Quoting and contracting
Quickly produce the right quotation
When it comes to selling customer-specific products and solutions, there are many things to take into account. One or more quotations have to be made for the customer which he will use to base a purchase decision on. Drawing up a complete and error-free quotation places high demands on your organization. A great deal of knowledge is needed to interpret all the customer’s requirements, to look for the right solution and to calculate or configure the correct selling price, cost price and specifications. It is precisely this knowledge and experience that is so scarce. Only a few people in your organization will have it. It is risky to rely on a few individuals for critical business information that is often not documented, but it is also inconvenient; because it means that you cannot respond to prospect enquiries as quickly as the customer would like.
Sofon Guided Solutions enables you to respond quickly with a quotation – more quickly and better than your competitors.
Quickly alter a quotation
When, after a while, your customer responds to your proposal with some remarks, you quickly want to respond with an altered version. It is very tempting to make some changes in the Word document of the proposal and send it to the customer. In most cases, this is where the costly mistakes are made. Since the original proposal was created, products may have changed, new options may have been introduced, new rules may have been drawn up, and prices may have changed. The changes the customer requested may also impact other parts of your proposal and, therefore, the altered proposal must be thoroughly checked.
For every new proposal, Sofon Guided Selling will automatically create a new version to make the alterations requested in.. The proposal will automatically be verified to check the impact of these alterations and to see if this results in conflicts with other options in the proposal. The result after the verification is a proposal that complies with the latest rules and uses the latest price information. The new proposal documents can be generated within minutes and can immediately be sent to the customer.
Seamless cooperation between sales and technology
If you are faced with a lack of time or knowledgeable resources, it is very tempting to take risks to try to quickly produce a good quotation. Inadequate specifications can, however, lead to misunderstandings between the customer and your employees in sales and engineering. Solutions sold can sometimes not be manufactured or can no longer be delivered. In some cases the costs of supplying the solution exceed the estimate and will not yield any profit (or worse). Sofon Guided Solutions enables you to quickly produce an error-free quotation, including the correct specifications.
Based on company rules and staff roles, a quotation (or any document) is automatically routed to the right people or departments for input, review or approval, depending for example on the product configuration, price level or discount offered. This workflow ensures that documents are handled by all relevant staff and that the system- generated document is not submitted without the proper internal authorizations.
Combined with this workflow, replication of quotations (or any document) takes place between field sales and the sales office. Quotations that need to be completed, reviewed or approved by the sales office are automatically sent to the right office staff. Accordingly, quotations generated or approved by the sales office are automatically sent to the right field sales staff.
As a rule, drawing up contracts is the work of a specialist. Due to the wide range of subjects involved and their complexity, drafting a complete and correct contract often requires a great deal of time, energy and in some cases, billable hours. Because long lead times are a risk factor in the sales process, it is very important to limit the time required to draw up contracts to a minimum without compromising their contents.
Fast and error-free contract generation
Sofon enables you to organize the creation of even the most complex contracts in such a way that sales representatives can draft complete contracts very rapidly themselves. By means of a simple approval procedure, all exceptions to the rule are automatically brought to the attention of the individuals who have the authority to make decisions on these exceptions. Sofon, therefore, enables you to complete contracts quickly and efficiently within the standard agreements with minimum effort, while all special features are approved or rejected correctly.
Contract version management
Sofon supports you both in recording and applying a range of complex rules and agreements and drafting the complete contract document. By using version management, you can maintain an overview of contract documents, even after various versions have been sent back and forth between you and your customer. The entire contract process can be carried out within one single solution.
Sofon supports both generating contracts and contract management. This gives you insight into all of the current contracts and enables you to monitor and follow up on contractual agreements. Using file management, as well as workflow and role management, each user is alerted if a specific action is required.