Streamlining the Quoting Process for Sales Efficiency

Don’t you hate it when you walk into work and, before your morning coffee even has a chance to settle –

BOOM

You’re inundated with tasks, and by the time you’ve come up for air, it’s already lunchtime. And, you’re still grinding away.

As part of a sales organization, you might be used to fast-paced work and doing lots at once, but it starts to lose its luster a bit when it feels like you’re just treading water…

At ZBrains, we hear this story so many times per month, even per week – but, it’s never worse than when we hear of a business sending tens – or hundreds – of superfluous quotes out every day. That’s because, in those situations, business owners and salespeople alike might not even KNOW they’re wasting time and leaving money right on the table.

Think about it: Most of the time, quotes aren’t so easy to make. They have to be compiled, customized, revised, then sent out. Sometimes the process isn’t even integrated with the CRM. So, imagine when we hear that someone’s sending out fifty of these per day, and they get…one accepted quote. That’s one sale. Or, zero. No production for the day on a sales cycle that’s…less than a day long?

The time lost every day on something like this is enough to make you sweat.

Especially as a salesperson, when time is money.

It’s also very interesting because, most of the time, business representatives don’t contact us because they’re sending out too many quotes per day. Rather, they contact us because there’s a more general issue, like sales figures being down since adopting a new business process, or knowing that their CRM use could be a little better, but they just aren’t sure what to change. Most never think they’re wasting time in their business process…

This is why something like quoting the wrong way can be so harmful to you.

So, what to do if you have this problem?

Many Means, One End

If think you’re having massive troubles at the level of quoting, you’ll want to examine exactly what goes into creating a quote. It encompasses a lot more of your business than you might realize at first. For example, your sales coming from quotes could be lacking because:

1. Your leads aren’t qualified. A qualified lead is someone who has been contacted and is an ideal (or at least adequate) customer for you. If you spend all of your time selling to unqualified leads, you’re just treading water, and any sales you make are pure luck. Unless you’re in a line of business that necessitates cold-calling from lists of unqualified leads, you’re better off forcing your leads to conform to your process or your numbers will simply be stagnant.

2. Your leads are qualified, but your quotes take forever to make. Maybe you’re an expert in the CRM, but your quoting process happens outside the CRM…and you’re using a spreadsheet to calculate everything manually, and you copy and paste gobs of info from the CRM into this external sheet. Then, there’s the matter of copying this spreadsheet into your clients’ folders for reference. With just a few steps, you already have a 15-30 minute process, and in your fast-paced environment, you probably get pulled away more than a couple of times a day. What happens if that quote doesn’t get to your customer by EOD and your ideal sales cycle is less than a day? You can kiss that one goodbye.

3. Your sales team puts up piddling numbers compared to the top sales rep, who slaughters everyone else. It’s great to have a star on your team, but if the rest of your crew doesn’t understand the sales process your star follows, or isn’t motivated naturally the same way the star is, your situation will never change – until your star takes off for greener pastures, and then you’ll be in a world of hurt. And, you can’t reasonably depend on that NOT to happen – it’s just the way of the world.

So, you probably get that none of these situations are good. But, how do you rectify them?

It’s Not You. It’s…

You’ll be happy to know (and perhaps you were even anticipating the notion that) all three of these issues can be treated just by changing what you’re doing in the CRM. That means your business model is NOT, in fact, flawed. But, it means you may have a bit of work cut out for you. Try these suggestions for size:

1. Instead of offering a quote to everyone you contact – or even everyone who contacts you – change your CRM to make it necessary to properly qualify a lead before they are allowed to advance to the quoting stage. At ZBrains, we have something like this already in place! For example, if someone calls us asking for Zoho consulting, we speak to them further, but if they call ZBrains asking for a cup of coffee, we point them next door. This is a very basic example focused on need, but what about authority? Required budget? How about a timeline? All four of these are areas about your prospect to consider before ever sending them a quote, and if you’re sending quotes out without first gathering this information and making sure it conforms to YOUR business model, you’re doing too much work.

2. Instead of using an outside system to create and customize your quotes, bring them under the Zoho umbrella. Whether you’re using the CRM’s own Quotes module to send out templates with HTML markup or you’re using a third-party integration or completely custom CPQ tool, anything is possible, and (nearly) anything is better than doing it manually and spending 30 minutes on each one. The CPQ tool, for example, is great for very customized quotes with many possible options, and you can even integrate it with your website, making it so prospects can assemble their quotes – and pay for their products – right there on the spot.

3. Instead of praying the rest of your staff can catch up to your golden calf, standardize a sales process using Blueprint and workflow automation. Chances are your top salesperson has a process that works, so it may do you good to sit down with them and see what it is they do to be successful, then make it imperative that the rest of your crew follow that very same process. Implementing Blueprint in particular means your salespeople have a clear path to follow on each lead and each deal, and makes it so they spend less time THINKING about what they need to do and more time doing…because the required actions are right there in front of them.

Up a Creek

It’s one thing to teach a man to fish, and quite another to outright give him the fish. In this case, we’re talking about different fish restaurants, but we haven’t even decided where to go yet, and on top of that, you’re probably not even sure what kind of fish you want either way.

To rectify this fishy situation, we’d like to talk to you and hear about where your inefficiencies are, and then take some time to understand how you do business. That way, we’ll know exactly where the problems lie, and you’ll know exactly how to fix them.

Call us toll-free: (888) 207-4111 and mention “Quote Smarter” for a free 1-Hour CRM Consultation to get the ball rolling for you.

To say social media has evolved dramatically since its inception would be quite an understatement.  Indeed, social networks have transformed from something secondary into something intricately interwoven into the fabric of society – and, to some, something integral to how they do business.  Digital advertising agencies, for example, work very closely with the social media presence of all sorts of companies – and, whereas Zoho’s answer to this business model would have been to implement Zoho Social for each managed brand, this isn’t such a scalable idea.  So, to remedy this, Zoho has released a new version of the Social app built especially for digital agencies to work even better with their clients.  It’s the same Zoho Social you know and love, but with a few more bells and whistles to make life much easier.

Here’s exactly how Zoho Social has adapted for Digital Agencies!

Manage all from one.

No more logging in and out of different accounts and platforms. Now your Digital Agency can manage all clients and brands from one place! Manage your clients and your team from the Zoho Social platform. Monitor their activity and reporting with real-time updates and analytics. Manage and schedule their posts using Social’s intuitive publishing calendar, ensuring that your clients’ content pipeline is always running smoothly.

Your Agency, Your Brand.

As a digital agency, you know how important it is for your branding to always be at the forefront. Make sure you stay at the top of your clients’ minds with custom agency branding. Customize your name, logo, and favicon from right within Zoho Social. Reinforce your brand identity with your clients by sending them custom branded emails. You can even brand all reports you generate in Social when sending them out to clients.  

Collaborate with your team and your clients with Zoho Social.

Make sure your team is always in the loop! Zoho Social for digital agencies now makes collaborating with your team even easier. Share ideas and start discussions with @mentions and invite your clients to the decision making process by @tagging them. As an agency, you also have the ability to specify roles for your team members and assign them to clients! With designated and organized roles, your client relationships will be better than ever.

Facebook leads integrate to your CRM!

This new feature is one that we are most excited about! If you are using Zoho CRM, you can now integrate leads from Facebook campaigns! Running a campaign or lead ads for your clients? Well, now you can save yourself time! You no longer have to manually download leads from Facebook – instead, they will push directly into your CRM. This new integration also allows you to more closely monitor the performance of your campaigns in real time!

Pricing for Zoho Social Agencies starts at $320/month for 5 users and 10 brands*. And other agency pricing is available by request. *Pricing updated June 2021

Interested in learning more? Contact a member of our team! We are Zoho Certified Consultants here to help. Give us a call at (888) 207-4111 or click the button below and we will call you!

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Hiring an IT consultant, whether for a short-term project or a year-long contract, can be an overwhelming experience. You place so much trust in a consultant to work on critical tasks, the configuration of your software, and more – ultimately, the foundation of your business. While you know what you should look for, have you ever thought about what you shouldn’t look for?

At ZBrains, we’ve partnered with businesses to help understand and enhance efficiencies within companies, so we’ve truly seen it all – including what not to do.

Here are 5 things not to look for in an IT consultant.

1. You shouldn’t hire a consultant who won’t train your staff.

If an IT consultant comes in to assist with your business process or software implementation, they need to train your staff in the process. If a consultant is not open to training your staff, it is a clear indication that you should stay far away. A consultant typically has an end term or a contract. If your staff is not trained on the projects or software that the consultant is implementing, your employees will be unsure of how to move forward once the contract is over and the consultant is gone.

2. You shouldn’t hire a consultant who is wary of confidentiality agreements.

Confidentiality agreements and nondisclosure agreements will help you sleep better at night – plain and simple. They ensure that your business strategies, customer information, and any other sensitive business information remain secret. With access to sensitive information within the IT sphere of your business, it’s important to have a complete and total understanding of confidentiality with your consultant. Ensure your chosen consultant signs on the dotted line.

3. You shouldn’t hire the most inexpensive consultant on the market.

With adequate knowledge and experience comes a financial investment that you can depend on. Focus on hiring a consultant who has experience within your particular industry and environment. He or she should be able to navigate the complex areas of IT and truly understand what you – and your clients – need. Being attuned to you and your business’s needs will heighten your chances of success when working with a consultant. Be prepared to seek expertise and experience, not always price.

4. You shouldn’t hire a consultant who is stuck in their ways.

Everyone has different ways on how to do their job – whether it be their process or their approach. Yet, innovation and ambition are key, and you should certainly search for a consultant who can deliver both of these attributes. A plethora of experience combined with an individual who will truly go above and beyond what is required of them will be a perfect match for your business.

5. You shouldn’t hire a consultant who has not yet worked within your industry.

The promise of research and adaptability might sound positive, but be careful – a consultant who has yet to work within your industry should be a red flag. They may not be familiar with all of the nuances and common challenges within your industry. Whether you are a marketing firm or a B2C retail business, experience within your existing software and industry is integral to success.

When it comes to hiring an IT consultant, there are plenty of qualities and characteristics to look for. With these 5 tips and recommendations, you will be set to embark on your next search for an IT consultant for your business.

At ZBrains, our Zoho consulting focuses on expertise, impact, and efficiency. Combined with our training services, Zoho deployment, and integrations we are adaptable to your business’s needs. To learn more about how you can get your business operating at its full potential, drop us a line and schedule a time to talk with a chat with a member of our ZBrains team today!

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When the time comes to hire an IT consultant, there will likely be a plethora of questions running through your mind. Where should you start? Who should you look for? What do you need to pay attention to throughout the interview process?

Yes, the process – it can be overwhelming if your team isn’t prepared. Before you even begin your search, you must know what to look for in a consultant or team; if you don’t, you’ll be wasting a ton of time.

In this blog, we’ll give you an overview of what your team needs to look for in an IT consultant before you even begin your search. We know you’re busy, so efficiency is key. Read on.

Here are 5 things you need to look for in an IT consultant.

1. Your consultant has worked within your industry.

Nothing is better than industry experience. So, ask for experience examples within your specific industry/vertical. Your selected consultant should have worked within your vertical before. Even better, do they have experience with a similar project you’re seeking to complete?

When asking about past work, it is also important to understand if the consultant or team has a speciality. Understand their strengths, and align these strengths with what is needed for your project. As a consultancy, are they great with business process optimization? Accounting? Development? Integration?

2. They can provide references.

If your consultant or team can’t provide references, stop the interview right there. They should provide references when being interviewed (and ideally, they can provide references for companies within your industry.) This is truly the ultimate interview tool, so be sure to ask this question in the first round.

3. They have excellent communication skills.

Through email and phone, your IT consultant should have impeccable communication skills. While being prompt is important (and keep note of this) communicating effectively is even more important. Are they answering questions clearly? Do you require clarity during Q&A? Do you have a complete understanding of their experience and education?

4. They’ve been in the business for a while.

Much like references, being in the biz is integral to a consultant’s success. For your project, it might not be appropriate to hire an IT consultant straight out of college, for example. Instead, discover what you’re after – someone who has experience and a track record of commitment will help you not only execute your project efficiently, but also uncover additional areas of opportunity.

5. They’re up for the challenge.

Ask them – are they ready to help your team move the needle? Are they ready to create change?

Yes, yes, and yes!

Being up for the challenge is perhaps the most important part of the process. Gauge their level of interest and passion for your project. A consultant should not only provide expertise for execution, but also offer guidance on what’s possible and best for your business.

When it comes to hiring an IT consultant or team for your business, you must consider these five things when interviewing your potential partner. At ZBrains, we are proud to offer it all. From passion and leadership to experience and communication, we are pleased to work with leading businesses across their respective industries. Consider partnering with our team here.