in a "Completed" Sales list view where it belongs. 

Train your staff to keep Status and Status Detail up-to-date on every Sale record, so that Sales fall within the correct List Views and Reports.

Customizing Status Detail values

The Status Detail field is customizable. Be sure you have worked with the System Administrator User at your company to set the appropriate Values in the Status Detail field. Additionally, be sure that you have setup List Views on the Sales Tab to account for all the Status Details your company will want to track. 

Tracking Change Order Items 

On the Sale Item there is a Type field which is automatically populated with either "Original" or "Change Order" based on the Status of the Sale at the time the item is added. If the Sale has not yet been Approved, any items added will be included as "Original" Sale Items and are included in the "Original Sold Price." Items added after the Sale has been Approved will have a Type of "Change Order" and will be included in the "Change Order Total." Watch this short 1.5-minute video to learn more: 

Cancel a Sale and Issue a Refund

Sales are canceled for a variety of reasons, financing may have been declined, the customer changed their mind and rescinded the contract, or your management team may have rejected the sale due to insufficient margin. Whatever the reasons are why your company might Cancel a Sale, you'll want to work with your Administrator to track those in the Cancel Reason and Status Detail fields. 

improveit 360 uses Record Type to differentiate a Standard Sale from a Canceled Sale. These record types have different page layouts, meaning you can display different Fields and Related Lists from each record type. 

Create a Follow-up Task for Canceled Sales

If the Contact has been declined for financing your team may want to follow-up in the future to see if the Account was ever approved for a loan. Creating a follow-up Task in improveit 360 will ensure that this lead doesn't slip through the cracks! Watch this 1.5-minute video:

Mark an Account as Not Qualified to Purchase 

If the Sale was canceled because the Contact is moving, and their new home is in a location your company does not serve, you'll want to mark the Account as Not Qualified. There are three legitimate reasons to mark an Account as Not Qualified: 

• Out of Area (they are outside of the geographic region you serve)
• Renter/Non-Owner (they are not qualified to make a buying decision for the property)
• Service Not Provided (the Contact requested a service your company does not offer)

Next Steps for Approved Sales 

When a Sale meets the criteria your company has deemed appropriate (a deposit is collected and paperwork is signed, etc), your team will mark the Sale as Approved. You may use custom Status Details to identify Sales Approved for different reasons or in different departments, such as "Approved for Production" and "Approved for Service" or you may use language more specific to your business. Once the Sale has met your approval, it's time to create a Project and Assign Sale Items and Payments to Projects.

This next 4-minute video covers where to locate Approved Sales without Projects and how to set Filters in your Report to find Sales specific to your business processes and your Status Details. 

Again, be sure your team is in agreement on which Status Details you plan to use as a Sale moves through your business process. 

To learn about Lenders, Loan Options and Commissions be sure to check out our Accounting training content.