Sales Procedure Template
1. Sales Team Certification & Training
Sales certification requirement timeline (e.g., within 6 months).
Product training milestones and tracking in a Certification system.
2. Lead Management
Lead SLA Definition
SLA for lead response time (e.g., respond within 4 business hours).
Lead Qualification Criteria
Use BANT / MEDDIC or equivalent.
Define each criterion clearly:
- Budget: Confirm budget
- Authority: Identify the right decision-maker
- Need: Validate the pain points
- Timeline: Confirm urgency
Embed the checklist into the CRM system (MUST be there before moving to the demo).
3. Follow-Up Cadence
Cadence Strategy
Clearly defined follow-up schedule:
- 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 touchpoints before marking a lead as lost. (Ideally 12)
Objection Handling
List down common objections. (Top of the funnel, Bottom of the funnel)
Define response strategy
4. Discovery and Demo Stage
Discovery Call (DC)
Checklist of items to confirm (current process, decision-making, pain points).
Qualification validation: set up the expectations for the demo.
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).
5. Opportunity, Quotation & Negotiation
Opportunity creation only after a valid demo & qualification.
Opportunity fields (expected closing, contract type, and deal value) to track the funnel.
Quotation should include selected support plans, development hours, and contract terms. Link quotation with the Project Requirements / BRD / Scope of Work sheet.
6. Contract Management
Standardized contract process with legal review.
Capture renewal dates.
7. 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.
8. 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.
9. 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
10. Lead Nurturing System
Define a strategy for lost/unresponsive leads. Monthly newsletters, Product update emails, Webinar invites, Success stories
Assign nurturing campaigns or cadence.
11. Performance, Conversion, Reports, and Dashboard Metrics
SLA
KPI: “90% of leads responded to within SLA.” Should be tracked via the dashboard.
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.