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System Design Process for Distribution Clients - Business Development

Goal: Explain the details of the System Design Process for the Business Development team as there are a few steps that are different when the Distribution client is scheduling and attending the meeting

Key Topics:

Simplified Steps - Tiers 1 & 2

  • Sales Reps/Deal Owner Create a Deal - A Deal Must be Created
    • "New Deal" must be replaced with a Unique Deal Name or PO#
    • Add a realistic estimated Deal Close Date
    • Add Designated Tiered Design SKU for the Design Service
  • When adding a contact to the Deal, you should be adding:
    • The Distributor Contact as well as your own contact
  • Create Deal
  • Create Quote
    • On the Line Item Page you can still add Tiered Discount where applicable
    • On the Template Page:
      • Add DESIGN PAYMENT in front of the quote title
      • Add the Purchase Terms
    • Create and wait for it to sync to NetSuite
      • Deal will update to "Design Payment Pending" Stage
  • Provide to Dist. and Await PO for Design Service Payment
  • Once PO is Received:
    • Clone quote for a V2
    • Make sure DESIGN PAYMENT is still there
  • Ops will await payment and create SO - leaving in pending approval
    • The customer will not be billed and invoiced until they receive their design files
  • Once Payment is Received (Pre-Auth) - Ops will trigger the email to schedule the consultation to send to the customer
  • From here the deal stage updates to Design Payment Received
  • At this point, the dealer contact can be added if desired
  • Once the email has sent to you, forward it to the dealer contact to schedule their design consultation
    • You will receive notification of email send
  • Customer will click "Schedule your System Design Meeting" within the email, choose from available time and answer Pre-Design Questions
    1. Once completed, customer will receive confirmation via Dialpad
    2. Design Engineer and Sales Rep/Deal Owner will also receive email confirmation
  • Sales Reps must ask customer for any attachments related to the Design and Upload them to the Deal Record
    • This can be done in the right hand column of the deal
    • There is an "Attachments" Section 
    • Select Add
    • Select Upload from Computer
      • DO NOT send the attachments to Design Engineer, this will disrupt his process flow
  • When the meeting is complete, Sales Rep/Deal Owner/Secondary Deal Owner will be notified via email
    • With the Estimated Completion Date for the Design Files
  • When the Design Engineer completes the Design:
    • The files will be added to google drive
    • The file link will then be added to the deal under the service projects tab
    • Design engineer will select design completed
  • This will then trigger an automatic email to be sent to the Sales Rep/Deal Owner containing the file link(s)
  • The customer will then receive a different version of the email (customer facing) with their design file link(s)
    • Contacts also need to be a marketing contact to receive this so if the Dist Client is on the record it will just fail to send 
  • Operations will received a task to approve and bill the design SO
  • Deal will move back to quote provided stage
  • When quoting the SKU's decided via the Design - CLONE the V2 Design Quote
    • REMOVE the Design SKU 
    • REMOVE the DESIGN PAYMENT text in the quote title
    • Do a V3 with the project name
  • When a PO is received for the Deal, Clone the latest version of the quote, add final, and proceed as normal

Video Demonstration

 

Enterprise Process

  • Sales Reps/Deal Owner Create a Deal - A Deal Must be Created
    • "New Deal" must be replaced with a Unique Deal Name or PO#
    • Add a realistic estimated Deal Close Date
  • When adding a contact to the Deal, you should be adding:
    • The Distributor Contact as well as your own contact
  • Create Deal
    • Add Attachments provided by the customer 
    • Go to Service Projects Tab
      • Select "Design Support Needed?" = Yes
      • Select "Enterprise Design" = Yes
  • This will trigger the design invitation to send to the contact
    • If it's a dealer contact you will forward the email you receive to them to schedule
  • This will move the Deal to Design Payment Pending Stage
  • Consultation will be conducted and design engineer will update properties
    • Ops will be triggered to discuss with Sales Leadership to decide on the cost of the service
    • They will create a quote in NetSuite, this will be sent to the customer to provide a PO
    • When the PO is received the quote title will be modified with the PO#, Ops will create a Sales Order, and add payment - which will not be billed or invoiced until the service is complete
  • Once all set, operations will come back to the deal and enter:
    • Payment Received = Yes
    • Decided Custom Price = Yes
    • Attach the NS Quote PDF to the Deal in HubSpot
  • This will trigger notification to the Design Engineer to begin the files
  • From here the deal stage updates to Design Payment Received
  • When the Design Engineer completes the Design:
    • The files will be added to google drive
    • The file link will then be added to the deal under the service projects tab
    • Design engineer will select design completed
  • This will then trigger an automatic email to be sent to the Sales Rep/Deal Owner containing the file link(s)
  • The customer will then receive a different version of the email (customer facing) with their design file link(s)
    • Contacts also need to be a marketing contact to receive this so if the Dist Client is on the record it will just fail to send 
  • Operations will received a task to approve and bill the design SO
  • Deal will move back to quote provided stage

Template

  • There is a template to send out the Design Files for those clients when it fails to send
  • When you go on a contact/company/deal record
  • Select Email in the left hand column and the email box will open
  • Then Select Templates at the top of the email box

Screenshot 2024-09-16 at 10.59.14 AM

  • This will then bring you to the template view
  • Make sure the "Owner" is set to "Any" 
  • Select the Business Development Folder

Screenshot 2024-09-16 at 11.00.36 AM

  • Once in the Folder, go to the second page of the templates
  • Select the "Send Design Files Link to Customer" template
  • You will see where to insert the design file link in the email copy

Screenshot 2024-09-16 at 11.02.14 AM

  • As you can see below, the first name automatically pulls in, if there is no first name please verify
  • Email Signature will be included when sending the email

Service Projects Tab

  • To find the design file link that the design engineer created, please go to the deal created to request design support
  • In the Middle Column - select the "Service Projects" Tab
  • Here you will see a few sections, the bottom being "Completed Design Files" 
  • The Design Engineer will add the file link in Design #1, then 2 & 3 if needed
  • Go here to copy the file link 
  • Paste into the Template where prompted 

Screenshot 2024-09-16 at 11.11.45 AM