May 25, 2022
"The biggest advantage of Qondor is that Qondor makes an automatic contract when the customer accepts the offer online. Changes made until arrival are automatically displayed in Qondor and all parties have access to everything we have agreed on at any time. It alone is worth the entire investment in Qondor! "
MAGNUS KARLSEN
SALGSSJEF, SUNDVOLDEN
In the MICE industry there are often a lot of changes during the sales process, for instance to the number of persons attending a meeting or event, in groups travelling, suppliers, dates, and other requirements. The project manager or seller needs to therefore continually update both the offer and contract.
When businesses are reliant on traditional processes, such as using Word or PowerPoint for proposals, this procedure becomes a hassle. This is due to a lot of back-and-forth communication and the sellers will end up creating several versions of the confirmation leading to confusion of which is the correct one. This is why autogenerated contracts should be a function in every sales team’s platform. We outline four main challenges below of a manual contract process, how Qondor solves them, and the benefits.
Challenge: Once an offer has been accepted by the customer, the salesperson needs to create and distribute the contract. The customer then needs to sign the document and send it back. This results in a long time in getting the contract signed and back to the seller.
Solution: In Qondor, the customer is able to accept the interactive proposal, its conditions and electronically sign on the same page, with one click. Once accepted, the proposal converts into a legally binding contract, displaying the items the customer has selected and a copy of the confirmation is sent instantly to the customer.
Benefit: This eliminates a lot of the work involved in the manual process, allowing sales teams to be more efficient and makes the purchasing process for customers a lot easier. Customers won’t have to think about printing off documents to sign, scan and send back. The salesperson has one less thing to do as they don’t need to create and send a separate contract. As the contract only contains the agreed items, it is a lot easier to read and understand.
Challenge: Once the initial proposal has been accepted, the seller has an increased opportunity to provide extra value to the customer and sell more via upgrades and add-ons. But it becomes a hassle to keep track of which products the customer has chosen, especially if the products have been added after confirmation. Updating proposal documents is time consuming when the seller is upselling, or the customer wants to upgrade.
Solution: In Qondor, the seller can update the proposal with products or services at any time and send out an updated proposal or an updated confirmation if the customer has accepted over the phone. This allows the customer to view the updated options along with what they have already accepted.
Benefit: It is much easier for both the seller and the customer to keep track of which products the customer has chosen, as all the information is in one place and an automatic confirmation is sent to the customer with their choices.
Challenge: In most cases, the salesperson will write a separate email to confirm any updated numbers, pricing or services and update this in the contract. This is time consuming and overwhelming for the seller who must keep the entire order up to date. This usually leads to a lot of emails being exchanged but no actual contract exchange.
Solution: In Qondor, the seller will be able to make the amendments simultaneously following feedback from the customer via the interactive proposal itself, an email from the customer or during a call. These changes are reflected in the contract immediately, and a copy can be sent right away to the customer.
Benefit: There is no need to send separate emails with updated contracts. Once the changes have been made, both the seller and the customer have access to the same version, so there is no waiting around or separate communications needed to communicate the confirmation of changes.
Challenge: It is time consuming to get a complete overview, which is vital if the customer requests an overview of what they have ordered or there is a dispute. The seller may lose track of changes in requirements, having to then dig through their emails and documents to find the relevant communications with agreed details. Despite the seller having all the information, other stakeholders do not. With there being many changes and several versions, it can be hard to know which version of the confirmation is the latest. This results in information being lost when handed over to operations.
Solution: The key is to have everything in the same place. Qondor allows sellers to keep track of everything and at the same time provide a single source of truth for the seller, project manager, reception, employees, customer and anyone else that needs to be kept in the loop.
Benefit: Each stakeholder has a single source of truth for products and services preventing any confusion between the parties on what has been agreed. Keeping communication in one place results in a convenient and quality assuring process. The customer is always kept in the loop as both parties have access to the same contract that is being updated.
Automated contract creation from the proposal saves a lot of time, cuts out long email chains and ensures delivery as promised. By having everything in one place, the sales team can easily keep track of changes and all stakeholders are kept in the loop, making for a simpler contract exchange.