Sales process: Closing deals | Use Cases - Zoho CRM

Sales process: Closing deals

Edition: Paid editions | Industry: Applicable for all industries | Features: Integrations with Zoho products and built-in features 

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Lead generation and Lead engagement use cases described the methods used to generate, manage, and engage the leads. Eventually, qualified leads are converted to deals. In this use case we will discuss the steps the design team follow from deal creation through to closure:

1. Send the Design Preference Form when a deal is created
   
2. Schedule a task for the Design Consultant to call the client once the form is submitted
   
3. Send the calendar link to clients to schedule a site visit for the Design Consultant
   
4. Get an e-signature on the agreement draft and product purchase invoice 
   
5. Streamline the deal management process
   
6. Assess key metrics like design consultant performance, deals in pipeline, and lost deals
   

A pictorial representation of the stages in deal closure:

Zoho Forms integration 

Orange Interiorz email their Design Preference Form to the customer to capture their ideas and preferences. The form is integrated with with the Deals module and it is automatically sent to the clients as soon as a deal is created in CRM. 

 

Calendar booking
The design consultants visit the project site to take measurements and discuss their ideas for the space. They allow the clients to book a convenient time for the site visit by sending an email with the available time slots. 

 

Zoho Sign

Before proceeding with the project, the design consultants need signed copies of the agreement draft and invoice, which they send via email. The clients give e-signatures and send the documents back to the consultants. These signed documents are added to the client's CRM record for future reference.

Blueprint
Orange Interiorz streamlines their deal management process using blueprint. The consultant can only move to the next stage of the deal after the transition conditions are fulfilled. For example, if the agent wants to move the deal from the Call Completed stage to Site Visit Completed, they will need to fulfil the Site Visit transition, that requires the consultant to add notes and check the items in the checklist.

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The list of transition and the conditions used in the above blueprint are:

Transition	Before	During	After
Client fills out form	Owner: Record owner	-	-
Call client	Owner: Record owner	Make notes mandatory	Email notification: Share calendar link
Site visit	Owner: Record owner	1. Make notes mandatory 2. Checklist	-
Prepare agreement	Owner: Record owner	-	-
Client consent	Owner: Record owner	1. Make attachment mandatory 2. Message: Upload the signed copy	-
Client rejection	Owner: Record owner	-	-
Payment	Owner: Record owner	1. Make attachment mandatory 2. Message: Attach payment confirmation mail from Accounts department	-
Design in progress	Owner: Record owner	-	-
Revision	Owner: Record owner	Make notes mandatory	-
Pending payment	Owner: Record owner	1. Make attachment mandatory 2. Message: Attach payment confirmation mail from Accounts department	-
Revision 2	Owner: Record owner	Make notes mandatory	-
Collect deposit	Owner: Record owner	-	-
Deposit not received	Owner: Record owner	-	-
Deposit received	Owner: Record owner	1. Make attachment mandatory 2. Message: Attach payment confirmation mail from Accounts department	-

Reports:

Orange Interiorz creates reports to assess key metrics such as:

1. Deals closing this month
   
2. Deals by stage
   
3. Deals by lead source
   
4. Design consultant performance
   
5. Lost deals
   

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