Streamline Your Workflow with Proposal Generation Software

Proposal generation software

[Music] hey everyone Bonet here from process Street and in this video I'm going to show you how we run sales proposals directly from our CRM close i/o using process Street and using and this is basically when we're sending a pricing proposal to a new customer for them to sign up for process Street I'm gonna run it here on a demo organization just to kind of give you an overview of what it is and how it works I'll show you basically how the process works for at the end user for a sales rep when they're working to actually send a proposal and then I'll jump into exactly how I made this process I'm not gonna go into every single detail every single field if you do want help setting this up feel free to reach out to sales or customer success and we'll help you get set up so what we've done is we've added a integration link here against our contact as close i/o calls them you can add these similar types of links into any systems such as sales force or Zendesk and we'll do essentially the same thing we have different videos on those ones but basically I've got a link here that's create sales proposal so when a rep wants to create a proposal they just click the link clicking the link will then open a process in process Street which is basically our sales proposal generation and send via proposal process that basically had to come through and complete this we have to change the company name it doesn't get filled and automatically like the client name and email that's a restriction from closed but if you were using Salesforce or Zendesk or whatever it would work go to put in the rep email so that's basically the sales rep so maybe salesforce would push that through maybe not if you were using salesforce Resendez you could probably be able to push that through manually as well again it's a restriction from closed here for the proposal details now we select the plan so for example business Pro we select the proposal date that we're sending the proposal and the date that the proposal expires you know do one week for here we put in the user account so how many users they need for example 20 users and then here we do like our price for one year if they sign a one-year contract the price for two years if they sign a two-year contract and the price for three years for us this is their per user price so for example if it's $300 per user per year or $200 per user per year etc you know you can customize this however you want the way that we actually calculate these PO user prices is we have a spreadsheet formula that's done and I pretty much just lets you plug in you know the number of users the PO user price and the discount it will calculate it out and tell the rep what they need to plug in so they'll put in 1/35 122 actually this is a business pro so I would actually be doing something like this so I'd say we're doing a 10% discount and then we figure out the two and three-year pricing you can do all sorts of stuff here so if you had less dynamic pricing so you know you had a kind of pretty fixed per year price and you just wanted to give a discount you could for example just put a drop-down that said 10% discount 20% discount 30% and then they could just select that and calculate it so there's a lot of different ways you can calculate the price depending on how your business model works here for additional benefits we can put customer success manager additional terms known so this is kind of the information that's gonna go into the proposal this is a step basically for the rep to self check the proposal and make sure that everything is correct so I've actually pulled in all the information from these previous steps kind of into a self approval step for the rep to just make sure and got a few things so just double check the client info is correct check that make sure your info is correct and make sure the proposal details are correct business Pro start day users pricing terms etc so make sure that's all good and then that's good now they've like filled it out and checked it they basically have a task here that's complete to send a test proposal completing this task will actually send a proposal to me their sales managers so I can actually go in and essentially run through the entire proposal in and make sure that it looks good so I can show you what that looks like here so you can see we've received the test proposal from Tesla Motors I'm gonna come in here and open it and check it you know the test for this is everything is going to say right obviously except for these tests kind of brackets here but these just kind of help us identify that this is a test proposal and not a real one that is going out I can come and I can click on it I can see ok this is the proposal it's for Tesla Motors you know here's my info as the rep that's sending the proposal we can come down and then actually the proposal is set up so that it has the three prices automatically calculated here so it's calculated business pro minimum users which was the users we put in the annual price that we set well it's it's figured out the original price here and then it's also gone and set business pro price for one year and then it's given it for two years and giving it for three years and it this is a required field that we set in somebody's forced to basically choose one of the options and then they'll go through they could read the rest of the proposal so this is actually the test one right so I'm going through I'm testing it myself we're gonna say okay I went through I checked all that that looks good then I'm gonna come back I'm automatically assigned the task for manager approval so when he kind of hits that complete test proposal two things happen I get this task in my inbox tells me I need to approve this process I also get the test proposal in my inbox obviously you don't have to have this test set to send the proposal it's up to you if you want to manage you to approval or or not then we'll go through check this so I would run through the test proposal I would then run through this task and just double double check all the details are correct and once this is complete the rep is basically free to come in and complete this task which will then send that exact same proposal to the client obviously removing any of the test brackets and anything else so that we did and that's the sales generation a proposal process and so we complete that and now the proposal is sent to the cost so that's the kind of approval creation generation part of the proposal the other cool thing that happens is here in slack the test proposal is sent it automatically sends me an app message here in our sales proposal channel you know saying there's a proposal for approval and then here you can actually see that I viewed the proposal when a proposal is viewed it pops up here you know saying the proposals viewed and then also when a proposal is signed it will pop up here saying the proposal is signed now this one is not signed yet because I think there's two parties that need to actually sign this let's see so yeah here's like me the rep so first it was me the customer signing it now goes to the rep so what the test proposal does is it actually whichever rep basically submits the tests proposal first it sends it to me pretending like I'm the test customer then I sign it is the customer and then it goes to the rep who created the proposal for them to sign it because that's the actual flow of the proposal going out first the customer signs it then the rep signs it and the reason that we do that is it allows me to completely view the kind of finished proposal document and it also allows the rep to review the complete proposal document before we go and send it to the customer so it's kind of just like a double verification process that's why we do it and once that is signed that will pop up here in slack so here you can see that the proposal view pops up here in slack when somebody views the proposal and then also when the proposal is signed it will pop up here as well but this is the test so we're not actually going to see that pop up but I have that set up - - basically it's quite a circle of a process but I have save it into Google Drive and then Google Drive post the finished link to the signed PDF here in the sales proposal channel so we can see it so that's kind of the flow there right so they start from the CRM they create the proposal it goes through an approval flow and then they're all the activity of the proposal kind of comes back here into slack and that's our entire process going on there I'll jump into zapier now and just show you quickly how I set up some of these so here I am in zapier and you can see I have five different zaps running for this kind of entire process there's also the run link that initiates the process from close but we cover run links in a lot of other videos so I'm not going to talk about that in this one but again if you need help check out checklist run links or ask your process street rep to help you so I'll run through these apps that I have here the first one that I have is when we actually create the proposal checklist we just post a note in to close that says that we generated the checklist says who the user was and the link back to the checklist basically this just says okay we started the proposal process hasn't necessarily been finished yet but we started it that's the first step the way that is created is it's quite a simple one it's basically a new checklist is the trigger find the leading clothes from the email address and then it creates a note in close so that's kind of the first one the second two that I have pretty much the same I just change a few things such as the email address and the test brackets but basically what they do is they create the proposal in from checking the task in process rated so this is when I check this one you know complete descent test proposal that's firing this app Utah's checked it then goes on to do a bunch of stuff so it looks up a spreadsheet basically it's like a directory of all the sales reps and and their clothes I user ID and essentially what this does it's a spreadsheet that has like the you know the reps email their phone number and maybe their clothes URL and some other stuff and so it basically just by putting in the email address I can essentially pull back their phone number and maybe you know whatever other information I want that I can populate into the proposal so that's kind of why we do that we just get more information about our own reps from an internal database that we keep then I go through a bunch of formatting steps here which I'll run through quickly first I'm using formatting to make the proposal date because basically we post the date field with the date and the time as I'm stripping out the time so it's just a pretty date field so here I'm formatting the proposal date field into kind of this format the next is plan price lookup so I've actually created a lookup table here in zapier that tells me how much each of our price plans cost and that's how I know when they select business pro to put a default price at 300 and businesses is the default price of 150 the next I have a calculation to calculate the total amount for the one year contract look at that anymore but basically that's going to be you know the total of the yearly price times the number of users and that's what this math is I'm here I'm pretty fiying the expiration date the same way that i prettified the proposal day this is actually calculating the total standard one-year contract so it's basically taking the standard price and telling you how much it would cost for 20 users on the standard price now here it's actually calculating the one-year total price here it's calculating the two-year total price and the three-year total price so it's kind of taking the one-year number of users multiplying it by the user count multiplied by the one-year price it's doing the user count multiplied by the two-year price times two because it's two years and the same thing for the three year one it's taking the three-year price multiplying it by the user count and then times ago by three that's how I'm doing a lot of the math and figuring out a lot of those numbers that appear on the proposal here is a quick format it to actually extract the clients first name just because we have we only can post the first and second name through clothes so this is just the way you know I have the first and second name and I just split them in half and I take the first word you know before the space and I use that in the email it's then sending the proposal to the client in so basically I've created a template in hello sign and in that template it has all the fields that I want so it has the name the company name the proposal day all of that is there in hello sign and I can actually I'll actually pull up the hello signed contract template here quickly to show you so here I am in hello sign and this is my template for the proposal I'm gonna jump in and show you how we prepared this really quickly so basically what I've just done is I've gone down and I've created all these fields right where I want data to be populated in the document and the way that you create a field that gets sent through zapier is it has to be a me when sending field and then you just label it and then it will pop up in the Zap once I create this label here so I do a text box basically I change that to me when sending I say this this now I label this you this will now pop up in zapier as a field called test that I can populate as part of myself so I've gone through I've created these different fields client company name and proposal day rep name you know here's that table that I've kind of you can see that all fields here all the different fields of plan name and users etc this is a group of checkboxes that you can enforce to say that they have to only select one box here's kind of the additional terms etc and here are the signature fields so that's basically how I've constructed the document and then I've come in and mapped all those different fields that I created into that document so here you can see this these are the kind of outputs from the calculations I've done is data from the original checklist his daughter from the spreadsheet that we looked up to get like the reps name and their phone number you know in more data from the calculations and the checklists and kind of mapping that all in builds out out we'll be signed and filled in automatically I then go on to actually find and update the opportunity to basically update the opportunity status in our CRM to say that now the proposal is sent I update the confidence automatically and then I send a message to slack which is that one that basically says hey there is a proposal that needs approval because this is the test one that's when I check the test I have a very similar process I basically just copied that one and then edit it a little bit when you when you check the final one and that is this one here and it's essentially the same process in this one for example I have you know in the part I put in tests here this is the test right I put in a few tests things like that I also change the email address in here to always default to send to VNA when it's a test but then in a client when I obviously have the contract to go out to the client and I remove all that test stuff I also don't have that message that goes to slack at the end that asks me to approve it just because it's for the test only so those are the two that actually generate the contracts the third or the fourth one is a one that's triggered from that basically is pretty simple that just says send a message to slack whenever the proposal is viewed they also have a difference app that lets it send it to slack whenever the proposal is signed the problem with that is that you need specific permission and to be able to view the signed proposal so the way that I set it up was that I actually have an integration with hello sign it's like a basic one that you can connect if you have a hello sign account that basically saves every signed document from hello sign into a Google Drive folder and then I basically created as app once the file gets saved into Google Drive it then takes that and posts it into slack and says hey this signed document is you know the documents being signed here's the final PDF in slack it also goes and adds that as a note in close and adds a link to the you know final PDF and it updates the opportunity as well with a link to the sign proposal so basically you have that signed proposal there in the opportunity and that's it that's our sales proposal generation process I hope this video was helpful again if you need help with any of the details and setting this up feel free to contact your processor street rep for more information and if you're not a processor II customer already you can sign up for a completely free for life account and check out our platform at WWE SST thanks bye [Music] you