Salesforce Quotes - 21 Tips to Accelerating the Sales Cycle
21 secrets to closing deals using Salesforce CRM
Accelerate sales by implementing these tips developed by Salesforce Pros.
Using this methodology in either Sales Cloud or Salesforce CPQ, increases the sales cycle by X%.
Fewer quoting error. No rework. Fewer resends. Faster eSignature and time to close.
From configuration, document generation, to eSignature.... the Sale cycle is fundamentally a process.
With the advent of Salesforce Lightning....
These proven tips and best practices
Acceleration is measured in several forms:
Time to Onboard New Employees
Onboarding new Sales and Account Representatives. Implementing these best practices will ensure new employees are immediately productive and quoting products and services.
Time to Generate and Send Quote
Sales Reps will see a dramatic difference in getting through the Opportunity creation, quoting, and closed-won process.
Time to Close
Accelerate sales by implementing these tips developed by Salesforce Pros.
Using this methodology in either Sales Cloud or Salesforce CPQ, increases the sales cycle by X%.
Fewer quoting error. No rework. Fewer resends. Faster eSignature and time to close.
From configuration, document generation, to eSignature.... the Sale cycle is fundamentally a process.
With the advent of Salesforce Lightning....
These proven tips and best practices
Acceleration is measured in several forms:
Time to Onboard New Employees
Onboarding new Sales and Account Representatives. Implementing these best practices will ensure new employees are immediately productive and quoting products and services.
Time to Generate and Send Quote
Sales Reps will see a dramatic difference in getting through the Opportunity creation, quoting, and closed-won process.
Time to Close
Formal Quote Stage
Formalize the quote stage relative to pre-qualification.
Formalize the quote stage relative to pre-qualification.
Guided Selling With Paths
Use Salesforce Paths to highlight the top 5 fields in any given Opportunity stage.
For example, create a stage named "Quote", select the quote greeting, x, y, and z fields, and provide guided support steps for each field.
When onboarding new Sales Reps, they will immediately know what is required during the quote stage and enter the correct data.
https://help.salesforce.com/articleView?id=path_overview.htm&type=5
Create path stages specifically for quoting.
Up to 5 fields in detail panel. Guidance for Success.
Use Salesforce Paths to highlight the top 5 fields in any given Opportunity stage.
For example, create a stage named "Quote", select the quote greeting, x, y, and z fields, and provide guided support steps for each field.
When onboarding new Sales Reps, they will immediately know what is required during the quote stage and enter the correct data.
https://help.salesforce.com/articleView?id=path_overview.htm&type=5
Create path stages specifically for quoting.
Up to 5 fields in detail panel. Guidance for Success.
Reflect Customer Needs
When a customer receives a quote that reflects their requirements, they are more inclined to move fast, make a decision, and execute the order.
Prior to generating a quote, ensure the products and services reflect the customers immediate needs. Possibly through a quick phone call or exchange of emails.
Avoid upsells, misspellings, or anything that may cause the customer to request a correction and regeneration of the quote.
Customers are X% more likely to commit when their immediate needs met.
When a customer receives a quote that reflects their requirements, they are more inclined to move fast, make a decision, and execute the order.
Prior to generating a quote, ensure the products and services reflect the customers immediate needs. Possibly through a quick phone call or exchange of emails.
Avoid upsells, misspellings, or anything that may cause the customer to request a correction and regeneration of the quote.
Customers are X% more likely to commit when their immediate needs met.
Personalize the Quote
Merge the custom contact name into the quote template. Add a text box to the page layout for inserting a personalized message or greeting in the quote.
Merge the custom contact name into the quote template. Add a text box to the page layout for inserting a personalized message or greeting in the quote.
Products and Services
Pricebook structure, products, prices, quantities.
Use one of our accelerators for subscription management.
Pricebook structure, products, prices, quantities.
Use one of our accelerators for subscription management.
Branded Template - company logo
Setup the Deal Docs - Quote Templates - Microsoft Word
Publishing customer-facing quotes and documents is a cross-functional exercise:
There are several word processing options available, but Microsoft Word is the defacto standard in business communications and word processing.
Using Word for all data-driven merge templates ensures pixel-perfect layout and design.
Legal teams constantly refine and update T&Cs to sales agreements using Word.
Use of Word in Salesforce generated documents reduces timely configuration and customization costs.
Use of Microsoft Word for all quote, agreement, and contract templates.
(find marketing friendly way to communicate CPQ is a database-driven solution to a document problem)
Publishing customer-facing quotes and documents is a cross-functional exercise:
- Marketing: Validates and approves branding, logo, fonts, and styles are correct
- Sales Op: Ensures merge tags are mapped to Salesforce data sources
- Legal: Approves all clauses, terms and conditions.
There are several word processing options available, but Microsoft Word is the defacto standard in business communications and word processing.
Using Word for all data-driven merge templates ensures pixel-perfect layout and design.
Legal teams constantly refine and update T&Cs to sales agreements using Word.
Use of Word in Salesforce generated documents reduces timely configuration and customization costs.
Use of Microsoft Word for all quote, agreement, and contract templates.
(find marketing friendly way to communicate CPQ is a database-driven solution to a document problem)
Compelling Call to action in Quote Email
Copywriting.
Copywriting.
Personalized Rooms
Pre-build portal rooms by industry, job function, product line, or solution.
Also known as "Quote Rooms" or "Deal Rooms", document portals provide a highly personalized and secure space for dialogues.
Give Sales Reps one-click access to choose the customer experience. Initiate the right dialogue.
Create process builder rules that automatically select the dialogue template based on Opportunity type, stage, or industry.
Pre-build portal rooms by industry, job function, product line, or solution.
Also known as "Quote Rooms" or "Deal Rooms", document portals provide a highly personalized and secure space for dialogues.
Give Sales Reps one-click access to choose the customer experience. Initiate the right dialogue.
Create process builder rules that automatically select the dialogue template based on Opportunity type, stage, or industry.
Preview the Quote Details before PDF
See related blog post on utilizing PDF. Use of data grids.
See related blog post on utilizing PDF. Use of data grids.
Include Images in Proposals and Quotes
Help the customer visualize what they're buying by including an image of the product or service.
Visuals are processed 60,000 faster than text.
According to studies https://www.yola.com/blog/visual-vs-text-content-finding-the-balance-on-your-website
Quotes and proposals that provide a mix of images and text are 3x more likely to convert prospects into paying customers.
Help the customer visualize what they're buying by including an image of the product or service.
Visuals are processed 60,000 faster than text.
According to studies https://www.yola.com/blog/visual-vs-text-content-finding-the-balance-on-your-website
Quotes and proposals that provide a mix of images and text are 3x more likely to convert prospects into paying customers.
Follow eSign Etiquette
eSignature DO and DONT's
DO pre-fill the document with all known information from CRM database (Contact, Account, Opportunity)
DO NOT require the customer to fill out any basic information, like First Name, Last Name, Title, address
DO allow the customer to sign via mobile
DO NOT require the customer to a desktop-only experience.
Pre-fill documents with all customer fields. Name, title, address.
If address is not known, provide the customer with ability to enter before signing.
DO NOT require the customer to fill in any information.
eSignature DO and DONT's
DO pre-fill the document with all known information from CRM database (Contact, Account, Opportunity)
DO NOT require the customer to fill out any basic information, like First Name, Last Name, Title, address
DO allow the customer to sign via mobile
DO NOT require the customer to a desktop-only experience.
Pre-fill documents with all customer fields. Name, title, address.
If address is not known, provide the customer with ability to enter before signing.
DO NOT require the customer to fill in any information.
Include Product Marketing Materials
Quote rooms are not limited to just a single document. Most purchasing decisions are made after a thorough review of several documents; including customization and configuration guides, product marketing videos, and training materials.
Include all relevant materials with the quote.
In addition to the quote, provide PDF product marketing materials related to the customers industry, job function, or solution.
Include Excel spreadsheet in the quote room
Quote rooms are not limited to just a single document. Most purchasing decisions are made after a thorough review of several documents; including customization and configuration guides, product marketing videos, and training materials.
Include all relevant materials with the quote.
In addition to the quote, provide PDF product marketing materials related to the customers industry, job function, or solution.
Include Excel spreadsheet in the quote room
Update Revenue Forecasts in Real-Time
Make quoted revenue available in financial dashboards. Monitor metrics like "Forecasted MRR" or "New Pipeline MRR" in real-time using amounts take directly from Quotes.
[image of MRR dashboard]
Make quoted revenue available in financial dashboards. Monitor metrics like "Forecasted MRR" or "New Pipeline MRR" in real-time using amounts take directly from Quotes.
[image of MRR dashboard]
Use Record Types for Configuration Context
Upon creating a new Opportunity, Sales Users should be prompted for a general category. For example, a subscription-based revenue company may have different quoting templates for resellers vs direct to customer opportunities.
Different record types can have different page layouts. This helps to avoid the dreaded "monolithic page layout" where every possible sales configuration is included on one page layout.
Record types also support custom stages and steps (aka Sales Process) based on record type.
Advanced pro tip: Use a record type "per opportunity stage" for very precise page layouts specific to the configuration and stage.
[video of new opportunity: options for Partner Reseller and Direct to Customer]
Upon creating a new Opportunity, Sales Users should be prompted for a general category. For example, a subscription-based revenue company may have different quoting templates for resellers vs direct to customer opportunities.
Different record types can have different page layouts. This helps to avoid the dreaded "monolithic page layout" where every possible sales configuration is included on one page layout.
Record types also support custom stages and steps (aka Sales Process) based on record type.
Advanced pro tip: Use a record type "per opportunity stage" for very precise page layouts specific to the configuration and stage.
[video of new opportunity: options for Partner Reseller and Direct to Customer]
Includes All Costs (Taxes, Shipping, Handling)
Make sure to include all costs in a quote to ensure the prospective customer has everything they need to secure approvals and commit to a final price.
Make sure to include all costs in a quote to ensure the prospective customer has everything they need to secure approvals and commit to a final price.
Custom Dialogue Templates per Quote type
Customer interactions and documents will vary based on context. For example, a first-time new customer may receive a quote along with product materials and getting started guides.
An Add-On, Upgrade, and Renewal Opportunities use completely different quote templates in content.
Whether the Sales user is requesting eSignatures or payment information, there are customized dialogue templates for each interaction.
[Video of LEX room selector. PDF quote with column for pro-rated amount.]
Customer interactions and documents will vary based on context. For example, a first-time new customer may receive a quote along with product materials and getting started guides.
An Add-On, Upgrade, and Renewal Opportunities use completely different quote templates in content.
Whether the Sales user is requesting eSignatures or payment information, there are customized dialogue templates for each interaction.
[Video of LEX room selector. PDF quote with column for pro-rated amount.]
Good Until Date
Give customers a deadline to make a decision.
Data driven templates automatically embed "good until date" into the quotes using a variety of configurable rules.
For example, 30 days from today.
Give customers a deadline to make a decision.
Data driven templates automatically embed "good until date" into the quotes using a variety of configurable rules.
For example, 30 days from today.
Sales User Contact Information
Embed the Sales Reps name, phone, and email contact information.
Embed the Sales Reps name, phone, and email contact information.
One-Click Terms and Conditions
Personalizing quotes with custom terms and conditions, like shipping, support, delivery, can be exhausting and error prone.
Distill customer entitlements down to simple checkboxes in Salesforce.
When enabled, these rules dynamically embed T&Cs into the quote.
No more legal review for each deal. Legal provides and reviews all the T&Cs upfront for use in multiple quotes and agreements.
Personalizing quotes with custom terms and conditions, like shipping, support, delivery, can be exhausting and error prone.
Distill customer entitlements down to simple checkboxes in Salesforce.
When enabled, these rules dynamically embed T&Cs into the quote.
No more legal review for each deal. Legal provides and reviews all the T&Cs upfront for use in multiple quotes and agreements.
Separate Bill To and End User Accounts
[image of quote template with bill to and end user tags in template]
For Sales managed by Channel Partners and Resellers, distinctly define the Bill To account separately from the End User account.
This simplifies billing and reporting.
[image of quote template with bill to and end user tags in template]
For Sales managed by Channel Partners and Resellers, distinctly define the Bill To account separately from the End User account.
This simplifies billing and reporting.
Quote from Opportunity
Generating quotes directly from an Opportunity is a perfectly acceptable (and fast) practice when
* PDF snapshots of past quotes are a sufficient audit trail
* Customers are likely to accept the first quote 80% of the time
Both the Salesforce standard Quotes and CPQ Quote features ultimately sync with the opportunity as system of record.
Generating quotes directly from an Opportunity is a perfectly acceptable (and fast) practice when
* PDF snapshots of past quotes are a sufficient audit trail
* Customers are likely to accept the first quote 80% of the time
Both the Salesforce standard Quotes and CPQ Quote features ultimately sync with the opportunity as system of record.
Mobile and Desktop Delivery
Over 80% of business professionals access their email, documents, and productivity tools from mobile.
Delivering quotes in a mobile-friendly format and a responsive portal ensures that customers "on the go" are likely to receive your quotes while on mobile.
Over 80% of business professionals access their email, documents, and productivity tools from mobile.
Delivering quotes in a mobile-friendly format and a responsive portal ensures that customers "on the go" are likely to receive your quotes while on mobile.
Read Receipts and Activity Tracking
Did the customer actually receive and open the quote? Most modern CRM tools have sophisticated read receipts and activity tracking that are not dependent on traditional email with attachments, and instead use personalized portals for all interactions.
Did the customer actually receive and open the quote? Most modern CRM tools have sophisticated read receipts and activity tracking that are not dependent on traditional email with attachments, and instead use personalized portals for all interactions.
Messaging and Chat
Customers are increasingly familiar with private messaging and chat
Provide the customer with a means to interact with Sales Reps directly in the quote room.
Customers are increasingly familiar with private messaging and chat
Provide the customer with a means to interact with Sales Reps directly in the quote room.
Sync Custom Quote Fields to Opportunity
When using standard Salesforce Quotes or CPQ Quotes, custom fields may be synced to Opportunity for use in post-Opportunity processes, agreements, and contracts. Twin fields in CPQ. PB flow in standard quotes.
When using standard Salesforce Quotes or CPQ Quotes, custom fields may be synced to Opportunity for use in post-Opportunity processes, agreements, and contracts. Twin fields in CPQ. PB flow in standard quotes.
Provide Self-Service Calculators
Customers love options and playing with "What If" pricing options before making a purchasing decision.
Particularly in B2B sales. Intelligent customers are accustomed to exercising “what if” scenarios in Excel.
Give them self-service to an online calculator or spreadsheet so they can consider the various options on their own.
Customers love options and playing with "What If" pricing options before making a purchasing decision.
Particularly in B2B sales. Intelligent customers are accustomed to exercising “what if” scenarios in Excel.
Give them self-service to an online calculator or spreadsheet so they can consider the various options on their own.
Automate Routine Approvals
Empower Sales Reps to issue quote unnecessary executive approval use Salesforce validation and pricing rules whenever possible.
For example, the retail prices for some annual and long-term subscriptions may anticipate a regular 20%-30% discount. Sales Reps are authorized to make these discounts without approval.
Use the built-in capabilities of Salesforce to configure custom approval rules for outlier quote scenarios.
Monitor the number of opportunities requiring approval and routinely optimize rules to reduce approvals.
Empower Sales Reps to issue quote unnecessary executive approval use Salesforce validation and pricing rules whenever possible.
For example, the retail prices for some annual and long-term subscriptions may anticipate a regular 20%-30% discount. Sales Reps are authorized to make these discounts without approval.
Use the built-in capabilities of Salesforce to configure custom approval rules for outlier quote scenarios.
Monitor the number of opportunities requiring approval and routinely optimize rules to reduce approvals.
Custom Domain Names
When inviting customers to review quotes, documents, and submit payments.... establish trust in brand with custom URLs.
docs.yourdomain.com
When inviting customers to review quotes, documents, and submit payments.... establish trust in brand with custom URLs.
docs.yourdomain.com
"ABC" Always Be Closing
There is a call to action at every touch point.
Email
Quote Room
PDF documents
There is a call to action at every touch point.
Quote Room
PDF documents
Follow-Up
Time-based tasks and workflows
Reminders
Time-based tasks and workflows
Reminders
Digital eSignature
A deal is never done until it is officially signed by the customer. Include an option to eSign every quote, agreement, and contract to swiftly move the customer relationship to the next stage.
eSignatures are now supported in just about every country and jurisdiction.
Most customers expect the convenience of a quick eSignature process over traditional paper-based, print, and fax processes.
A deal is never done until it is officially signed by the customer. Include an option to eSign every quote, agreement, and contract to swiftly move the customer relationship to the next stage.
eSignatures are now supported in just about every country and jurisdiction.
Most customers expect the convenience of a quick eSignature process over traditional paper-based, print, and fax processes.
Include Payment Method Option
Give customers the ability to enter credit card and billing contact information directly into a payment form.
Reduce billing errors by collecting PO number, Accounts Payable, credit card, and bank routing information during the quote process.
Configure payment flows to uUpdate Salesforce records automatically.
Give customers the ability to enter credit card and billing contact information directly into a payment form.
Reduce billing errors by collecting PO number, Accounts Payable, credit card, and bank routing information during the quote process.
Configure payment flows to uUpdate Salesforce records automatically.
Post Closing Actions - Process Builder
Addigy billing actions as example
Customer onboarding. Transition to community user , license management, service cloud...
Addigy billing actions as example
Customer onboarding. Transition to community user , license management, service cloud...
Reuse Quote Content in Agreements and Contracts
If the quoting process is followed by a formal contracts and agreements phase, then reuse the same Legal content from the quote in the follow-on documents.
Especially in situations where Legal has already approved the quoting terms and conditions. A "clause library" encourages reuse the same content when generating agreements and contracts.
This makes the transition from quote to contract seamless.
If the quoting process is followed by a formal contracts and agreements phase, then reuse the same Legal content from the quote in the follow-on documents.
Especially in situations where Legal has already approved the quoting terms and conditions. A "clause library" encourages reuse the same content when generating agreements and contracts.
This makes the transition from quote to contract seamless.