How to Send a Solution Agreement
This article covers how to send a Solutions agreement to a client that wishes to either purchase Retail Express for the first time or they are an existing client.
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Requirements:
- Zoho CRM access
- The clients need to be in Zoho with an Account and Opportunity
- The contact details for the person you are sending the document to (ideally they are set up as a contact associated with the Opportunity/Account)
Create an Opportunity:
- Hover your mouse over Opportunity within the left-hand navigation panel:
- Click the plus that appears next to the Opportunity
- Complete Opportunity Information.
- Client Type - controls the type of solutions agreement that will be raised
- Click SAVE Quote
Create a Quote:
- Open the Opportunity that you wish to associate this agreement to
- Hover your mouse over Quotes within the left-hand navigation panel:
- Click the plus that appears next to the Quotes
- Complete Quote Information. Ensure to select a Contact Name (add an associated contact by clicking the contact book icon to the left of Contact Name) If you do not have the contact in the system yet click the contact book, then click + New Contact. Enter the Contact details and click Save and Associate.
NOTE: THE CONTACT IS THE PERSON WHO WILL BE THE PRIMARY SIGNATORY FOR THE DOCUMENT (HOWEVER THE CLIENT CAN CHANGE THIS IF THEY CHOOSE FROM THEIR END)
- Which Country is this client based - controls the tax of the invoices and is set to Australia by default. Ensure to changes for clients from other countries.
- Go to Checklist Items for the Contract / Proposal section, things to note here :
- "Implementation will Commence" controls:
- when the client will be deployed
- when their monthly hosting fees will commence
- when their implementation will commence
- Special Business Processes/Workarounds Discussed - if you select yes, your description in the section below this option will be sent Imp Manager Approval to review and approve prior to being able to send the quote
- Other Special ConditionsDetails - where the Sales Manager/CEO can enter conditions that will be appended to the document that the customer gets.
- Subject - this is a mandatory field, however, whatever is entered here WILL be overwritten at the generation of the sales proposal so don't enter anything important
- Extra Signatory - when multiple signatories are required (up to a max of 4 signatories), select 3 or 4 from the drop-down. Selection of 3 or 4 will request contact details for the extra signatories. The Signing order for these are fixed:
First Person to Sign = Pre Signed with the Sales Manager
Second Person to Sign = Signatory 2
Third Person to Sign = Signatory 3
Fourth Person to Sign = Contact attached to the Quote
- Address all mandatory fields as shown by red highlighting
- Go to Product Details. Click Add Line Items to add the products you are selling to the customer. Things to note:
- you can find a product by keyword searching for a product name:
- All licences for stores (i.e. Outlets) begin with "Store Licence"
- All API licences begin with "API Licence"
- You must enter a quantity
- If you are offering the client a discount DO NOT EDIT THE PRICE OF A PRODUCT. ENSURE TO ADD THE "SPECIAL ONE-OFF DISCOUNT" PRODUCT. Once the discount product has been added, click directly into the List Price field and enter as a negative value.
- Tax will be calculated based on the Country as selected in the Quote Information (above)
- Add SPECIAL ONE-OFF DISCOUNT PRODUCT (if required) > enter the discount value as a negative into the List Price filed
- Click SAVE Quote
Create the Document and Preview
- Return to Quotes within the left-hand navigation panel > open the draft Quote > click Create PandaDoc from the drop-down in the top right)
- Add additional Email Contacts that you wish to also receive the Solution Agreement. Note: if left empty these fields will be ignored.
NOTE: By default, the following people will get a copy:
- Sales Manager
- The Sales Person who created the Quote
- Click Create New Proposal Note: this DOES NOT SEND the quote
NOTE: IF YOU HAVE ENTERED AN INVALID EMAIL IT WILL ALERT YOU TO FIX IT BEFORE CREATING
- You will now be presented with a Preview of the document for you to review before committing to keep the document.
- Click "Proceed with Proposal Creation" if you want to proceed with this document, else click Cancel to make changes as required then repeat steps 1-6.
- Now the pop-up window will close and you can see the stage is now "Document Created"
- Enter a personal message into the "Email Message Text" box in the quote before clicking "Email PandaDoc" which will then email the document with the message you entered, and it will come from your work email address (on the right).
- You should now see a list of email addresses that the email has been sent to and upon closing that popup you'll see the stage is now "Document Sent"
How to Cancel a Quote
Pandadoc will automatically expire (cancel) any quote that is not actioned within 30 days. However, if you are wanting to cancel a quote before this time you can do this via the "Cancel PandaDoc" button in the quote. See the GIF below for how this behaves:
NOTE: You can only cancel a PandaDoc that is in the status of Draft, Sent or Viewed i.e. you cannot cancel an Awaiting Payment, Completed, or Paid Panda Document.
You cannot make changes to an existing current panda document. If edits are required cancel the document using the above method and then update the details.
How to Resend a Quote
- Return to Quotes within the left-hand navigation panel > open the Quote
- Enter a personal message into the "Email Message Text" box in the quote before clicking "Email PandaDoc"
- NOTE: at the point that you sent the quote for the first time, all of the contacts, (including additional email addresses entered into this screen) were populated into the sales proposal. If you enter any information into these fields during a resend you will OVERWRITE ANY PRIOR INFORMATION.
Tips
- You can view the document and view the analytics (add comments to the customer in reply or just a follow up) by click this URL that appears at the bottom of the Quote called "PandaURLLatest"