New 3D System Design Process - Complexity - Based (Tiers 1 & 2)

Key Topics:

• 📌 Key Notes 📌
• 🔷 Sales Rep: Determine Design Tier
  • 🔷 View SOP on Guidelines
• 🔷 Sales Rep: Deal Creation
• 🔷 Sales Rep: Quote Generation for Design Payment
  • NSE Video Tutorial
• ✅ Workflow Triggered based on Quote with Design SKU
• ⭐ Admin/Ops: Create SO in NetSuite
• ⭐ Admin/Ops: Payment Recieved
  • Admin/Ops Video Tutorial (Pre and Post Payment Received)
• ✅ Workflow Triggered based on Design Deposit Confirmed
• ↪️ Design Engineer: Post-Consultation Steps
• ↪️ Design Engineer: Post Design File Completion Steps
  • Design Engineer Video Tutorial
• ✅ Workflow Triggered based on Design Completed
• ⭐ Admins/Ops: SO Approval & Billing
  • Admins/Ops Processing Video Tutorial: HubSpot
• ✅ Workflow Triggered to Update Deal Stage
• 🔷 Sales Rep: Quote Creation with Bill of Materials
  
  • Video Tutorial of Steps

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📌 Key Notes 📌

🔷 Sales Reps / NSE's: Determine the Correct Design Tier based on the Guidelines 🔷

⭐ Admins/Ops: Ensure that SO's aren't processed until the design files are completed ⭐

↪️ Design Engineer: will need to verify tier accuracy to support internal tracking ↩️

🔷 Sales Reps / NSE's: When you go to quote the Bill of Materials you will REMOVE the Design Tier SKU from the cloned version of the quote 🔷

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Determine Design Tier

🔷 Responsible Party 🔷: Sales Rep / NSE

• 🔷 SOP Containing Guidelines on Tier's to choose per case
  • Tiered SKU Options:

    • ICR-Solution Design-Tier1 - Flat Rate of $369

    • ICR-Solution Design-Tier2 - Flat Rate of $649

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Deal Creation

🔷 Responsible Party 🔷: Sales Rep / NSE (Whoever initiates the Design Process)

• Create a Deal
  • Remove New Deal and use a Valid Project/Deal Name

 

• • Enter an accurate estimated close date
  • DO NOT Request Design Support at this Point

 

• • Add Line Item the Correct Tiered SKU Based on the Guidelines

  • Add Associated Contact

 

• • Create Deal

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Quote Generation for Design Payment

🔷 Responsible Party 🔷: Sales Rep / NSE (Whoever initiates the Design Process)

• Create Quote
  
  • If the Design SKU wasn't added during deal creation add it in the line item table of the quote

• • Add the Customers Discount Tier as a one - time discount at the bottom of the line item table (same process as usual)
  • In the front of the quote you will add in ALL CAPS: DESIGN PAYMENT
    • Similar to how FINAL is added on a final quote
    • This is an important step that cannot be missed
  • Add the Purchase Terms in the applicable box as well for operations
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  • Publish the Quote and Provide to the Customer for Design Payment

Once they Payment has been received they will receive their invite to schedule the consultation

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NSE Video Tutorial

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Trigger based on Quote with Design SKU

✅ Responsible Party ✅: Workflow

• System Trigger:
  • Publishing the Quote with a Design SKU triggers the following
    • Deal Stage Update to: Design Payment Pending (Order Processing Pipeline)

• • • Task Created: Queue: "Design Service Payments" for Admins/Ops and will be assigned to no one

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Create SO in NetSuite

⭐ Responsible Party ⭐: Admins / Sales Ops

• Within the Task Created in the Step Above the Admin will be advised:
  • To Create a Sales Order in NetSuite for the Design Service Payment
  • The Sales Order must remain in Pending Approval Stage until the Design Service is Fully Completed

 

• • Await Payment Information

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Payment Recieved

⭐ Responsible Party ⭐: Admins / Sales Ops

• Once Payment is received:
  • Update the HubSpot Property on the Service Projects Tab titled "Design Payment Received" = Yes
  • Update the property on the Service Projects Tab titled: "Design Support Needed? (Invite will be emailed)" = Yes
    • This will trigger the invite to send to the associated contact to the deal

 

• • Mark your Task Complete

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Admin/Ops Video Tutorial

Pre and Post Payment Received

 

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Trigger based on Design Deposit Confirmed

✅ Responsible Party ✅: Workflow

• System Trigger:
  • Design Payment Receied = Yes
  • Mark "Design Support Needed? (Invite will be emailed)" = Yes

 

• • • The Deal Stage will updated to Design Payment Received (Order Processing Pipeline)

 

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Post-Consultation Steps

↪️ Responsible Party ↩️: Design Engineer

• Estimated Complation Date: (when the design will be ready)
  • For NSE awareness so they don't have to bother the design engineer
• Invalid Tier: (For internal tracking Purposes)
  
  • This is only to be marked "Yes" if the NSE chose the wrong tier for the design
    • These details will be added to the Email the NSE's receive when the consultation is completed
• "Consultation Completed!" = Yes When the call is complete

• 🔷 NSE 🔷 will receive an internal email notification that the consultation is complete with the Estimated Completion Date

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 Post Design File Completion Steps

↪️ Responsible Party↩️: Design Engineer

• Design Engineer must mark the following properties as usual
  • Design Completed! = Yes
  • Design Files #1
  • Design Files #2 (If applicable)
  • Design Files #3 (If applicable)
• The following properties will already be populated and will help trigger the next workflow
  • Design Engineer will not need to update these properties 
    • Consultation Completed! = Yes
    • Design Deposit Received  = Yes
  
  
• You will still be adding the design attachments to the deals
• Provide the Bill of Materials as you currently do
• The email with the Design Files will continue to Send to the Deal Owner (Sales Rep)

• Then will send the Design Files to the associated Deal Contact letting them know their Sales Rep will reach out with a Quote

 

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Design Engineer Video Tutorial

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Trigger based on Design Completed

✅ Responsible Party ✅: Workflow

• System Trigger:
  
  • Based on all of the Properties in the step above having known values
• A Task will be Created in the "Design Service Payments" Queue for the Admins/Ops

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SO Approval & Billing

⭐ Responsible Party ⭐: Admins/Sales Ops  

• The Task created in the Workflow above will advise admins/ops to Approve and Bill the Design Payment SO for the Service with details on the Quote, Deal, and Company

• There will be a delay for 30 minutes, allowing SO approval time before the deal falls off their dash
• Once they Complete Approval in NetSuite they can come back to HubSpot to check the task off

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Admin/Ops Post Consultation and Design Video Tutorial

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Trigger to Update Deal Stage

✅ Responsible Party ✅: Workflow

• After the 30 Minute delay the Deal Stage will move back to Quote Provided
  • Deal will continue through the Sales Pipeline

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Quote Creation with Bill of Materials

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Video Tutorial of 2nd Quote Creation