We designed Flectra to help you grow your business. Flectra CRM is not just a tool, we want it to have a major impact on your sales performance. That's our mission, and we are serious about it.
Setting up your sales funnel is just the first step. To achieve a significant boost, we will help you get the most out of Flectra CRM to transform how your salespeople work. That's the purpose of this guide.
The whole process may take a few hours. But it's worth doing it.
We are here to help you. If you get stuck, do not hesitate to reach our support team or browse the documentation.
Have fun deploying your sales strategy,
What are your sales objectives? What challenges are you dealing with? Being clear on your expectations is the first step of a successful implementation.
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Sales objectives:
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- Better visibility on team activities
- Have clear forecasts on sales
- Grow leads acquisition
- Improve average revenue per salesperson
- Upsell more to existing customers
- Better structure the sales process
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At the end of the deployment process, your expectations should be reached.
If not, our CRM experts are available to help you achieve your KPIs.
What are the main KPIs you need to track for your the sales activities?
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Your Main KPIs:
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- Sales Forecasts (month+1)
- Win / Loss Ratio
- Revenue by Salesperson
- Time to Close a Deal
- Time to Qualify a Lead
- Leads by Source
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Systematic organization is what makes the difference between good and great salespeople! Setup a pipeline that is in line with your sales cycle.
Aligning your sales organization on a systematic process will allow you to continuously improve your sales performance.
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Examples:
Sales Stages
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Great pipelines have stages aligned with the buyer's buying process, not your selling process:
| Example: Qualified stage | Example: Negotiation stage | ||
|---|---|---|---|
| The customer understood his pain points and proposed the next step in the buying process | The prospect started to discuss your offer | ||
| You understand the customer's needs and pain points, and you have a fairly good idea of his budget to spend | You called the prospect for a follow up on your offer |
Flectra will help you create polished, professional quotations and contracts in minutes. Tell us how you sell and we will tell you what configuration will best fit your quotation process.
What kind of proposals do you usually send to your customers ?
Standard quotation (products or services)
Quote template (packaged services)
Subscriptions
Use subscription for recurring billing. Examples of subscription may include: annual support contract, monthly subscription to a service, etc.
There are several ways for your company to generate leads with Flectra CRM. One of them is using your company's generic email address as a trigger to create a new lead in the system. In Flectra, each one of your sales channels is linked to its own email address from which prospects can reach them. For example, if the personal email address of your Direct team is direct@mycompany.example.com, every email sent when a new prospect contacts you will automatically create a new opportunity into the sales channel. That's the easiest way to integrate Flectra with third party apps.
The point of contact for all your prospects
This email address has been preconfigured as the default
for your sales department.
(you can change it here)
Incoming email
Lead
Opportunity
Quotation
Contact Us
to setup your own domain
name (e.g. sales@yourcompany.com)
Don't forget to change this address on:
- Your business cards
- Your document templates
- Your LinkedIn or social media pages
- Your website
Unless you are starting a new business, you probably have a list of customers and vendors you'd like to import.
< 200 contacts
If you have less than 200 contacts, we recommend you to create them manually.
- Create Customers
- Create Vendors, if accounting or purchase is installed
> 200 contacts
We can handle the whole import process for you: simply send your Flectra project manager a CSV file containing all your data.
If you want to do it yourself:
- Download the Excel template
- Import using the top left button in the list of customers
A product in Flectra is something you sell or buy. It could be a goods, consumable or services. Choose how you want to create your products:
Recommended if <50 items
Recommended if >50 items
In Flectra, there are 3 different ways to manage your prices.
Each product has only one price.
Create and combine rules:
To stimulate your customers, show them the public price and the discount applied to it. This is settable in the pricelist configuration if you allow discounts.
Click on 'Reporting' in the main menu and browse statistics:
Exercise: Try to get the number of leads per salesperson and by creation date
Leads Analysis (if leads are activated)
A sales manager will mostly use these two reports:
Exercise: Try to analyse the average time to close a deal. Group X Axis: Creation Date Group Y Axis: Expected Closing Date Filter: Won Opportunities
Every salesperson can analyze their own pipe by clicking on the 'switch view to graph' icon.
Exercise: Try to switch the kanban to graph view
Every business is different. Flectra allows to customize every application and it's usually a good advice to customize screens to fit your sales process. Customizations are done by Flectra experts.
Here are some of the customizations available:
We can add fields related to your business on any screen, for example
We can automate steps in your workflow, for example:
We can implement custom reports for you based on your Word templates, for example:
We have special options for unlimited number of customizations!
Once you’ve deployed your CRM, it’s time to grow your revenues. Start by setting up a continuous improvement approach.We recommend you to organize weekly sales meeting with the team during which you will do a pipeline review.
Organize weekly sales meetings
It's a great way to see where you can improve and keep track of the progress of your sales channel. Start the pipeline review by looking at the big picture; revenues and number of opportunities by stage, by expected closing date and by salespeople.
Analyzing the pipeline by expected closing date will help your team efficiently forecast its future revenues. The pipeline review will allow you to identify sales inefficiencies or pick up on the best practices.
Review the top 5 opportunities
Once the big picture is clear, focus on the best opportunities. Start from stages on the right (negotiation, proposal, etc) and review the biggest opportunities one by one with the team.
For every deal, review the next action, the expected closing, the pain points, the expected revenues, the buying process, etc.
Forecast future revenues
You can assess the maturity of a sales channel by its ability to forecasts future revenues
for the coming months or quarters. Train the team to forecast efficiently by having
an up-to-date pipeline of opportunities.
After a few month, set the real success rate according to the stages, to have
accurate expected revenues by closing date.
Depending on how complex your business is, it may take between 6 months and 18 months for a new sales channel to efficiently forecasts future revenues.
The three main practices to develop a sales force are methodical organization, trainings and good sales tools.
If you followed the preceding steps, you already setup the foundations to a strong process leading to continuous improvements of your sales channels.
Trainings
To build a strong sales training program, you can use the following
apps of Flectra:
- Use survey to create tests and certifications.
- Use survey to create tests and certifications.
- Use Slides to organize all your documents like: customer presentations, product sheets, comparisons with competitors, pain points sheets, training materials, etc.
- Use Slides to organize all your documents like: customer presentations, product sheets, comparisons with competitors, pain points sheets, training materials, etc.
- Use Gamification to create internal challenge for your salesmen
Sales tools
Efficiently following up the pipeline will lead to great improvements. But to achieve excellence in your sales organization, you need to provide your team with sales tools. For every stage of the opportunities pipeline, identify the blocking points and create documents to train the team.
Here are a few examples of documents you should provide to your sales channel based on the sales stage:
New:
- Phone scripts
- Qualification form (you can use the survey app for this)
- Templates of emails
Qualified:
- List of possible pain points by segment/profile
- VIP letter to potential sponsors
Propositions:
- Templates of quotations (use Flectra Online Proposals for this)
- Competition Matrix comparing prices
Negotiation:
- Motivation letter from the management
You don't need to review lost opportunities at every sales meeting, but it's good practice to do it at least once a month. Ask your team to set tags on opportunities to identify why they were lost and use this information to generate statistics. Here are some examples of tags to create: no budget, competition, no pain found, etc.
Flectra is the world's only software to have a full integration of Marketing Apps for your sales channel: insight sales, point of sale, ecommerce.
To boost your leads acquisition, you should have a look at our marketing apps:
Website Live Chat
Engage directly with your website visitors to convert them into leads.
Install Website Live ChatCongratulations, you're done!
We hope this process helped you bring your sales vision to life.
Don't hesitate to send us an email to describe
your experience or to suggest improvements!
Happy Selling!
- The Flectra Team
