Automated sales for organizations

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I was recently helping a client with this project and I figured I'd record a quick walkthrough of it because if someone's had a problem with something in my mind I assume other people have had the same situation and what this client was doing is they are a no they're not an education business they're on a service and they have multiple sales reps to handle inbound leads and they need to pay those sales reps their commissions when people close a deal for a couple of grand or whatever it is that rep needs to get their commission at the end of the month and this is as far as I know called reconciliation so going through what sales were made who gets what commission okay pay all those people out how many commissions do we pay versus cash collected all these type of things these are really important metrics for a business owner to know and obviously to keep their sales reps happy to get them paid on time so we came up with this sales commission tracking system and in this specific case it was done with go high level and the reason I mentioned gohara was specifically is that I've worked with a lot of clients now across a lot of different tools active campaign HubSpot go ahead and very often a lot of these tools lack certain things and that certain thing is often reporting especially when it comes to something like this sales commission tracking because they're not really both for this for the most part and go ahead level especially from what I could see I'm not super experienced with it it doesn't allow you to really create any custom reports or dashboards it kind of just gives you the basic deal stuff and that's it and you're done so naturally the solution around this that I do for clients and this situation specifically is we send all the necessary information to a Google sheet and then obviously we're captioning information from elsewhere and we're joining that information together and that's how we come up with our calculations and our reports basically and that's what I'm going to walk you through to that so the gist of it I'm going to keep this not just high level but I'm still going to give you ideas because if you want to implement this with another system you're obviously gonna have to work how to do these things but the gist of it is obviously we need to know what deals are coming in and who have those deals being assigned to because if a lead comes in often they're round robin between the sales reps and then you are good to go for that deal hopefully the person shows up so what we did is all deals that come into girl high level all course booked all that data is sent to zapier unfortunately with zapir I mean with go high level what I remembered is you can't trigger zap zapier automation with saying capture all the bookends if I remember at the time that I set this up you had to tie it to a specific calendar which which is not ideal because you have to have like 10 automations all doing the same thing basically if you have 10 sales reps for example so what I did is I caught all bookends in goha level and I pushed those all to zap here but that's the story is we need to capture all the deal information who is the signed rep so you can see him cash income in booking data and in this case with goha level and again it will vary depending what information you get in in this case we got the calendar booking link but we didn't get the name of who the setter was so what we had to do or who the setup was and also who the deal was assigned to so what we had to do was we had to use the link that the booking was made on and used the lookup table in zappy to say for this link the setter is X person if it was this link the setter is this other person type of thing and it can be a Seto or closer same concept and then we set the setter name on the deal we add this to a Google sheet you can see him so we're starting to centralize all the data in a Google sheet and then obviously slack notifications I'm a big fan of using slack notifications or whatever tool tool is available to the team because visibility is a great thing and it's also good for what's the word morale you know morale and visibility and then if for some reason information hasn't pulled through cleanly people can say hey by the way what happened in this situation or hey this was actually my deal type of thing so it's just great it's great for visibility make things easy to pop up so now we've got the we've got the information of the book call now the question is what happens when that deal gets closed so this is where we end up in this situation of didn't go high level or whichever tool you're using you're obviously going to mark that deal as close at some point and in this case we have a trigger for that saying deal was marked as closed so we move that into closed and the Beautiful Thing is we catch that information in zapier obviously of we know that the do ID we know what deal was and we look up that previous record we added to Google sheet by the ID we want something unique that we can look up on and now we obviously can indicate that that deal was closed because once that deal was closed then we obviously need to calculate what the commission is that person needs to get paid for their closed deal so you can see here we look up the deal by the ID monthly deal was closed and then again I love my slack notifications we Mark that as closed and we send the notification for it now the question which is very interesting because that's quite simple is New Deal comes in added to a central Google sheet deal gets closed look up that that deal markers closed done see on this item in the Google sheet we have the setter name and we have the sales rep so obviously two people need to get paid Commissions in this case now the question is what happens if it's a payment plan that's an interesting one so also what's really valuable and helpful to do and almost no crms are the GitHub supporters go high level HubSpot Etc you really have to add these things on yourself if you can even and we find it's just easy to do it in Google sheet because then you can you can visualize it with Google data Studio or Tableau or whatever we catch all incoming payments so whether it's a strike payment or Paypal payment we're just catching all payments into zapier or make whatever we're using and we obviously filter for the payments we're interested in if it's for a certain product we're just filtering for those products would be we maybe have a bunch of different payments mixed in so we want to obviously just cache the pins that we're interested in and you see here we have a running log of payments now this is where it can get a little bit tricky because in uh in striping PayPal we might not have the most identical and identifiable or unique information for example we might not have the do ID in stripe or paper that's just not how it works unfortunately you can add extra fields and things like that but it doesn't always quite work out so in this case we're probably going to be looking up using the email address of who made the payment and we're making a bit of an assumption that they're going to use the same email address as they originally booked the deal in with and you can also say that like hey please make the payment from the account that you use in the email address or I mean when you booked in the call the first time so we look at that deal up and then we can obviously associate that payment to that original deal if it's a part payment and obviously we can calculate what the commissions are all along that way if that makes sense and that's the gist of it again I wanted to show you the full walkthrough because I figured it would give you ideas around how you can handle income data from multiple places look that data up in a centralized Google sheet and also how you can just think about other useful ways of centralizing data to then visualize it in Google data Studio Tableau or power bi or whatever it is and that's often a solution I find myself coming to with clients because you can just create so much better and more interactive charts and dashboards with those tools than say something go high level offers or HubSpot offers or active campaign offers so if you enjoy that just let me know and I hope that made sense for the most part