Empower Your Logistics Business with airSlate SignNow's Solution for Managing Your Sales Pipeline for Logistics

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thanks so much for so many of you for joining in today's session really excite that got so many of you here today today's session we're going to go for about 32 maybe 45 minutes all about actions and through which you can manage your AES pipeline and this is the first in our aha webinar series excellent thanks for that Leo Lea's put some slides together for us just so we can see what we're going to be going over today so we're going to be talking about how you can turn your crm system which is part of your FB system into cash we're going to be reviewing managing your sales funnel buying qualification levels tracking estimates through their approval statuses using prospecting tasks creating an inside sales job using the estimate closed probability making some really great quick reports that of FP and pulling sales reports by month basing them on the closed dates close probabilities and account executive excellent these are some examples of the reports leo is going to be showing us through these estimate find reports and finding estimates by clients which can be great ways to see what's going on in your system and some other very cool and fairly new reports that live back in the reports module that are all about pulling these these much more fancy excel-based reports all about new business buy clothes month and percentage closed probability and by account executive and qualification level thanks Emma thanks for you know reviewing some of the items that we're going to be covering today I'm thrilled to be participating that webinar maybe some of you already have spoken with me we are working sales here in function point and I'm gonna go through you know different ways to help you manage your sales pipeline so let's jump in here gonna share my screen this is a my main dashboard keep in mind that you know you may have different dashboards just depending on how you customize that so if you go here under the dashboard icon you can see I have create a few dashboards for myself and for you guys who are like account executives or you know sales managers you can create these different ones so i have create one here called AE option to this pretty much the one you're looking at right now so basically i have on the left side like a calendar view of you know all my meetings that i have scheduled for today actually we can even see our own aha webinar right here and then i have the time sheets you know some peanuts and my tasks and to deuce another thing is for some of you that haven't seen how you can customize your their support you can click here quickly click customize dashboards and here's where you can create select different layouts and create your own dashboards so it's pretty handy especially if you want to see different information on the dashboard depending on your role excellent so after that what like to cover is the CRM component of function point so basically the CRM its handle usually under the company's the contacts and the notes module so basically if i go here on the companies and let's say you know you work with a few different prospects and I wanted to a search to see what prospects my account executives are working on so basically we do here we go under the company find and then we can select all these different view filters to search for information so let's say I can go here and type the name of the company or maybe I'm in that case i can do a company type search and you know you can customize that drop-down list that you see so if you're looking for let's say prospects you can just select your prospects and you can even search by account executive so if i'm at the sales manager and the agency and then I want to talk to take a look at you know the opportunities that leo is working on or go here and select my name where I can leave that field blank and then that will bring bring me a list of all the opportunities for you know all this using all their context records another option is you know we can go and select qualification level so basically under the qualification level will be where my prospect is the sales cycle so in my demo system here guys we have this standard you know sales funnel terminology but you can change that so probably during the training and it you know their own board in program that you went through a function point you have seen you know other that mean area the back end of the system where you change this so if you're not sure where you change it usually go to that mean area here in function point and go under lease maintenance so if i go here admin area and then there is an area for this madness is where you change these drop downs so going back here under qualification lab let's say i want to take a look at all prospects that leave is working on under the proposal stage and then I could even you know drill down my search and search by source you know let's say my sales team is attending a you know event or a trade show I can even enter your name of the trade show it can be very specific and they can see all the prospects of all the opportunities that we generated from there after that to do a fines or click Submit here and the system is going to give you a list so in that case here for Leah we have four prospects you know amazon some good cross looks you have a guess and you know amazon and samsung and then if I want to see specific information about that prospect I can click on the company name another thing i can do i can print that Leslie PDF or export to CSV file ok any questions so far from our attendees hey leo I just unmuting myself and a few questions yet oh sorry can you know sorry slight delay we're so close here in the office but there's somehow a delay no questions to the material so far so keep it coming and thanks so much yeah no problem so I'm going to do another fine here I select my name by now I want to search for all the prospects and I'm not going to select the account executive so I'm going to do a fine and now you see you have 12 prospects because now includes my name and also other account executives so if i want to see specific information about the prospect i can just simply click on the company name it will take us to the company details page so let's say I am the account executive for amazon and we know they are a prospect here under the company type and qualification level and then let's assume that i had a conversation with sophie today and then I want to follow up with her in a week so it's very important function point you can create prospecting tasks so your account exactly we will see that prospecting task in their dashboards so basically on the sofas name here i'm going to create a note so click here on add a note and i'm going to call that let's say call Sophie next Monday I can enter the details of my conversation Sophie and you can you know right click here use spell check and then as i was mentioning you can create a follow-up date so let's say I need to follow up with Sophie by Monday so next month is the 27 and actually I'm going to create a follow-up task for myself so instead of you using your calendars you know you can have everything function point create your own prospecting task I can even paint that no to someone's dashboard let's say I want my account executives here to see that as well so i can scroll down here and say okay i want to share that with Omar and Sam click Submit and then now that prospect task prospecting task and the note is linked to my company here amazon if I go under notes we can see here call Sophia next Monday and we go back now to my dashboard let's use the same dashboard the AE option to other tasks introduced here we can see now that I have a task called you know call Sophie next Monday so it's a quick way for you to track all your prospecting tasks another thing is if you have like let's say a hundred tasks in your lists of to do's you can sort that so you can say okay am I in that case I don't want to see all these tests because you just want to see prospecting tasks so I can computer that and then now the systems just give me a list of prospecting tasks that I have so in that case I have you know one of my clients here on that case prospect amazon you know samsung and and can on a different prospects right there excellent so what we have done is just like I was showing you how to create like prospecting tasks and function point how you search for you know prospects in this system using the qualification levels and disqualifications levels you can customize that another thing I like to do is in function point here for every meeting I have with clients let's say I do like a live demonstration I meet with them on their office or we do like webinars I track time against inside sales job so let me show you here in function point if I go on to the jobs I have one here called sales time logging 2014 so what you could do in your agency is create like a job a sales job internal sales you're up every year so let's say in 2014 january first i create that job and then I put a delivery date you know end of the year and the job types is in-house and what we do every time we have meetings we track time against that job so after you close let's say and you deal we can do a search for all the time sheets that we have submitted for that particular prospect so it's a great way for you to see you know the cost of acquisition of a new clients excellent so let's go back here children dashboard another thing I like you to cover quickly or make sure you keep that should a 30 minute 40 minute time frame is other estimates let's say we want to take a look at all the estimates that are you know in review or submit it again these drop downs here this you know terminology you can customize that so in your agency if you have something different you can just go here and then change you know from in review to something else right now I'm going to do a estimate find for all the estimates that our review and has been submitted I can even search by my by a count exactly i can say okay I wanna see all the estimates that Leo created or I could even do a search by creation date or estimate date say i want to see all the estimates that we have created from january first to today this is pretty cool because you just type that press tab the system populates the dates for you if i were to say here you know yesterday and press tab you see general 22nd so i'm going to go here now and do a quick fine and then now let's see we have a list of 12 estimates and this is the name of my company name of the and they estimate sorry the account executive so you can see here different account executives the types probability to close so it's very important when you create an estimate you put a probability to close so what's the probability for us the likelihood of getting that you this is the date of my estimate this month too close so okay i'm expecting to close that deal in march and is the total of each estimate any questions Emma I think you have a question there from your from our attendees yeah thanks Leo we have a couple of really good questions that have come in you can help with one that came in from Jason which is great is when and it goes back a little bit to your prospecting tasks just wanting to confirm and show how those prospecting tasks do show on the calendar view sure so every time a Jason you create a prospecting task and you put a due date for that prospecting test let's say here call notes leave sorry at the one we have a greater was called Sophie next Monday it shows do on january twenty seventh so if i go to my calendar here right now i'm just looking at the daily view but if i go here to the 27 let me go that quickly you're going to see that task here in the 27 of course you know you can open your calendar as well but you see here under my calendar call Sophie next monday and if you click on your calendar here jason is another option instead of you know changing the days you can see a monthly view here and then for next week we can see here call Sophie next great thanks for that Leo I have another couple if that's okay sure one which I hope makes sense it came in from our friend red and he had asked how does the sales time log break down to different clients now I may have been paying too much attention to the questions and not seen sales time log on your screen so hopefully that makes sense to you for sure so what do you do Greg every time you put the timesheets again against that job under the description of the timesheet you put the name of the prospect that you're dealing with so let's say I can do a timesheet find you know and under the description of my timesheets I'm gonna put here American let's say I was dealing with American Express Jason so I want to see how much time I've spent with them so i'm just going to enter under the description of the timesheets for this search American Express click Submit and then now the system is going to pull up a list of all the time sheets that i have entered American Express as a description so American Express is a follow-up call and email send with a copy for proposal so all the different ones and then I can print that in PDF the system tells me okay Lee we have spent seven hours 7.25 hours with american express so far that's great that oh sorry can i chime in that probably also answers Anthony's question which was when tracking time for a new business what's the best way to view time to a specific prospect and I think you probably answered that and that time she'd find okay let me elaborate elaborate a little bit let's say that I work today with amazon and and i want to track the time against that meeting that i had today so what i do i go here under my prospecting task sorry under my time sheets put the duration of my meeting let's say an hour under the job i'm going to put my sales job here so just type sales system is going to pre-populate with sales time login and then in your system guys you can create different services i can say okay i want to track how much time I spent prospecting or on-site client meetings or you know the follow ups that work events or internal meetings you know have the internal business for sale so let's say this one was a follow-up so I'm just going to type like a description here follow up and then I can I you need to make sure you put the name of your prospect here because and then you can search for that later so basically this is the way you do it you track your time against your internal sales job under the description of your timesheets put the name of your prospect and then later on you can go under the time she's do a fine and if I click here now in type amazon and search we're going to see the timesheets i have put against all the prospect related activities amazon excellent Leo can i chime in one more time that's probably not the last time but one more time for now Lindsay had wanted to confirm would you then recommend that once you've maybe that maybe that prospect becomes like a real client and this would be maybe billable time would you move that time to be a part of the billable job depends Lindsay here in functional point we don't do that you know all the time I spent your clothes you know deals and and bring new clients we don't charge that back to the client in any way so usually this is part of you know the you know your cogs account of doing business and then after that you start tracking peelable time as you can see here that internal job that I had the sales job I have that job as non billable so if I show the details you're going to see job billing status is a non billable job excellent and sorry me again well this is getting a lot sometimes we do webinars and no one has anything to say and this is not a quiet group so that's good Byron had asked and I know I've talked to mark about Mark Wilson hear about this he's asking you know why wouldn't you just track time against the actual prospect now is that based on like a few of thousands of prospects that could get ridiculous or is what would be sort of the rule there yeah yes because in order for you to track the time you need to have like a job and then in that case you may have you know 100 prospects and then you're gonna need to open like a hundred jobs so in order to simplify that what I do I have just you know inside sales job and then just type it on the description the name of my prospect but of course you could do that if you like you can for each cross but you open a quick job and then you can track time against that is another option is to leave you know a very good question you can use that way if you prefer thanks leo so any other questions there's one more but I think it's something you're going to show okay something that Suzanne brought up but I think you're going to be showing sort of having an inside in how sort of sales job that you track time to is another way to go about this yes so this job that inside sales job is the one that I was referring okay you've already been shown that okay exactly so okay inside sales job where you track time against that okay perfect perfect thank you okay yeah not a problem so let's go quickly here back to the estimate find that we did and one thing in function point the system memorize the last series that you did so if I click here on the estimates tab system is going to tell me I'll kill you this is the last report that you created so this is the list view with my 12 estimates with the name of my prospects you know name of the of the proposal and then this important one you have probabilities you close you know dates mouse to close at the totals two important reports in that screen here is your PDF one the first one that gives you the estimate list view so basically can zoom in a little bit it's exactly the same view we had in that screen here but in PDF or you can also print another report you can export to CSV or print another one called estimate list by client report actually this is the second report that we had in the slides that i put together that mi was showing to us so here's the estimate less by client it's very helpful because i can see you know by company how many estimates i have and then the name of the estimate they status who is the account executive so let's see here leaves the account etc for that one you know Daniel it's responsible for that one here and then any descriptions how many estimate hours we had dollar values in terms of eternal services internal expenses external expenses and a total for the estimate perfect so keep in mind just to recap here every time you want to take a look at estimates you can search by you know status of the estimate and where you define that this is something important here when you have an estimate let me open estimate i have here this is let's say it is point 787 facebook ad so when you creating our estimate make sure that you use this approval status here on the left side this key because you don't use that you know you're going to have all the estimates in review but maybe you wanna search you know by for estimates that have been so baited approve or even decline so it's something to keep in mind when you're creating the estimate if i click here ed details we can see you know all the different details for that estimate who is the company who is the contact the account executive and then one thing i'm going to be reviewing later is the probability to close so what's the likelihood of us you know closing that deal or you know getting that estimate approved so i put here ninety percent and i said that i'm expecting to close that by februari so it's another thing that you should have your account executives you feeling that information when they are creating estimates because when you do that Emma and then you click Submit here it should be really easy for you to do a search for estimates and I can do something even you know very helpful I helped me a lot when I do like an estimate fine and then under the clothes probability i can say i don't want to see probability thats ten percenter below fifty or sixty percent i can say i want to see all the probability to close between sixty to ninety nine percent percent press tab if i click find here and actually let's select my name what I will leave blank OC however all the account x equals do a find so now we see all the probabilities you close is above sixty percent and below a hundred so you can see you know the probability should close based on that range how are doing Emma any other questions about oh yeah we've got questions we've got a chatty bunch and i am not complaining about this first good question came in from Sean and he was asking and this may be sort of in the matter of opinion but is there a threshold that you would recommend that sort of when a prospect becomes estimate worthy like when would you say okay yeah they're just a prospect and when would you say you know what I'm putting an estimate I'm moving them to certain land of estimates yeah usually when I I know that I'm gonna be sending him a proposal they're kind of like their interest enough that they're going to say okay Leah needs to put like a proposal together they asked me for pricing fries for instance is an example you know to relate to function point let's say I do a lot of you know webinars and online live demos every time I finish a demo not necessarily i'm going to send a price document in that case i don't send a an estimate but you know if prospect esco can you send me a price in document or I know that they're very interested in our services so I I do send a proposal for them so it's totally up to you is kind of a gut feeling you know what works for me may not work for you so you need to test and see what's the best you know practice the best practice for you great think you've got a couple more if that's okay yeah another one that's come in that I hope isn't going to stump you because that's not my intention to her this one's from Shane and he's asking how can we track our new business close rate IE what's the percentage of prospects that have been converted to clients in a year is that oh cool this is a good question and then what I do was shown that asked that I it was Shane Shane Shane sorry yeah so what do you do you do a estimate find and then you can say ok I want to see all the estimates that you submitted last year that were declined so I could search here by my name I don't know if I have anything in my demo system here but if you do in your system you know you say okay I want to see all the estimates has been declined submitted by Leo and the estimate data can say January first you know 2013 to December 31st 2013 so if I wanna use like a date range for that and then you just click Submit here I'm just gonna copy and paste just cuz if I don't get any I don't have any data because I don't have any estimates I think I did really well last year and seem so look at you go but basically to answer the question yes you could search by decline or you can search for all the different status and then when you get a list so let's say here going to search for Leo for all these status i'm going to select everything here and click find and then when i get that list i can just export and sort by you know estimates that has been declined or approved but it's easier to just do the surgeon and select declines that so and then you can see the percentage you know how many estimate is submitted and how many ones decline excellent okay I've got one more I mean there may be more so come one where that's currently sitting here that's coming from Robert and I think this is something that you had specifically asked for as a feature he was asking is there any way to see a total when you're on that list view when you're tracking your opportunities and I think it it's there I think you just have to use one button or something going yes so what you do so you don't have the total here on that page but you just click here on the PDF so the printer icon and then gonna give you the totals here right here excellent that's amore close the dates and everything yeah I haven't requested that with the past so we have had that it's way easier for us to have the totals there yeah perfect okay well that's all i've got for now but thanks for checking in and yeah not a problem so we look at the few different reports you know doing estimate find another option is to go to the reports module click on report and you're going to see we have a CRM and sales reports so I'm going to go here and then we'll have two reports that I mentioned it slides one is called new business by mom should mount your clothes and percentage probability so if I click here the system gives you the ability to filter that information using you know a lot of different computers so I can go ahead and say ok I want to see all my estimates that the probability closes between let's say january april and then approval status i want to see in review and submit it i may want to do a search based on the company type maybe the existing business so i can select my client or i can say prospects as well under account executive make sure you have you know your account executives marked in function point as you know is so you see their names here so i'm going to select my name let's say the annual mark and then you can even search excuse me by qualification level is not mandatory it's not a required field but you can use if you like i'm going to do is submit here i'm going to click Submit and that report them it's really nice report is creating next cell so when you click on it it's going to open excel so it's our new business by closed month and percentage probability so basically it's going to tell me here okay we have three opportunities for january that we have a month to close january and then here is the name of my companies that case my prospects and then you can see here the company type is a prospect type actually the source here is important you know where did they find out about us maybe you know we met them on a trade show so you can have trade show website client referrals the industry who is the account executive the work type you know this one's the media brandon design the number of my estimate here we have the estimate name so you know cannon new logo the estimate type the date that we create that estimate and then we have status let me move to the side a little bit the number of hours we have estimated and then we have services you know expenses extern expenses that you put on the estimate the totals the clothes probability for each opportunity here and then base of that close probability what what type of red you expecting the amount you close and then the dates follow updates I have and another thing is in function point when you create like a a note we have a note category called current status so if you select that note current status every time you create that report the last note that you created with the category called current status will show here so what I asked our sales team to do here Emma it's every time you contact a client that you know you're negotiating with make sure you select the node category current status because when i print that report i can see here you know their notes okay things are going well we should get this one you know and different details and then below we have this assembly by account executive so i have three account executives here mark leo and daniel and then the dollar amounts for every one for each one and then how much I'm expect in terms of business for the first you know three months it's ninety-nine thousand dollars questions about that Emma I anyone has any questions yeah I've got a couple of good ones for you yes Juan came from our good buddy you know him our favorite redhead red in Texas rota uh red was just was saying that when he's back there in that crm section he's only seeing that flagged contacts one that a key flag contacts one and i was just typing that you're well maybe you can um show just that it's a permission setting yeah yes it is a permission settings read so what you do you go here in the data main area click on manage staff and staff roles so and then you select your name here let's say let's go to my permission sets your Leonardo so go on the right side here at and then click on permissions so this is a great question actually because a lot of people don't have access to these reports so you need to make sure you go to that mean area and then under the reports tab here you select that report so right here reports and data export so these are the different reports we have and our account executive a new business report is right here just see new business here by account executive and qualification level and new business by month clothes probability so if you go here add and then select these two activities to reports you'll be able to now go back to the report section and and see under serum this jewel reports that I was reviewing now I've got another one Leo and I really don't want to stump you I admit I don't know if we have an answer to this one and what I've said to them what I've said 230 I have an answer for everything um ask Leo that's my answer the questions come from Robert and he's asking a bit about the when you're tracking the opportunities he sees that we've got all the months of the year there but what do you do if it's not the same calendar year now that may need to go into feature request land is what I'm thinking but yes you're right okay so when you create the estimate you don't have the option to select the month with a year having said that when you creating the report you know you can select the date range you know January first to today so in that ways 2014 if you want to look at 2013 you just put the dates year 2013 so you that report here you can do that the other one Robert yes actually we need to put that as a few feature request now we've got a question in from Fernando and I am going to read it out because maybe as I read it out it'll um I understand but I'm just gonna yeah I'm gonna shout out no is it possible to see how much time was spent in each phase of the sales process in past opportunities for a net are saying that when they change the qualification they're losing the the record of how much time was spent in the in the previous phase so I thought that that sounds like timesheet stuff to me but I wouldn't think that there yeah so if you want to see you know how much time you guys is spent on lost opportunities I would go here into a timesheet find and then you know what opportunities you have lost so i would put here you know the name of the opportunity that I lost let's say Amazon do a find and then I don't know how how many hours I I lost or I spent trying to close that deal that didn't happen okay I may take that with me answer that question well I'm gonna follow up with Fernando because I may not be fully understanding his question they're so so I'll follow up with that one but um no other new questions is yet so keep going okay yeah so basically we reviewed the last two reports that I was planning to do with that we said you know between 30 and 40 minutes or you're reaching the 40-minute mark here I want to make sure we keep these webinars you know very short but also you know very useful for our clients was great we got a lot of questions if there is any questions we can spend a few more minutes here Emma review more questions and that webinar it has is being recorded so we're going to send you guys an email with a link to the recorded link so you can Center your ease or you know your sales people to take a look and if there is any other additional questions you know feel free to contact us or contact support I would be more than happy to assist you that's great yeah we haven't had any more questions yet but wow what a what an active group that's really refreshing we this bunch yeah now it's what's great that you know we got a lot of questions as I know there's a very popular you know topic you know CRM and how you manage your / join Ernest again is very important to make sure you use the estimate approval status you know qualification levels when you're creating you know accompany the system you know the prospect is a client where they are the sales funnel actually hearing one of our consultants she has created that cheat sheet here that we're going to be sending and to attend to all the attendees today so you can share that you know little sheet here with with your team there's the main topics that we have talked about today yeah that's a great little cheat sheet that she's made and so many neat little things like I'm a big fan in those company fields how you got all those feel you know you've got source you've got qualification classification all those places you can really specify more about this person industry type and then search it's super cool yes for sure yeah excellent well what we can do and what we've done historically in these kinds of situations leo is that maybe you and I stop talking we stop recording and then I'll leave the webinar open for a good another 10-15 minutes people can keep typing their questions in and I'll address those but yeah I think I think we've covered everything the questions have slowed down and we'll leave it open though and people can just type away and like you said the recording is happening that'll be up and available later today or tomorrow and then that cheat sheet and some other little links will be coming out via email what's the session ends yeah and another thing to keep in mind we are this is the first aha webinar that we're doing but actually you're going to be having these webinars every week I think it's every thursday at 12pm pacific time in right Emma that's right up until mid-march yeah yes so if you go here under function point calm / AHA sessions you're going to see the you know upcoming sessions here the next one is going to be three stops sorry three steps to open a job and actually I think we're missing they open here i am a tricep chew on it Oh Jory steps to an open job three steps to open a job they both make sense all day and then I have all the other sessions so we'll be you know very important for for you guys to share with your team you know we're going to be reviewing you know how to create schedules you know tasks reviewing tasks the client poor oh I think mark is doing that one for the new invoice module that you know people are getting used to the the you know the upgrade that we have done so there's a lot of great content a lot of information and this new upcoming webinars great stuff well we've got a few questions coming in hopefully I can answer them as we type here yeah I've got a few that i can answer probably as i type here but thanks so much leo for doing that and we'll stop chatting and just keep the questions coming i'll leave it open for another 10-15 minutes okay excellent thanks again everyone for your time appreciate and have a great afternoon