In this tutorial, you will learn how to schedule an on-site sales call. An on-site sales call is a visit to a customer’s location where you will create an estimate for potential work. There are a few ways to create an on-site sales call.
1) In the Customers Tab
Choose the customer record in view mode that you would like to create the on-site sales call.
In the Customer Record, scroll down to the Work Orders area and select Estimates.
Once here, select “Add Estimate” on the top-right corner.
2) In the Estimates Tab
From here, select “Add Estimate” in the top right of the screen.
This will bring you to the Customer Required screen, which allows you to choose an existing customer, or add a new one.
To select an existing customer, click “Select” next to their name.
3) On the Dispatch Board
On the dispatch board, you can view the schedule for the day. If you see an open time slot on a specific employee’s schedule, click on the time slot.
A new pop-up will appear prompting you with two options.
Select “On-Site Sales Call” and click “OK.”
This will bring you to the Customer Required screen, which allows you to choose an existing customer, or add a new one.
To select an existing customer, click “Select” next to their name.
Creating an On-Site Sales Call – Opportunity Information Tab
To create an on-site sales call, we will begin by filling out the Opportunity Information screen.
You can select a specific contact for your customer and provide a summary for what kind of estimate we will be creating. Note that the Status will remain open until we schedule the On-Site Sales Call. You can also mark the Substatus according to the ones you have created for your sales process. Logging probability of how likely you think you are of closing the deal will help with your forecasting of future work. The Marketing Campaign field will automatically fill with the Marketing Campaign at the Customer level, but you can change it in case they heard about a different promotion you are running. You can provide follow-up notes and a date to follow-up.
If the customer has noted that they have been looking into other companies for the work, you can track that competition here as well.
To add a competitor, select “Add Competitor” on the top-right corner.
This will bring up the Add Competitor Screen.
If the competitor is in the list, you can select the competitor. If not, you can select “Add New.”
When adding a competitor, you will fill out the name of the company, any comments you may have, and the price they were quoted for their estimate. When completed, click “OK.”
Once all of the information you require has been filled out on the Opportunity Information tab, go to the top of the Opportunity Information screen and click “Next.”
Creating an On-Site Sales Call
On the On-Site Sales Call tab, you will see that you have the option to check the box if the Estimate requires someone from your business to go on site. If this is not a requirement, click “Next.” To schedule an On-Site Sales Call, check off the box.
You will notice a few more options appear.
From here, you will be able to pick the start time and end time of the On-Site Sales Call, add employees or teams, change service locations or contacts, and modify any custom fields that you may have.
Note: If you schedule through the Dispatch Board, the date, time, and employee will already be assigned to this On-Site Sales Call.
If there are any notes you need your employees to know about, click on “Edit” next to the Work Order Notes are.
You can fill out as much information as you would like here. Once completed, click “OK.” Once this task has been completed, you can click on “Save” at the top or bottom of the On-Site Sales Call tab.
Now that we have saved the On-Site Sales Call, there are a few options available that can be seen on the top-left side of the On-Site Sales Call tab.
1) Print – If you want a hard copy, you can select Print.
2)Email Employees – I can also send an email reminder to my employees by clicking on “Email Employees.”
To email your employee, be sure to check the box next to their name. You also have the option to CC yourself and add other employees and contacts that are not attached to the account. The email that will be sent is displayed below under “Message.” To change the email template, you can go to the “Reporting Options,” which will be covered in a later training. Note that you can modify or create the message here as well. The On-Site Sales Call will be sent as a PDF attachment to this email. Click “Send” to send this to the Recipients.
3) Email Customer Reminder – This option will send an email reminder to the customer.
To email your customer reminder, be sure to check the box next to their name. You also have the option to CC the assigned employee, yourself and add other employees and contacts that are attached to the account. The email that will be sent is displayed below under “Message.” To change the email template, you can go to the “Reporting Options,” which will be covered in a later training. Note that you can modify or create the message here as well. Click “Send” to send this to the Recipients.
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