Sales Procedure
Pre-requisites
As a Frappe partner, you must use a CRM system with configurable SLA, assignment rule and ability to create custom fields to track lead qualitication notes, trigger automated follow-up, configure sales feedback form. After adopting a CRM, you are expected to measure and improve your sales KPIs continuously.
1. Sales Team Certification & Training
- Certification Requirements
- Sales certification requirement timeline (e.g., within 6 months).
- Product training milestones and tracking in a Certification system.
2. SLA setup
- Configure SLA for lead response time in the CRM (e.g., respond within 4 business hours).
3. Lead Qualification and Discovery
- Lead Qualification Criteria
- Use BANT/MEDDIC qualification
- Define each criterion clearly:
- Budget: Confirm budget
- Authority: Identify the right decision-maker
- Need: Validate the pain points
- Timeline: Confirm urgency
- Discovery Call (DC)
- Checklist of items to confirm: current process, decision-making, pain points.
- Qualification validation: set up the expectations for the demo.
- Lead qualification and discovery call notes must be documented in the CRM before moving to the demo.
4. Follow-Up Cadence
Cadence Strategy
- Day 1: Call + Intro email
- Day 2: Call + Follow-up email
- Day 5: Call + Value-add email
- Day 10: Call + Case Study email
- Day 15: Final reminder
- Day 20: Break-up email
Activity Tracking
- Every touchpoint (call, email, message) should be logged in CRM with the next action date.
- Define a minimum of 12 touchpoints before marking a lead as lost.
Objection Handling
- List down common objections (Top of the funnel, Bottom of the funnel).
- Define response strategy.
5. Demo Stage
- Demo Process
- Structured demonstration plan based on the prospect’s use case and sample data.
- Feedback form to be shared post-demo (automated or manual).
6. Opportunity, Quotation & Negotiation
Opportunity Creation
- Only after a valid demo & qualification.
- Opportunity fields to track: expected closing, contract type, deal value.
Quotation
- Should include selected support plans, development hours, and contract terms.
- Link quotation with the Project Requirements / BRD / Scope of Work sheet.
7. Contract Management
- Standardized contract process with legal review.
- Capture renewal dates.
8. Sales Order & Payment Process
- Customer creation upon contract signing.
- Sales order should include payment terms and a linked quotation.
- Accepted payment modes (PayPal, Wire) with acknowledgment tracking.
9. Handover to Implementation
- Use a formal Handover Checklist with project details.
- Schedule a kickoff call.
- Document the business context and requirements in the handover summary.
10. Post-Sales & Demo Feedback
- Feedback Collection
- Post-demo feedback (form via email).
- Post-sale feedback (won or lost deals).
- Trigger email based on opportunity status change (automation recommended).
- Review and report on feedback monthly/quarterly.
11. Lead Nurturing System
- Define a strategy for lost/unresponsive leads:
- Add them to monthly newsletters
- Share product update emails
- Add them to webinar invites
- Send them Success stories
- Assign nurturing campaigns or cadence.
12. Performance, Conversion, Reports, and Dashboard Metrics
SLA
- % of leads responded within SLA
- SLA failure analysis and improvement plan
Conversion Tracking
- Opportunity-to-Quote conversion %
- Quote-to-Deal conversion %
Feedback Analysis
- Analyse demo & post-sales feedback.
- Improvement plan based on feedback.
Lost Deal Analysis
- Mandatory reason selection: Price, timing, competitor, lack of fit, etc.
- Track trends and share reports during sales review meetings.