CSX Playbook: How to use Quotes to create a sales proposal and track a sales opportunity within your organization.
Contents:
Introduction:
Sometimes sales users and distributors in the field have a prospective sale hanging in the balance and need to provide a Quote for approval. ConnectSx can help with this and can even be used as a helpful way of tracking the sale through the sales pipeline within the sales team.
On occasions in which the healthcare facility must approve a sale prior to the case or prior to the work being done, ConnectSx offers the option of creating a Quote for an Event. Perhaps in your country or with your facilities, cases must be approved by the insurance company prior to them occurring, or perhaps you’re selling capital equipment which requires pricing approval prior to the sale. Whatever the case, Quotes can help.
With this process you’ll be able to create an Event for the opportunity, then generate a quote with pricing and provide it to the provider. You can also make members of your team watchers on the Event comments, and utilize the comments to update the team on the status of the opportunity. Then, if approved, the quote can be used to generate a transfer and even transposed to the devices used section to complete the sale in the case.
Set it Up:
To prepare for this there are a couple of setup steps you’ll need to enlist the help of an Admin to complete:
Create the Facility in the Directory.
Follow the steps in this video to create the Facility in the directory. If the Facility opportunity is not yet “won”, consider naming the Facility something to denote its status, such as “…(Sales Opportunity)”. This can be corrected later once the sales is approved.
Be sure to include any important contqact information such as the Billing Contact.
Enter the Quote Pricing for this Facility
You’ll also need your Org Admin to load the proposed Quote pricing for this facility into the Facility Contract Pricing or as a Reusable Pricing List. So, send the catalog #’s and prices over to the Admin so they can enter it into this directory record and populate the pricing for your case.
Make it Happen:
Now you’re ready to generate your quote. The following steps will describe how you may use the Quote functionality to manage the opportunity through the sales pipeline.
Create the Event: When you’ve identified the sales opportunity and you’ve done the previous setup step, the next step is to Create an Event for your opportunity. Be sure to choose the Event Type of “Case”.
Set Watchers: Next, scroll down to the Comments section. Here you can leave comments about the status of the opportunity or needs that arise. Use @mentions to make requests of your team mates, use the watcher function to make sure everyone who needs to be “in the know” is kept up to date on your progress.
Create Updates: Leave a comment letting the team know that you’ve created this new opportunity, any additional context, and perhaps a timeline, for example “New Sale Opportunity at RUSH, Targeted Close Date 2/5/2024. Waiting on pricing approval from @OrgAdmin”
Create your Quote: Next, Generate your quote and share it with the Facility.
Update the Team: Leave a comment to let your watchers know that the Quote was shared and when
Collaborate: Did the Facility request a pricing change? Leave a comment to request the contract pricing be updated. “@FinanceAdmin Facility is requesting Price: $245 on Item #: 44-2102, Please update contract pricing”. Then the Finance Admin can leave a comment when the pricing is updated. “@User Pricing has been updated. Please share new revised Quote with Facility ASAP”.
Convert the Quote: When the Quote has been approved, you may use the quote function to convert it to Used Inventory in the case to complete the sale.
Trigger Internal Workflows: Additionally, you may trigger other operational processes using the Comments as a means of communicating. For instance, “@WarehouseAdmin Quote approved. Please create a transfer to @User with included Quoted inventory by 2/5/2024.”