Halo Implementation – Sales and Opportunities Part 2

hey everyone and welcome to uh another installment in the Halo implementation Series in this video we're going to continue talking about the quoting process I'm going to go through the quote PDFs accepting the quote amending the quote you know sending the quote to our customers um or all of that kind of good stuff and again with me today I have my favorite person a Halo at Mr Morgan asphalale who as you know by now in my opinion is the most legendary Legend of all legends um and I really appreciate your time Morgan and um I love doing these videos with you so thank you so much for being here and um how are you doing yeah thank you Chris you flashed me too much I I've actually been stuck in this room since our last video I can't get out anymore the head's too big absolutely I've heard that yeah they were like what have you done with Morgan he's you know he can't get out the shroom and he's his head's too big so yeah yeah so apologies apologies Halo that I haven't been able to let Morgan out the room but um but it is all true mate so yeah yeah do you you flust me too much um but yeah thanks thanks for joining everyone um this is a direct follow-on from the previous session so we just saw all of the options around uh raising our quotes raising our proposals and we saw some uh previous information as well about creating our opportunities and we we saw how the opportunities area and the opportunity configuration is very similar to our ticket configuration we're going to follow on from there and we're going to have a look at the options at our disposal what's the proposal has been raised and the first point that I want to discuss is what the customer will see the proposal slash quote PDF so um we can view that by clicking our generate PDF button at the top here I'm gonna download that for us now everything that we see here is all configured within Halo Believe It or Not via configuration quotations foreign PDF templates down here now you can have as many of these different templates as you desire we have a couple baked into the trials I think there might be one or two extra ones in more recent trial editions um that cover you know quick quotes maybe you need to just sell someone a new hard drive just a one-pager uh everything from that to our more formal proposal documents with you know an executive summary a statement of work and all of that stuff now um what I wanted to highlight here was the ability on our proposals to actually split the information out into different tables based on the some specific criteria maybe we want to show uh different tables for our one-off lines and our recurring lines and I'm not going to go into too much detail into uh the actual HTML of configuring these I mean that's a whole video series in and of itself um but yeah in our Pages tab this is where we actually edit all that HTML this is something that um you know if you're in implementation your consultant can assist with or you can reach out to our support Channel and sort of depending on the scale of changes that needs to be made we either cover free of charge or would be chargeable work but you know the points to bear in mind is if you're not HTML savvy don't uh don't worry too much we have you covered um and I've also done other videos in the past talking about uh HTML editor where you don't actually need to know HTML at all it's more of a drag and drop to build these proposals out Chris we might do a video on that uh once we've gone through our implementation series and come back to that and have a look at how we can create these types of proposals with our Rich Text Editor as opposed to direct HTML yeah and while I often do I mean so if if anyone's interested in in you know doesn't have any HTML skills um you know as Morgan said I can help they can help um you know what I tend to do with these kinds of things is I I put them into you know a third-party HTML designer um something like Dreamweaver or one of those that I find is a lot easier to work with um and I often put it into there because that gives you a lot more drag and drop um capabilities and then just simply copy the the HTML code over the top which I find Works um works much better and much more effectively so um so yeah reach out to us leave a comment below um if you need my help or if you want anything more advanced then um you know I'll put you in touch with Morgan and you guys can can reach out to them and um and get some help from there um yeah so so I was just saying that how we can split these tables out and there's links in the academy to the specifics of splitting these tables out for now we'll just show the the end result by changing our PDF template on the right hand side here from our default template to our one-off and repairing details at which point if I generate this we'll see those tables on our previous quote have been split up to one-time costs and annual recurring costs um but we could further split that out to a separate table that has optional lines as well um again just know that it's possible is a little bit tricky to set up and as Chris mentions reach out to Chris or myself if you do need assistance on amending on this yeah so this is what the the customer will see when they're reviewing that quote and you know signing off on it or not and let's see how that is achieved so from my quote instead of just generating the PDF what I'm going to do is I'm going to click Send up Bill okay at which point uh I can input the email address now there's no email address entered because when I originally raised the opportunity I didn't put my email address in if I had then that would also populate it in but we'll just add it in for now and then we'll click Send and now if we go back to our opportunity we can see the action of sending the quote from the quote screen is actually updated our op in here where we're using a stock default PDF template sorry email template configured in the trial that includes a link that's configurable in in Halo as well right so um but just like everything else the email templates are configurable as well so yes yeah I think I think we did a video on that if we did a few months ago now but yeah yeah it's the quotation message in our template so you can change this to your heart's desire uh I suppose the the important point to note is that quotation message has our Link in here and so if you are amending this email template just make sure that dollar quote approval is somewhere on that email template because dollar quote approval becomes the link that the customer would click from that email to view the quote in the self-service report without that we can or the quote does get attached the PDF does get attached to the email but you're then waiting on the customer to email back you know it might that might hit their spam or their junk and my advice would be to just put that link in there so they click on that link and then also esign the quote which we'll see in just a moment and so yeah I clicked that link and this is effectively what the customer would see they see that PDF that we just saw a moment ago loaded into the cell service portal and an option to accept the quote or reject it after we accept the quote we have the option to what we must provide our name and email address or specifically the name and email address of the individual approving the quote below here we have our optional lines so remember in the previous session we we marked our laptop as being optional well what that does in practice is that adds that line into our optional Alliance table where the customer can accept or reject any of those optional lines of course if there are no optional lines this table isn't returned but that is what marking a quote line as optional does when the customer is viewing that quote on the self-service portal yeah and and then of course if we're approving our quote we have the option here to provide a squiggle um and e-sign that quote at the point of approving now um what I'm going to do instead is reject it and the reason I'm going to reject it is because I now want to talk about a couple of configuration options that have subsequently been added into new trials uh that are not on this previous trial version I just want to spend a little bit of time discussing those and making sure that everyone is aware of how to achieve that updated trial config because there is one particular point that uh during my implementation days I would do for practically every customer when I was onboarding them um and that is adding a statement of work on to our opportunities and having that flow onto the subsequent project that's created so for now I'm going to reject it and we'll come back to that one in a moment submit that and we'll see if we go back to our opportunity now that rejection has come through now one point that I want to highlight very quickly is the status of the opportunity does not currently reflect the fact that that quote was rejected in this list I have very little idea of the fact that the quote on this one has been rejected but this one it hasn't so there's an option in configuration quotations where we can establish the ticket slash opportunity status after the quote's been accepted after the quote's been rejected and you know if the quote expires after it's expired so and I might want to come in here and say that that will change the opportunity to approved that will change the opportunity to reject it and then I might want to say in this case the quote is going to be the quote status is going to be expired or expires now an important point to know when we're making changes to these is again the trial configuration restricts the available statuses on our opportunity types by which I mean in the allowed values tab for our opportunity not every status is allowed so if you're creating new statuses or you're adding statuses through those options you want to make sure that the statuses that you add in in this case approved and rejected are allowed statuses on the opportunity so I've seen issues in the past where the status has been updated in config quotes as we just saw but the associated status was not added as an allowed status for the opportunity meaning the quote was accepted by the customer but the status wasn't being updated in Halo and so people were losing track of those points that have been approved now again updated trial configurations have those added in but if you are creating new statuses that aren't in the trial make sure they're added into the allowed status list or make sure that all statuses are allowed so that's a that's a smaller point and then um yeah this statement of work so people often ask about the ability of adding something onto the quote so adding something onto the opportunity which is returned on the quote and also returned on the project so the project team know exactly what was sold at the point of the quote being approved so yeah there's no misalignment of scope there and you'll find this in new trial configurations but those of you that do not have the the latest version of the trial I want to highlight how that has been achieved in these new trial conflicts so what we do is we create a custom field and we add the custom field to the opportunity the quote and the project and and we make sure that that custom field is copied to trial tickets so let's go ahead and go to configuration custom objects customer fields and create a new custom field call it statement work you see I've done this before foreign text field so we can include images if we want and then come down here and let's add it to a new tab why not so I'm going to create a new tab for this and we'll call this sow and select that in my list and we'll want to make sure that we copy values to trial tickets the reason for this is because we'll see shortly that when a project is created whether that be from the opportunity workflow or from a sales order that project is created as a child of the opportunity so by adding or by enabling this and adding this field to our opportunities that means the information will also be added to the project when it's created so copyright is your child tickets save that add that field to our project and to our opportunity and then also in our quotation PDF we can actually add dollar variables in and what we'll find in a moment is the contents of the custom field added to the opportunity when a quote is Created from that opportunity the contents of that custom field flows onto the quote proposal PDF as well effectively allowing you to scope a project yes scope Project Return that on the proposal at the point of accepting it and then have that go on to the project as well which I think is quite neat that's awesome that's so good I mean yeah being able to just kind of Follow that through so you're not having to manually copy it or you know um you know send a different link or something like that so yeah I think it's pretty cool so let's let's go back uh to our Rock we've now got that sow tab in here we've got our statement of work plan it do it review it of course you want your scope to be more foreign than that but time saving we'll leave that as it is although I don't know I've seen some people who have had their statement of work pretty much be that yeah yeah we're going to do the work um yeah what are you worrying about Miss customer we're going to do it just just yeah on how we do it it's just it's going to be done right so it's gonna be yeah yeah just just give us the money just go come on um that's the money I will do it yeah cool so we've added that onto the art we go back to our quote now see if that's updated the proposal PDF preview it yeah cool what we'll do is we'll send it again and notice how we've got big thumbs down here to noticing that the quote has been rejected by the customer yeah so what we can do at this point this is a noteworthy Point here what we can do here is we can actually review our quotes so instead of just editing this quote and sending it back out we can actually apply proposal or quote versioning from Halo so we can see that 2242-1 has been rejected and that might be rejected because why are you giving me two laptops I don't want two laptops um so what we can do is we can review that quote creating Dash two and then we can edit this one and maybe we don't want that in there if you want to make it optional and then we can send this one off allowing us to see those quotes that have failed why they failed what's been changed to to get them over the line you know allowing you to to not have that back and forth next time things come around so send that again go back to our op we can now see that we've got both dash one and dash two here see the dash 2 has just been sent to the customer again we're going to click that link where again we redirected to the cell service portal down here I can see that statement of work that custom field that I included on my quote PDF has now been returned into the uh sorry yeah the customer including the HTML has been returned on that PDF so you can have a comprehensive statement of work here with you know uh bold italics images for this I've just thrown some text in but you can imagine this being a lot sexier um but the fundamental the fundamental principle is the same in that you can add information to custom Builds on Ops and return that information on proposal PDFs and like I say that can be applicable to not only a statement of work but a customer testimonial an executive summary all sorts pretty much anything yeah so just allowing in add custom stuff that you might want the the customer to be able to see or um you know yeah justify why you should use as well a bunch of our people have said um that kind of stuff so cool this time I'm going to accept it and I am going to accept the proposal but I'm not going to accept my optional laptop line don't want the laptop better thanks I can include a PO number should I wish uh why not and then he signed that as well then all of that information will be added back to the opportunity and the quote respectively so if we go back to the opt down we'll notice how the status of this opportunity has been marked as approved based on that configuration change that we made a moment ago yeah and then similarly if we go into the quote we're going to see that the quote has been marked approved by the big thumbs up up here but also that optional line has not been approved so it'll Farms down against the the optional lines um or in this case of option alignment and then of course if we are approving and and we're entering a PO number that's going to be returned and then we're going to have our approval details below so you'll always have your proven name and date and notes and then of course if we're accepting we're going to have our signature here as well so again that's all tracked in the system if there's any disputes at any point in the future you've got the document that was sent to the customer and the signature from that customer saying yeah all good so um you know all within the same tool right it goes back to that single pane of glass but yeah we won't go into that in this yeah and this is this is really nice because you're not having to then do all of this through a third-party tool you're not having to um you know or use a different e-signing you know e-signing Gateway of of some kind like DocuSign or one of those tools do everything through here and everything stays within that um within the Halo screen so yeah and I mean you know again I think the this is something that a lot of people buy third party tools to do this because the PSAs don't have these built in so it's it's always good to see that this is built in and you know and and the quotes that it generates or at least the PDFs that you can make or generate you know are pretty good and and you can customize them and do whatever you want so you can make it a really nice quoting tool yeah that it is really powerful um there is a learning curve there but if you can get over that uh with the assistance of Halo or with Chris or any third-party consultant then um there's a lot of power right at your fingertips without having let alone you know the the fact of having to go to a third party but without having to pay a subscription for a third party when that functionality is in hey mode so yeah um it's all it's checks and balances you know it if there are dedicated tools that dedicated CRM tools that do this in a more straightforward way that you can grasp quicker but that comes with a cost nothing's free in this world I guess so yeah anyway quote's been accepted now the next thing that we're going to want to do is create our sales order now we can do that from the quotes with a single click up here there we go or more recently we've actually added the ability to automatically create our sales order as soon as the quote has been approved um configuration sorry Chris sorry has that been added because I know the last time we spoke you said that was in Sterling beta let's have a look automatically create sales order when quote is approved okay so yeah that's on that's on this version don't I don't think it's on the latest stable but it should certainly be on the latest ether yeah okay and so again it's up to you how you want to work um if you want that final check from sales to actually go ahead and create the sales order for Ops to pick up and handle then leave this off however if as soon as that quote's approved you're just click and create sales order and that's it and you know you don't want to have to wait for the sales team to pick up that up go to the quote and click that button we can always enable this option to automatically create our sales orders whenever that quote is approved um cool and now once we click that we'll then have our sales order linked on the right hand side a couple of points to note here is firstly that optional laptop line that we added in is not uh on our sales order as we would expect only the not only the mandatory and the optional items that have been approved go on to our sales order and then secondly we have a series of actions here within our sales order again to keep the video as short as possible I'm only going to click the create project action but we will come back and have a look at all of the different types of actions that are available on our sales orders but for now I'll click create projects that's going to give me a link directly to that project and we're going to see when that project's created it's automatically linked to our sales order to the project in question it's uh added the original opportunity as our parent and as a result our statement of work has been added directly onto the projects as soon as it was created um yeah I think that's a good place to to wrap things up absolutely sorry there's one more thing that I want to mention um and that was in the previous session we saw that opportunities can be created against new contacts and we saw that uh when that is the case we have the ability to create our customer from the opportunity in question I just want to very quickly do that just to demonstrate uh how straightforward a process that is so from the op once the quote has been approved we can create our customer and the details that we filled in at the point of raising our opportunity namely the customer name the site name and address if we actually filled that in the contact name and email address if we filled that in um and those details will all be added in and now we've created our customer so again that was two blinks and that I think that's a good place around and what I was going to say actually on that is I think that would be another good tick box for you to to have that would say automatically create the customer when the when the opportunity is one or the quote is one rather than you having to go back in and click that um is is to say you know basically convert this to a customer as soon as we've we've created the sales order as soon as we've we've you know the opportunity has been won or something like that I totally agree I was thinking that as I was saying it I was like is this something that we've automated because if it's not I agree we should yeah I don't think so I haven't seen it anywhere in the in the system and I don't think there's a way to to automate it but that would be a great tick box to have so that's um yeah great you know and and so if you can take that back and if anyone else wants to see any other things that you think could be automated um you know stick them in the comments below I'll make sure that Morgan gets a copy of them and um and then we can take it from there so as always Morgan really appreciate your time um I love doing these these videos with you um you're an absolute Fountain of Knowledge um of this product so again that's another thing I'm going to make your head ready big on it's just exploding now so I'll stop um but yeah thank you so much and I really appreciate it you know as as always appreciate you appreciate everything that um that you've done and and really appreciate that you know Halo is allowing us to do these and and you know giving of your time so um so thank you very much and we look forward to seeing you guys on the next video for sure yeah always a pleasure and you know anything we can do to help the community get to groups of Halo uh we'll be happy to do um this is what my time is all about helping helping you guys so yeah yeah always a pleasure Chris thanks for having me and thanks for tuning in guys excellent thanks everyone bye