Business Development System Design Process for Distribution Clients
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
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
Once completed, customer will receive confirmation via Dialpad
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
This will then bring you to the template view
Make sure the "Owner" is set to "Any"
Select the Business Development Folder
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
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
