How to create sales quotes in JSM?
Case for warm and hot customers quote requests
Every day your sales team is receiving dozens of requests for quotations for the goods and services that your company is offering. In contrast to cold acquisition, those customers are already aware of your company and brand, so they are far easier to convert to successful closings rather than cold ones.
You simply don’t want to miss a chance to close a potential deal which lands itself on your mailbox.
As a sales team manager you want to streamline the quote generation process to remove bulky spreadsheets and keep your potential customers happy with prompt and professional responses that are fit to customer’s needs. Under no circumstances do you want to miss a quote request by the negligence of someone from the Sales team or have it stuck somewhere in the queue of quote requests.
You’d also like to know how your Sales Team performs on a day-to-day basis. Are promised SLA’s met? How long does it take to figure out customer needs, generate a quote and then close the deal?
Generation of the quotes using Raley Sales Quotes and Purchase Orders app
A salesperson when receiving a quote request can quickly respond to the customer inside the same Jira screen to ask for more details if needed or propose an alternative product or service if something is not in stock. This provides a good opportunity to cross and up-sale the potential lead.
For example, your quote request might look like this:
Example of a quote request ticket
A salesperson will use the Raley Sales Quotes app to quote the required goods and services together with prices, taxes, discounts and totals. As Raley also keeps your products inventory, it is easy to find the requested products and services with up-to-date prices.
The products' inventory can be synchronized with your master datasource for the goods and services that you offer via REST API to ensure that the prices and product descriptions are up-to-date.
So, the potential quote might look like the following:
Example of a generated quote request in Raley
Note, that you create a sales quote without leaving the Jira ticket screen, so, you can clearly see what was the initial customer request and make the most suitable quote for him or her.
Some businesses require more contextual information than simply description of the product quoted. For example, in a company specializing in selling golf products you might need to indicate Right/Left hand, stiffness of the club shaft and other details specific to this business domain. All those details can be expressed on the quote-line level with the help of Raley custom fields.
And if you need more contextual information, then Jira standard/custom fields are an excellent place to keep this information stored. A simple example - you want to indicate that your quote is valid for 30 days - this you would store in a Jira custom field.
Once the quote data is ready, a salesman will click a button to generate a professional Sales Quotes PDF document with your company logo and any additional data of your choice. That document will be attached to the JSM ticket representing the quote request.
Attached PDF quote request to Jira ticket
Communication of the quote to the customer via Raley Emails Notification
Once the quote PDF is generated and attached to the quote ticket, your salesperson will send it with the help of Raley Emails Notifications canned message functionality. This allows you to send an email with a file attached to it - something that vanilla JSM cannot do:
Sending PDF quote to your customer email using Raley Emails Notifications
The email will be based on a template that conveys your company branding and logo, contain a signature of the salesperson and can be added to the JSM as a private comment, so that all the communication between customers and the sales team is auditable.
For example, when the email above is sent, the following be added as a private comment:
Customer-related emails are traced in private comments
Going a step forward, you can set up a scheduled notification in Raley Emails Notifications so that your customers who haven't yet answered to the quote will be reminded that the quote is sent to them and it is expiring soon. This kind of reminder will help you to cover the cases when your quote was missed or a person responsible for the decision was off-work.
Traceability of the quote request - all data stays in your Jira
The communication between customer and your sales team will be stored in your Jira ticket description, attachments and comments.
You can use private comments to communicate with other teams inside your organization on the matters related to a particular quote request. The fully-custom workflow of your Quote project clearly indicates in which status is a particular quote request and whether it needs your attention and who’s responsible for it. The SLA fields are indicating how quickly your sales team is able to respond to the customers and make sure that no quote requests are left unanswered in a reasonable time.
No more lost communication and all deal-related information is in the same place.
Power up your sales team with JSM and Raley Sales Quotes and Purchase Orders app and close faster and better!
Do you have a specific case which you’d like to discuss or see the demo of Raley for Sales teams? Book your demo here!
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