Automate sales proposals in India

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hey there so in this video I'm going to be showing you how to automate your proposal sending process so you can spend less time actually creating proposals and more time on signing more clients and doing more sales calls okay now if you're a business owner it's very likely that you often send proposals either on a daily weekly or monthly basis but what I found is that a lot of businesses especially entrepreneurs in the online space in the agency and Consulting Industries is that you don't really have a streamlined system when it comes to creating proposals and if you do have a system you're likely using something like pandado or hello sign or you're creating them manually on canva or Google Docs which again is just not very systemized and as a bypass of that you end up doing a bunch of manual setup a bunch of manual set sending which obviously takes a lot of time so what I did is I found this as a problem for myself so what I did was I created a system that allows me to create personalized proposals in literally seconds so that now I can be a lot more efficient and actually focus on what matters instead of you know spending hours and hours creating a proposal for a lead that might not even go ahead okay so what I'm going to do in this video is run you through the exact system how you can implement it and I'm going to give away all the resources which you can find below this video now before I get into it I just want to introduce myself to those who don't know my name is Luke I'm the founder at click systems we basically build custom systems for B2B businesses especially in the agency and Consulting space and the systems we build are really around operations and fulfillment so that you can remove yourself from that process work on your business and really just scale with a hundred um you know 100 times Clarity on your business and 100 times efficiency okay so look enough of that let's get into the video so what I've done here is put together a little guide you can find this guide underneath the uh video but what I was mentioning earlier was a couple different softwares like Panda dot hello sign canva all these different things that you can create proposals on now all of these tools are definitely good they're definitely useful they definitely work but for me I found a lot of frustration around using them and what I was really looking for was something that was kind of a hybrid between Panda Doc and canva right I wanted to have a proposal sending software that not only looks super professional and really good but also integrated with the rest of my business and the tool that I found to do that is a tool called better proposals okay now this is as I said a proposal sending tool that is essentially a hybrid of panda Doc and canva and I'll show you exactly what their um what their proposals look like in a second now if you want to get access to better proposals you can follow the link here or the link below the video and you'll get a free 30 days to that but what you want to do is first of all go and create obviously an account now when you come onto here you're going to want to go ahead and create a template okay because what we're going to do here I'm going to show you in this video is how to set up better proposals to have a productized template that you can use again and again and again but I'm also going to show you how to actually automate and personalize each and every proposal using AI okay so once you've logged into better proposals you've created your account you've you know set up your your name and company name and stuff like that you now want to create your um your better proposal template okay and this is what we're going to use when we jump on sales calls and we create proposals for new clients so again if you're an agency owner in the e-commerce Niche or the dental Niche or the real estate Niche you're going to want to have a proposal template for your agency that you can send out to every single client because this is how for thinking in terms of systems how we can be more efficient instead of creating um a template from scratch every time we want to have a template in place that essentially we just have to make a couple of tweaks to in order to be able to send it and then therefore not spend as much time on that and then ideally you convert more leads so what you do is to come to this page here called templates on the left so click this symbol on the left there is going to bring you the templates and what you can do is you can create a template from scratch you can Implement from uh oh sorry import from a word doc if you haven't already existing proposal or you can go to the marketplace now the marketplace is really cool because it they basically have proposal templates that other people have created and have decided to share and you can see here that there's a ton of different templates a ton of different pages there's literally hundreds in here so again if you're a CRM consultant or a human resource business or a legal service business a marketing Consulting business recruitment all that stuff you can find a template which fits your industry and just to show you what a better proposals um proposal looks like is this here this is again this isn't mine this is just a um a uh uh a template that they have on their Marketplace so again up here you can have your logo you can have different sections along here you can see it looks really professional it almost looks like a website or a sales page and that's essentially what this is because let's say you're running a business you talk to a potential client and you don't sign them on the call but now you want to be able to send them a proposal then if you have a templated productized proposal that looks super professional like this and you can send that over to them it's going to help you close more deals right because it's gonna basically act as a Salesman so that when that Prospect opens the proposal over the next day or a few hours later or a week later they're going to be able to go through this see everything about what it is you do everything how you can help them the terms the agreement the payment just everything that you need to be able to get started and the beauty of this system and what I'm going to be showing you over the next couple of videos as well is how to tie everything together so that the proposal ties into your onboard system okay now if I go back to here and this is the free resource that is going to be below this video but I want to go over a simple proposal structure that you can follow okay now when it comes to better proposals what this is basically doing as I said is bringing together um The Proposal itself but also the signature that you need to get from a client and also the invoice as well so if you um use stripe or PayPal you can integrate that into your better proposals which means once a client signs the document it will then redirect them to the invoice okay so it's super super integrated with a lot of different tools which is why I like using it so much as I said it also ties into my onboarding system which allows me to just bring on clients so easily and I said in the next video I'm going to cover the actual onboarding and how you can tie that in with this so let's go over quickly the better proposals proposal structure now as I said this is a super simple proposal structure that I have come up with as I said you can just copy their templates but obviously their templates are going to be a bit more generic and this is something that I found works really really well so first of all um I've sectioned it out into basically four simple sections and in with within each section we have different things so first of all we have overview now overview is basically an overview of the business that I'm creating the proposal for right so for the potential client so again if you're an e-commerce agency and you're you know going to be potentially working with an econ brand the overview is going over all the things that the Ecom brand um have at the moment so the current problems they're facing the root causes and their goals right so you're doing like a simple overview again I'm going to show you how to make this super easy to personalize where without having to like manually write all this out so just to backtrack a little bit when I'm talking about um you know sections or structure what I'm talking about is this on the left here so we have if we look at this example one here you can see we have introduction and where we can scroll down and read this stuff and you can see it's like Dear John so you can actually put in the first name variable um of the uh of the um prospects okay and as I said what this is going to look like is a personalized proposal that you've created for them okay even though it's a template now you can see on the left I said we have different sections we have introduction um your new software case studies as well and as I said this is what I'm talking about when it comes to uh structure okay so first of all I like to have an overview right problem root cause goals just summarizing where the client's at what the problems they've got are and where they want to go okay then I have the the program solution okay so this part onwards is templatized or productized okay so all of this bit is always the same for every single new client the only bit that I customize is the overview right because it's obviously specific to each client now just a quick note you do not have to have the overview there I'm just showing you this in case you want to create personalized proposals which I do recommend because it's going to allow you to obviously close more deals right if you're sending them a basic template which has no personalization it's not going to have a big as an impact whereas if you're seeing them a proposal that is hyper personalized to them it's going to have a much bigger impact on whether or not they go ahead with you or not okay so yeah I have the overview then I have the program solution so that's going over now um basically what we can do for them right because we've established their main problems the root causes of those problems and the goals that they're trying to achieve and then we're going to write how what's the solution so the solution is your program or your service right so from here you want to go over maybe stuff like what's included how it works um how you guys operate case studies so what's really cool is you can Implement videos into your better proposal so I don't know if this one has an example but I said here you can add images you can add videos you can add headlines in here and testimonials all that stuff as I said earlier at the start of the video this can really be used as a sales letter okay that you can use to convert more more clients in so again if you're an agency a consultant it's going to really really help you actually close more deals and not lose as many deals as well um so if we look at section three we've got next step so this is really just laying out very clearly the next steps if the client wants to get started so how to get started again you can do something simple such as sign the proposal completely on board inform book your onboarding call again it's really mapping out like everything that's involved within your program what's included for them um how it works you know breaking out all that stuff communication how to get started and you can really make it super simple I said all you have to do to get started is to sign the proposal completely on boarding form and put the onboarding call and then finally the investment and contracts and this really comes at the bottom where we have the pricing table the signature where they sign and then also the the terms and conditions okay so what this is doing here is bringing as I said your proposal your contracts so like the signature and your um like pricing or your invoice software all together in one right and this is a game changer for a lot of businesses because I know a lot of agencies who will be doing everything separate right they'll have a separate contract which they send manually they'll send like over a manual invoice or they'll send it over via you know simple invoices or something like that and then they'll also have maybe a proposal which is all kind of separate whereas this brings it all together in a super streamlined way so just to show you what that looks like on the investment and contract part if I go down to here we can create what's called a um a basically a pricing table with in better proposals right so you can see here there's the recommended plan again this is just the template you can customize this actually you can customize this quite heavily you can add discounts you can add options you can really map it out so if you're so for example if you are a business owner right now has a service where you have payment plans or you have different Services you can actually structure those out within this pricing plan and when you go to send your proposal you either just select it yourself and send it over or you can send it over without anything selected and your customers can actually select what they want as well so again this is going to depend on what Niche and business you run but you can see here that whatever I um click on it actually updates below here so you can see the the total actually updates and then when we send this proposal to the client if we're requesting payment as well then what happens is that when they sign the document so you can see down here right you can do like quantities you can really customize it um but going back to my last point is once they sign the document which looks like this they just click on here and they can draw a signature it will then redirect them to the invoice on stripe or PayPal where they then go and pay either the invoice in full or you can I said set this up to just take a deposit whatever works for you okay so again this looks amazingly like amazing and professional and it integrates into your invoice and signature contract process and then obviously that links into the onboarding process as well and then at the bottom here we can have terms and conditions and again you can put in if you have a contract which you probably likely do you can plot that in at the bottom here as well so again we're bringing everything together we're streamlining it we're productizing it and on top of that it just looks really really good it's going to blow uh you know potential clients away when they open this up okay so that's the overall structure of how you can um basically set up a better proposals template obviously you need to go through and customize it I'll quickly show you how to set up on the settings side your branding and stuff like that so on the left here we've got different things we've got templates documents is where you have sent um existing um existing proposals to clients they also have a very good tracking software which allows you to see when potential prospects have opened their proposal right so you actually get notified you know this person has opened and read and signed their proposal right so you can really see what's going on so it gives you that added layer of clarity and then on top of that within settings I'm going to show you how to get just your overall branding and on the technical side setup so Step One is creating your account step two is creating your better proposals template and making it personalized to you adding your logo all those things and then what you want to do is have The Branding set up so with your branding you want to go to settings click on branding and create a brand in the top right and then you should see something like this you want to put in your brand name your business name obviously language you want to put in your um your brand colors and then save um sidebar this is the bar on the side here so where it says your logo and the different things here this just it's just the design of it you want to put that in have it either a black with a black background with white text or a white background with black text put in your your colors you can add your logo as well okay so again it's looking really good for your business email this is the email they're going to receive when you send a document to a client so again you can put in hey first name please find your I call it assistance recommendation you can put proposal call it whatever you want um and put that in there and then you can also edit when someone signs your document so the subject line is going to come through thanks for signing looking forward to working with you right that's if someone um actually signs a proposal and then obviously click Send so you can go ahead and customize that again you can put in your own logo fonts you can customize the fonts again I won't go into this massively it's kind of self-explanatory um finances you don't really need to worry about too much but let me show you so again you just put in your basically your currency thank you page is once somebody signs what message do you want to come through so again just thank you for signing keep it nice and simple payments so once somebody pays the invoice and again if you remember rightly what I said earlier was when someone signs the proposal you then want to um you can have the option to redirect to an invoice okay so let's say they go on there they select your service they sign the document it's going to redirect to a stripe invoice and they can pay that right there and then um they can either pay the full amount or whatever's agreed on the document or they can put in a deposit and then this message is what they're going to get once they've signed or sorry once they've paid that um either deposit or payment okay now custom domain you can go and connect this yourself you want to basically just Implement your own domain in here and go through the steps pretty easy and then PDF I won't bother sharing ax is not really important so that's how you can set it up on the brand inside AC is super easy and you can also have different brands for um if you have different Departments of your business right so you might have like a US Branch you might have a UK Branch a Europe Branch you can create different brands for each one so my business click systems I could have if I wanted click Systems USA and have it set up for that click systems UK and have different brands set up for that um so again you can really go quite in depth of it the other thing you want to do is Integrations is there's actually a bunch you can integrate with I've connected mine to my CRM on close but you can also connect to zapier and you can also connect to stripe which is the one I recommend so that you can have the payment options in place okay so if I um go back now to the last point which is how to actually personalize your um your your uh your proposals right because at this point you would have created your um your account created your template using the structure that I've recommended or one of the templates that their proposals have created and then on top of that you should have set up your pricing table and your branding as well and what I want to show you now is how do we actually personalize the um you know personalize the proposals without having to spend a ton of time manually creating them now this is going to come down a little bit to your um sales process it's more going to be suited for someone who does a two-call close but something that I found really useful and something that works really well for me is using chat GPT to actually create the um step one of the proposal or the section one of the proposal which is the overview which is the problem the root cause and the goals and I said this is going to work if you're an agency owner any kind of B2B business or a coach for example now what I do is is when I have my first discovery call okay I'm just naturally taking down notes on my computer as I'm chatting to the person and what I'm doing is I'm obviously trying to find out if they're a right fit and if the problems that they have is something we can solve right um as I'm going through the course I said I'm jotting down notes and you can jot these down on any way it could be on a Google doc in notion within your CRM anywhere like that and then all I do is is I have this prompt here below which I then plug into gbt so this is a prompts that I use okay and you're going to get access to this you're going to want to go and customize this to your own business right so I actually explain in the prompt um you know what I do and stuff like that so you need to go and edit this but essentially what this prompt is doing here is I'm telling it to take the information that I'm giving you around this Prospect and create a custom um basically overview of the uh of the business owner okay so you can see here I'm telling it to provide simple bullet points of a brief overview of the client's business including this this so again you can go and edit all this then I'm saying the current problems identify the current problems that the business owner is facing root causes list three simple concise bullet points that could be causing the identified problems so again what I'm doing here is um is basically asking it to create me a custom uh proposal structure okay for the overview section okay and what you can do is now I said edit that as well and customize it okay to fit your own and then all you have to do is take the notes that you have jotted down in your Discovery call and then put that underneath this uh prompt and paste it into chat GPT and you'll see that chatubity will then start creating your um your current overview the current problems of the business or the potential business that you're going to be working with their goals their root causes all those things and now you have a personalized um basically overview of that potential business and a hyper personalized overview as well because the notes you're taking in the call you're feeding that into chat GPT with this prompt and then that's creating a very in-depth as I said overview of that business with the current problems root causes and goals and then you can just copy and paste what Chachi PT gives you and then you can actually put that into your overview section on your proposal template so now what that means is that you're not having to manually personalize these templates you can now just take notes in your Discovery call as you probably do already copy and paste those notes into chat gbt with the prompt and then whatever chat gbt gives you obviously you can check it over edit it but you're then just pasting that into your better proposals on the overview so that now when you run the potential client through your proposal or you're sending it over to them they read it through they open it up and the first thing they see is you know um you know business name overview and it goes into their current problems the root causes it's causing those problems and their goals right um so again you can play around with how you want to structure it that's just how I do it and how I work how it works for me what it's allowed me to do and what what it's allowed my clients to do is to create personalized um proposals in literally seconds okay using Ai and then combining that with better proposals and having a more template like a templated proposal that then integrates my contract sending my payment and connects to my boarding system so it essentially means from the sales process to the onboarding system and sending proposals is completely now streamlined it takes me literally a couple of minutes to get a personalized proposal setup and send off to a client and I said that's allowing me to be much more efficient focus on the task that's really important and obviously close more deals as well so yeah that's basically the system in a nutshell if you want to get a free 30-day um trial of better proposals you can use this link here or the link will be below my uh or in below this video um it is an affiliate link just to be honest with you I'd appreciate any support for the channel um but I said you get a 30d 30 day trial with that any questions on this let me know in the comments I hope it helps and uh yeah see you in the next one cheers