Automated selling system in IS standard documents

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[Music] [Music] [Music] [Music] so [Music] hello everybody hi and welcome to our fourth crm today webinar my name is vlad and i'm joined by my colleague kate and today we are going to be covering some simple and interesting facts inside of our crm we are going to be covering our crm documents in simple automation that will help make life a lot more easier when working with sales inside of your crm system we also speak about ideas how you can actually introduce your crm to your managers and your sales agents because sometimes it might be tricky yes and the simple recipe of implementing crm is baby steps do not force it uh supervisors and managers can actually think that crm is the best idea happened and they don't see how employees and lower workers actually perceive it and that's a control tool all their work is now available to supervising and that might be stressful it also a ton of reminders that you haven't done something and well earlier you would like oh that's fine and you will you will just skip it but now you can't because your supervisor is there on your back tracing you and what's wrong with it have you done it so it might be stressful a lot so but we know how to do that that's baby steps and exactly exactly kate the main thing here is baby steps we're going to be slowly but surely easing your sales management team into your crm so like you said when you have your i don't know your crm team leader that's asking you know why did you do this or how did you do that everything's all in front of you everything is simple and you can relax and you can pay attention to your work and make more sales so you should just underline the benefits for the workers let's do an example in our presentation for example i don't have time to write down what the client wanted during the conversation well in our crm all conversations are actually recorded so you have this problem solved very very common issue that we hear a lot from all of our clients that say you know what we have we were overwhelmed by people calling doing this doing that so again we're going to have everything automatically written down in your crm so they can go ahead later and reference that for their sales yeah sometimes clients also speak like coming and saying oh i want my order repeated but what kind of order do you know how many clients we have every single day and how are you that special so in the crm when you actually get a client you are able to recognize them and you can actually give them what they wanted exactly as they did it last time and this is very very important because it actually helps um provide a better positive understanding for the client that they're not just another number but they're actually looked after and they people that are selling them goods actually care about them and know more about them so it leads to better client management that's actually an essence of crm that actually means customer relationship management that's what you do exactly yeah and you need just to show your managers that it has actually the point of the crm implementation it's not to overwhelm them it's not to control them in general it's about better work and better service yes and making life easier for them you're trying to get them to get the best results and you want them to have an enjoyable working program software that's going to ease everything and not over complicate everything that's why matrix 24 crm is such a good option because it does have so much inside of it that will help them better sell and not only like we said better sell but make it easier make it more um available and interesting to work inside of a crm that will lead them to make more money and more sales in the future uh today we're going to discuss how we actually imagine this kind of scenario when clients come and go and how you pers can process them we already established on the previous episodes our basic uh cast contact channels open open channels with facebook instagram uh recently we updated and now we have whatsapp channel if you if you want it you can have it now and we also established several sales funnels so your deals automatically come in in the sales funnel and you can process them later so how are you doing it how actually you filter your clients how you make it work exactly yeah and to remember that we are working with the previous crm that we have worked in previous webinars so we do have stuff that's already filled out and of course we are just on our standard plan here nothing crazy we might be limited to some features but like we said if you watch previously our different webinars we're still using that same bittrex 24 system and that same crm system as you even remember i think previously uh we were selling air conditioners so i think we're going to continue on with uh with that theme here today and then we're going to show you basically the different stages of clients we do have inside your crm and how we're going to work with them yeah and to the first main point is customer here so first of all you decide is it your target customer or is it someone else for because sometimes uh your agents can receive calls from spammers from their family or friends it is irrelevant to your business they will never become your clients so you need to bump them because there is no point to store these kind of details in your crm so first of all you actually decide is it your target client or is it your not target client and if it's not you can actually bond them to exclusion list we will show you later how to do that and they will never again will appear in your crm as a lead or deal so um later actually when you actually decide that it is a target client so they might purchase they came in the right place you actually start working with them and here is two kind of scenarios the basic ones do you win a deal or are you not so if you win a deal this deal is actually stored in the car in a company or contact so for example if that client was from somebody from the company other the another company it's also stored you can actually store companies if you're a b2b business you can actually do that anyway your lead and your contact or company are actually stored in your crm data so first time you actually create them and if they repeat again you can actually recognize them crm system will help you and we will show you later it will show you that it actually can see that it is a repeat deal and it can show you what kind of deals it's already it's already had yes so and one thing to note here about the repeat deal like you're saying how will i keep track of this well there's a really important feature inside of our crm when there is a repeat deal maybe it's not even your target client but automatically inside of the deal card you will see a little up top notification that says this is a repeat deal and everything that was repeated in that deal from contact information company information will be there for you to see so then when that deal is passed along to you you already have all that information and your sales manager isn't lost about anything they're already on top the ball and they know what's going on yeah and if they filled some details you can actually uh pick them up from the previous deals and put it in the new deal because sometimes it's relevant right right and that exemption list as you were talking before kate um is very important because a lot of companies that reach out to us saying they're having a lot of um spammers calling right you sell one thing to one client and then you're getting spam calls you're getting spam uh people filling out forms and this is really going to mess up not really mess up but clutter your crm and that's why that exemption list is so important because you can really test the client say okay this is maybe a spam list we can put them on the exemption list and then see when we comes back if again it's a total spammer you can block it so no notification will even come into your crm so it's just one more way we're trying to de-clutter everything inside the crm and make it easier for your managers to work with and now we're going to the crm uh and as we said previously this is a crm that we've been working on before so like if we do see some maybe restrictions or something like that then you gotta understand maybe you need to upgrade your tariff or maybe you need to switch to a different plan and you will get all the features that are available yeah right now we have several sales funnels that we created earlier and we have several different deals that we're working right now or pretending to work of course and here we have spammers from australia and quite obviously we wouldn't like them and we want to do to actually delete that but if we delete them uh they might call next time and we will have to do that again yes and that's annoying so we don't want that at all very very important moment here okay never want to just delete the content completely because as you said when they come back if it's a spammer it's going to get recreated so as kate's going to show you right now we're just going to add it to the exemption list the problem persists exactly so what you actually do is you go to settings of the deal and you add it to exceptions exception lists will cut the spammers of australia and their phone numbers now if they call you again you will receive the call but you will not receive a deal in your crm so that's an actually in a solution here yeah and also we want to show you that here is the little thing here repeat deal and repeat deal here that actually means that these guys actually came before and it's their second purchase or third purchase we actually can visit this one and this deal is absolutely free because it's first it's the its first deal but the client is already existed so if we go to the contact or a company if we actually work with the companies and here we can actually see that that he had a deal walk on and he had a deal uh welcome boy well my imagination is wild i know [Laughter] but still we can see that it was a deal and the deal was lost and second deal was it was also a deal and it was won and we can now work with the one deal and see what they wanted what they liked and see the details that they filled so we can use it to deal with this one we can actually remind a client oh last time you did this one did you like it yes very very important for managers that are working with the with the crm itself because inside like we said when you first click on that you might say oh this is a brand new client but then when you actually go further in you actually see the details you see the managers that were working with it if you've made phone calls to them if you sent any emails anything that will all be automatically displayed inside that contact card or the company card so you won't ever have to worry about oh i don't know what kind of client this is i'm not sure what they ordered you can visit all that information it's going to be right inside of your system and on top of that you can automatically listen back to phone calls maybe read some different content you've sent out to them so you will really know everything about that client to better sell to him in the future yeah so right now i'm showing you that if you create a deal for example uh if you choose a contact or company that already exists here for example if you choose um carol from river because why not if you actually save it it will actually recognize it as a repeat deal now if we actually create a new contact with harry potter because if we have girls we can have harry as well there's your imagination again and again guys it's very very important to notice that when we are creating these deals you want to create and you want to fill out as many as much information as you can because later down the line it's going to make it much much easier to work with so then when you go in again if it's one manager working they put in as much information as they can another manager working they'll put in as much information as they can and then at the end you're perfectly got a great crm a full card of the client and a full story and picture and you can see again how to better sell to them that product that you're trying to sell you can actually add comments to your deal cards or your company or your contact cards so later agents that didn't work with this client can actually have some reference points 100 yeah 100 right now harry potter is our new client and as you see here it doesn't have a repeat deal it actually you can actually see the repeat deal also here if you go to repeat deal for example from there and here is the repeat deal so it's a nice thing to actually know yes and now we're going back to our presentation and we uh stepping to our conclusion of that section yes yeah so yeah so here basically um what we want to cover is why your crm team or your sales team would want to work inside of your safe inside of your crm all information is available on the fingertips you can actually reach it in a few clicks and it is there and managers will not forgot how to call back or answer clients because everything is recorded and scheduled and planned so even if you if several managers work with these clients they can actually have reference point and they know how what was promised and what was done exactly and this is very very important on the back end of analytics and whatnot when you look at kpis and you look at people who are working the best inside of your sales team so you can actually see okay this manager did this this manager did this and then maybe your third manager kind of summarized it all up and actually made the sale so here you will actually get a vivid representation and a correct reputation of who's working what manager is working and how well they're working and again this is all going to be um a better emotional experience for them because everything is much easier inside of your system like we just showed you like kate just covered all information is there everything is ready for the view to be filled out and the most important thing you can go ahead and pass the clients or you can pass that deal on along to many other managers and nothing will get lost everything's in one place and that's why matrix 24 crm is so important and so widely used yes indeed and now we go into our next section and that is documents today we're going to show how to generate them automatically and with crm details and how to store and keep track of your documents in connection to contract and company and how to send clients their documentation in a few clicks if you have connected contact center channels and we going back to our channels here uh let's use harry potter because we'll just love them okay and let's imagine that he wants to buy us a floor conditioner from our store so there is a floor conditioner and a service probably you can actually easily create or probably even automatically products here and create your own product catalog with pictures if you if you actually have them and properties of the particular product that's also a thing to show you someday maybe and here we actually go to our document documents here is are actually available from the very start if you go to adding new templates here you can actually load a existing templates from our library there are several countries here already or you can actually create your own one with uploading you can use existing template to actually change it uh and create your own customized template and just fill it in the form so here is the templates yes and when we're bringing this back a little bit when we said we want you to fill out as much of your contact card or your client's contact card as possible is back leading us to this step so when you do want to generate a document quickly you want to have all that information you don't want to go in and type it all over again maybe find it somewhere else from the first step you fill out as much info as you can then later down the line everything will become easier and when you are generating that invoice maybe a different document whatever it might be all that information will get pulled off the system right into that invoice all your fields actually are stored like this so you can actually recognize them and put them in your template so they will be automatically kind of dropped to your document when a lot of companies that reached out to us because we know everyone's working all around the world with different companies that's why we made it so easy you can choose from exactly what country you're working in select of course a general template and then maybe add something on of course if you have managers that you know are working in the states but they need to make a sale to someone in europe things and documents are a lot different so here with the templates and the country options we just kind of give you a basic outline of what to include in the invoice and then you can take it from there and work from there as well so right now our invoice looks pretty dull because we have nothing here we don't have details of harry potter because we didn't ask him and we don't have our details because we didn't fill them earlier but we can do that here if you want your company details so here you can actually feel everything about your company and it will be automatically dragged here now we will not do that because it will be too much time consuming but we can edit this particular document you can also edit template once and for all as i explained here you can actually create a custom template here you download it and you upload a new one and you can actually attach uh your document to a particular section so if it is invoice you can actually access it only from invoice section and not from quotes for example yes you can actually uh so many actually today indeed um you can create a template that is only for several users only for example only supervisor can create a refund or anything else you can tie it to a country if you work with several countries and that's it we will not do that now we will edit the document manually and here all the details that we need to do right now we are oh and while you're filling that out we're getting our first question from ann she says can you automate me can you automate work with documents like automatically creating printed versions of the order send it to the client and get your manager only after their reply now and the short answer here is yes of course you can and this is going to be thankfully to our automation and our robots which actually in this webinar we will cover next so you will see how it works but you absolutely can't and let's not forget we do have a couple of different ways to work with documents and i'm sure we'll cover that later down the line but the short answer here and is yes of course you can indeed and also well kate is filling out this information as you've seen previously this document can be sent to your client right when you're working with them and that can be from your different contact center messages whatever you're using there to communicate with your clients so if your client wants to communicate via email you can send that document via email you can give them a public link you can actually send it by sms if you want here we're going to actually see how you can share a document in real time using a public link and that public link will be able to get sent out automatically or you could just send it to your client whenever they are ready so it's very again it's very simple to work with documents because when people hear the word documents especially nowadays you're thinking boy i'm going to have to make a document send it to this person get it you know solve here get it signed here no this is just going to be a quick document inside of the deal that you can automatically say look you bought this this and this and here's your invoice so it's not going to be a drawdown process where you have lots of steps this is just one step fill in the information get it to your client and get it paid and now we have filled our invoice and we actually have details of harry potter what a beautiful invoice we have now okay yes straight to hogwarts and you can send well first of all you can generate a link so copying that link and you can actually send this to sms so it will be accessible for a client no matter what kind of device they use um you can also also put this uh link to and in well right now our uh contact center doesn't have telephony at all we didn't we actually didn't con integrated it but we have email so it is our only possible channel right now and we will gonna and we're gonna use it and here is already a um example of an email if harry potter actually had an email it will be already here attached to where we can send it so you can type the subject and a email and here is already a invoice that we created and we can save it as a template so if we do that we actually can use it use this template later and there is no need to actually type every single time uh here is your invoice please fill it up and risking that we will have typos or any kind of uh mistakes and that's why templates are so great to work with whether it's a full template of making the document or maybe just a template for an email right it just like you said those little mistakes all that little stuff that you gotta retype redo that's time consuming here the templates they work how you build them you build a beautiful template that has everything in it you can quickly send it off to your client quickly edit it quickly get it gone yeah so here again we're just trying to make it as comfortable and as easy to work with documents inside of that crm and with your clients of course yeah and now we go into our next step and that is basic automation uh first of all we want to talk about the myth that automation is difficult and expensive and that you need some extensive uh high knowledge that only several human beings have and well like likely that's not true uh right now if you have standard bittrex 24 plan you actually already have automation and you can use it use everything now when kate talks about automation what are we talking about here well we're talking about robots right we're talking about things that are going to automate your processes inside of your contact management systems inside of your customer management systems and as kate covered before this is not expensive this is not complicated it's going to be a very simple easy effective process that we're actually going to show you as well yeah and automation doesn't mean that it can take care only of routing tasks robots can actually do more well we have four general sections of our btx 24 automation and that is for example entering a new employee when you actually work with the crm for years it is tricky to bring new a new agents on board robots can actually help you with that yeah because it's a simple task again but it's a simple text that's very tedious so we've got to go ahead enter that enter the new onboarding manager in get his information again time time time so the robot will automatically enter in your new member of your team go ahead enter in the yeah to your company yes and from the robots you can actually in the automation you can fully build the whole process that's what's very nice about it it's not just you have to program something but you're actually just building the process of how you want the automation and robot to work yeah uh automation approaching tasks of the managers actually sounds pretty simple and that's a huge chunk of work that can be done by robots and it it can be any parts of your routine tasks from scheduling a call to scheduling a meeting or controlling uh your employees by a supervisor number one thing you said scheduling that call how many times of us that have worked in sales said oh i'm going to call this client back i'm going to call them back you never call them back unless you're you know your sales team manager gets on your back say why didn't you call them back why didn't you do this oh i forgot i didn't have time well that's not an excuse anymore now this is automatically going to be inside of that contact client card it's going to show up where your managers in their tasks that they need to do this this and this all with the help of our automation in robots also our automation can help you with time funerals and funerals that are fully automated what does it mean it means that you don't have to participate and your automation will actually process your clients for you that sounds like a dream but you actually can do that with feedback or marketing campaigns because um for example feedback uh robots will require your attention only if they uh get a negative review if it's everything is positive they will just flood it and process it and it will be just fine until you find a problem so you can actually come there and see personally what's going on there and solve the issue that robots can do but as we agree to say but uh automation doesn't mean acceleration uh many people think that oh i will do robots and they will do everything for me and i will do nothing i will just sit there and control them sometimes clicking the button but unfortunately it doesn't work this way robots actually usually means that there is more work to do robots actually help you to do the work they ensure that you will actually do these kind of tasks uh that you sometimes forget sometimes you get rid of them just for the sake of laziness or procrastination and you think oh that's fine it will leave robots will make you do that they will remind you they will track you and they will actually tell to do that and what's important here as well is as kate said you're not really accelerating the process itself as more as you're getting help um by the robots to organize the process yeah and that once you organize the process that's when you can actually excel the process so that's where it kind of comes into uh into into mind that okay i'm going to set up all these robots so then why do i really need them well you need them as kate said you need to organize the process and you need to make sure your managers do the tasks that are required and they don't forget to do the simple things and that's the number one thing the robot will do and right now we go into our crm system and i will show you the automation rules that we have they are just there in the crm and see here that's what we already have automatically you get notification uh to your supervisor automatically responsible person when you move deal to the next stage or previous stage of the sales funnel it actually works for every sale funeral that we established so if you need something particular on that particular stage or funeral you can go straight there and create it right now uh we will go to we will stay on inquiry and advanced payment and hey hold on something wrong we will just yeah and as kate is setting this up one more time we're getting one more question here from alexander uh your crm is sick thank you very much um i got a question though as far as i understand you have a separate section for invoices and quotes is this the same as you're showing now and how does it work well very good very good question alex as we talked about before with the documents and invoicing right so when we what we showed you is how we create a quick invoice inside of your crm deal card this is meant to be done when you have a quick deal right this is just when you're working with the client itself so anything inside of there is going to be quick easy as far as an invoice maybe an email sent out some important information but when we're talking about our new bittrex 24 documents with invoices this is a whole different feature that we have now what's the difference here difference is very interesting because some of us that do work with documents very very closely we understand that creating a document sending it off and then maybe getting a signature on it it's very difficult and it takes different types of stages so that's why in our invoices and in our documents um you have a full sales funnel of the document well not a sales funnel but just a funnel of how it works where you can create the document basically um maybe it might be you know your office managers create a document then they can move it on to a different manager that can get it signed then a different manager that can get it printed in a different manager or a different team that will get it sent out so this is when we're talking about invoices just the bittrex 24 invoices it's going to have its own diagram of how it works within your company when you're talking about a quick invoice to send out to a client you can quickly do that invoice and create it within that client's deal card inside of the crm so i know that was a little bit confusing and a lot of words but you basically have two different options and one of the options is to send off a quick document and the other option is to basically create a document from none and get it approved by different parts of your company and then send it out yeah right now we're going to back to automation and i will show you that here you can actually create robots for different purposes and right now we will create a robot that will make employee to schedule a meeting with a client on the process of negotiation so they can actually discuss what what should be done and what do they want exactly uh we will run it in a current time because well we don't have actually time to wait for a few days during this webinar but you can actually well totally create a robot totally in three days in 10 days the exact start time if you need a particular date for this particular robot and you can actually set up working hours if you don't like working outside of the working hours yes and we schedule a meeting you can actually write everything there do it like this maybe do something emotional um who will receive an uh this thing a responsible person somebody else uh employees by departments roles and so on uh is it auto complete um activity when status is updated so is it uh usually our robots uh work uh immediately after you move the stage so when the deal actually hits the stage of negotiation this robot will work let's see how it actually works and also this steep little one after a previous automation rule uh it is important thing to do because right now uh automation meeting will work after control of in three days so in three days uh if the deal is was there for three days supervisor will come and only then your crm will schedule a meeting that's not how we want it we drug it two notifications so after you get notification you get a schedule and we save it always save your automation rules that's important always yes and right now we're going to our our thing and let's move it uh remember negotiation parts so as long as the deal actually strikes the negotiation part you can go to it and you can see that here is the meeting schedule a meeting that's our robot worked if it doesn't work you can actually go to cmro's and see if it works or not usually here is some wheel that says that i'm working on it i'm working on it so hard but yes that's we're done so here with we can schedule a meeting with terry it's done if it's done it actually moves to your time of line of interactions and it is recorded and that's basically it right now we created one automation rule all by ourselves and you can actually play with it and create as many and as you like we recommend uh asking a sales person that actually does sales process and supervises it so they know the gist they know what's the details what is what should be done and what needs a reminder or nudge sometimes 100 because when you're setting up automation all the micro tasks that you're going to have to do the person's going to have to know so if you've set up a robot and you missed a process the robot's not going to know that and they're not going to go back and be able to fix it yeah only you can so make sure as kate said every single step is digitally just seen and everyone knows what to do and that way the robot will work much better also uh in a second we we should go to the portal so i will show you one thing the very important one we highly recommend you to leave the first stage of the funeral free from any robots or automation because first stage of the funeral is actually just a junk it is a trash bin and everything landed there so it needs to actually processing manually by manager so is it the no the good thing is it a bad thing uh totally do not send anything to the client from a first stage whatsoever because it is super annoying also robots do not consider every anything so every single time when you move your deal on the kanban so and it hits the part with the robot they will actually get a call okay we scheduled a call now we actually get this deal back long hair and if we hit negotiation again we see that it is again robot actually worked again exactly it doesn't distinguish did it work with this deal or not it just does so if you send some sms or documents or marketing campaigns be very careful with deals that you drag on kanban because otherwise your clients will be flooded with spam copies of the essential files and that ruins customer relationships and that's important you don't want to trash your customer management with just um basically you messed up on your automation and now they're getting four six calls seven texts a couple of email chains we don't want none of that so pay attention if you're ready to make the step into automation you will know it's not going to be something that you want to do and you want to continue to do as soon as your company needed needs it and your company feels that pain that's when you'll be ready to start doing the automation up until then don't rush it up until you don't know every single sales process of your sales team don't rush it like we said from the beginning when we're working with this steer exactly okay steps we're going to start small with baby steps we want to register each customer and client as well as we can with as much information that we can so then later down the line our job and the job of our crm system is much easier and much more effective yeah we understand that you want to use all features that you have already now and make it work immediately but unfortunately we are still humans even with help of very smart tools so baby steps is important introduce your crm gradually at first let them just work there feel the crm do not do anything no robots no documents just fill the details and let the database grow later you can play with analytics with uh automation with the documents with workflows everything you want but do it gradually and be thoughtful about people that you want to present to their struggles yes and that's going to lead into basically the second thing that we covered right is that the d word documents every manager hates working with documents they're scared working with documents with bittrex 24 that is not an issue we have you covered you can simply create that document if you need to get in depth with the document we have a whole different feature for that you can totally build out the invoice but for quick document work don't be afraid with it we have the ready-made templates we have the templates made for each country that you need just again fill out the information correctly as much as you can and then you'll get a better document in the end of it yeah in automation do not be afraid of it it sounds scary we know but if you do it mindfully and you think about it and you do it carefully it will be a great help for your business so be mindful yes yeah and uh crm is working now and what shall we do next well when your crm really starts working communicating and collecting clients information is easy and especially if you automate the process so if you guys are really interested in the automation part of this i know we kind of just touch base with it here in this webinar but later down the line please leave us a comment like all that good stuff and especially tell us that you want maybe a separate webinar or separate video where we get in depth of automation yeah and i know we had a question if we can even automate documents and whatnot in that second webinar we could actually show you how we can do it and we can show you where you can fully get the best out of your automation processes so remember drop a comment let us know you want to see more about automation more about robots we'll get much more in depth with that so don't worry about it right now we have scheduled another webinar and that will be on about online sales tools yes uh so if you want about robots you should tell us about that because otherwise we will not do that so be mindful be uh was it helpful leave us a comment like and share yeah guys we appreciate all the interaction we're getting in the chat hope we we did answer all of your questions and again please love like support the channel as much as you can if you guys are looking for more bittrex 24 um content check us out on social media our instagram pages we're now live on tic tac as well so check us out there with some fun cool content that you'll see our team and how we work and how we better try to make bittrex 24 for you and for the world really yeah and if you still struggle despite our efforts with webinars you can actually leave a implementation request and fill the form and our partners will be there for help exactly yeah so no matter where you are if you're watching from the states any part of the world leave a comment we're gonna get you gonna get your information from the forum pass it along to a partner and that partner can actually reach out to you and actually help you develop your bittrex 24 system and work inside of it as well yeah and it was great time with you see you soon maybe thank you again guys we appreciate everything and like kate said until next time till our next webinar thank you bye-bye see you again you