Solicitations
Understanding solicitations
Solicitations are entities that track sales opportunities with accounts in your database. The types of solicitations vary according to the purpose to be achieved and bear the name of the entity that will ultimately be billed.
Types of solicitation
| Types of solicitation | Purpose |
|---|---|
| Member Registration | Convince a non-member account to become a member of your organization. |
| Renewal | Follow the progress of the steps leading to the renewal of a membership. |
| Event Partner | Recruit a partner for an event |
| Annual Partner | Recruit an annual partner for your organization |
| Contract | Sell contracts (e.g. banks of hours) |
| Order | Sell products |
| Others | Solicitations that are different from the previous types |
Regardless of the type, if the solicitation achieves its goal, we will say that it is Won. If it does not reach it, it will be said that it is lost. This information is presented as the status of the solicitation.
Solicitation statuses
| Solicitation Status | Description |
|---|---|
| In progress | One or more members of your organization are currently working on this solicitation. |
| Invoiced - Awaiting Payment | The membership registration or renewal related to the solicitation has been charged. The solicitation will change status to won upon receipt of payment. |
| Won | The solicitation has served its purpose. When a solicitation is won, a process is initiated and it is possible to invoice the account it concerns. |
| Lost | Despite the efforts of your team, the solicitation did not achieve its goal. |
| Completed | The solicitation was neither won nor lost, but the solicitation campaign has ended. |
Processes triggered by solicitations won
When solicitations are won, the system automatically initiates certain processes. The process depends on the type of solicitation.
| Type of solicitation | Process |
|---|---|
| Membership Registration | Create a membership registration |
| Renewal | This is the only type of solicitation that does not have the purpose of creating and invoicing a new entity. In fact, it's the opposite. At the time of renewal, a solicitation is generated and makes it possible to follow the progress of the negotiation which will lead to the renewal of a member's subscription. |
| Event Partner | Creating a Billable Event Partner |
| Annual partner | Creation of an annual partner to be invoiced |
| Contract | Creation of an uninvoiced Contract |
| Command | Creating an Uninvoiced Order |
| Others | No process is triggered, it is simply possible to follow it until it is won or lost. |
| Membership (not yet available) | Should lead to the creation of a membership |
| Renewal (not yet available) | Should be related to an existing renewal, won this solicitation approve renewal |
| Ticket sale (not yet available) | Should Create Event Registration |
Create a solicitation
It is possible to create a solicitation from this page, but it is not the most efficient way to do so if you have multiple solicitations to create. You will instead want to create solicitations from from a campaign or from a list of accounts.
From the Solicitations page of the Sales section of the main menu, select
+ Newin the toolbar to open the Create Solicitation form.Name the solicitation
Determine the type of solicitation
Indicate the account to be solicited using the search field Account
Select
Savefrom the toolbar to create the solicitation in the systemIf necessary, add the solicitation to a campaign using the Solicitation Campaign search field in the header of the solicitation .
Follow up on a solicitation
A solicitation is an entity that allows you to follow the steps taken by you and your team to close a sale. Each intervention with the solicited account may be noted directly on the solicitation.
This section presents a description of each of the fields and modules found on the solicitations of your Membri 365 environment.
General tab
- If necessary, fill in or modify the various fields of the
Generaltab
Information
| Fields | Description |
|---|---|
| Name | Name of the solicitation in the system |
| Solicitation Status | Indicate the solicitation status |
| Account | Indicates the account targeted by the solicitation |
| Email Address | Locked field that displays the main email that is on the account card |
| Main phone | Locked field that displays the main phone found on the account card |
| Fields | Description |
|---|---|
| Product | Product under which the invoice amount will be synchronized if the solicitation is won. This field does not appear on Contract and Order type solicitations since the products are directly associated with Contracts and orders. |
| Partnership amount | Amount targeted for a partnership in the case of Annual or Event type solicitations |
| Total amount | Total amount calculated from the addition of product lines in the case of Montract or Order type solicitations |
| Fields | Description |
|---|---|
| Resource Contact | This field allows you to identify the resource contact with whom to discuss this solicitation. When this field is filled in, the coordinates of the contact card (e-mail, mobile phone, work phone) are displayed in locked fields. |
| Billing contact | This field allows you to identify the contact to send the invoice to when the solicitation is won. When this field is filled in, the coordinates of the contact card (e-mail, mobile phone, work phone) are displayed in locked fields. |
| Fields | Description |
|---|---|
| Referred by | This field identifies the account that referred you to the account targeted by this solicitation. |
| Referred by contact | This field identifies the contact who referred you to the account targeted by this solicitation. |
Followings
The follow-ups module allows you to use the same functionalities as the timeline linked to an account or a contact at the difference that the activities contains are all directly related to the solicitation.
Billing and Accounting tab
Accounting
| Fields | Description |
|---|---|
| Chapter | Identifies which chapter of your organization billing will be linked to |
| Taxless | Allows you to not apply tax on the total amount of the invoice. |
| Block Invoice Email | This field allows you to opt out of sending billing emails. |
| Override Accounting Project | These features have been replaced by products. |
Invoice Note
This field allows you to enter a personalized note on the invoice.
Particularities of solicitation types
Membership Registration
Define the membership
Once saved, the solicitation is created and you can adjust the information for the next membership from the fields in the Member Registration section of the General tab of the solicitation. When you are ready, use the search field Member Registration to create the membership that will be linked to this solicitation.
Annual
Adjust partnership amount
Once registered, the solicitation is created in the system and you can adjust the partnership amount directly in the Partnership Amount field of the General tab of the solicitation.
Event
Adjust partnership amount
Once registered, the solicitation is created in the system and you can adjust the partnership amount directly in the Partnership Amount field of the General tab of the solicitation.
Contract
Add Contracts
Once registered, the solicitation is created in the system. The Solicitation Products module should then appear at the bottom of the solicitation form.
- Select
+ New Solicitation Productto open the form Quick Create: Solicitation Product - Search or create a product using the Product field
- Indicate the quantity (in hours) and the price per unit (for one hour)
- Select Save and close to validate the addition
- Repeat the previous steps for each contract
Added products will increase the value of the Total amount field found above in the solicitation.
Order
Add products to order
Once registered, the solicitation is created in the system. The Solicitation Products module should then appear at the bottom of the solicitation form.
- Select
+ New Solicitation Productto open the form Quick Create: Solicitation Product - Search or create a product using the Product field
- Indicate the quantity to be added to the solicitation
- Select Save and close to validate the addition
- Repeat the previous steps as many times as necessary
Added products will increase the value of the Total amount field found above in the solicitation.
Still unsure? Contact us - support@vendere.ca