Finance & Operations Pipeline
Overview
The Finance & Operations Pipeline exists to facilitate the process from a Sold (Proposal Accepted) deal through Delivery. The instructions below walk through each Pipeline Stage, and include the following information (when it applies):
- How it gets there: Who is responsible for moving the deal to this stage?
- What happens: What needs to happen? Who makes it happen? Is there any automation? How do we move the deal forward?
- Info Needed: What information is needed/which fields need to be filled out at this point in the process?
- When it moves: Is an automation or notification triggered when the deal moves forward?
Sold (Proposal Accepted)
How it gets there
The Sales Person moves the deal to Sold (Proposal Accepted) when the Proposal has been Accepted.
What happens
An Automation will split the deal by product and quantity so that each piece of equipment has it's own Deal. This will be very important in the When it moves section below.
Info needed
- Products attached to the Deal
- Person connected to the Deal with a valid Phone Number and Email Address
The automation to split Products will only run if...
- The Deal has multiple Products attached
- There is a Person connected to the Deal
- The Person has a valid Phone Number
- The Person has a valid Email Address
When it moves
The deal splitter automation will create deals in the Sold (Proposal Accepted) stage for each item sold. When we are in possession of the specific item then the deal is moved to the Equipment Here stage by [INSERT_MOVER]. An Automation will move the deal to the Finance & Operations pipeline.
The deals splitter splits deals by Product and Quantity so we can track receipt, financing, payment, delivery, etc. for every item sold.
Equipment Here
How it gets there
[INSERT_MOVER} moves the deal to this stage after we have received the equipment.
What happens
An Automation will move the deal from the Sales pipeline to the Finance & Operations pipeline. The Finance Manager will receive a message with an "at mention" to notify them.
Info needed
- Stock Number in the Deal Field
When it moves
The deal will move automatically once a Stock Number is added. This stage should remain empty most of the time.
Initiate Financing
How it gets there
An automation transfers the deal here from the Sales pipeline after the equipment is received and a stock number is added.
What Happens
The Finance Manager reaches out to the client to initiation the discussion around financing.
Info needed
Contact info for the client:
- Person Phone Number
- Person Email Address
When it moves
After the Finance Manager has reached out to the client they move the deal to the next stage.
The financing discussion does not have to be complete to move the deal. We only need to make initial contact.
Create PDI Work Order
How it gets there
The Finance Manager moves it after starting the financing discussion with the client.
What Happens
The Service Manager creates the PDI Work Order for the specific equipment item, and can begin work on the equipment as soon as a resource is available.
Info needed
- Product Info: make, model, attachments. etc.
- Stock Number: to ensure we work on the correct piece of equipment.
When it moves
After the PDI has been created the Service Manager moves the deal forward. The work does not have to be complete for it the deal to move forward.
Finalize Payment or Financing
How it gets there
The Service Manager moves the deal here after the PDI is created.
What Happens
The Finance Manager finalizes payment with the client. This could be receipt of the cash payment or completing any financing arrangements.
Info needed
This information is managed within the Financing process.
When it moves
After payment has been finalized the Finance Manager moves the deal forward.
It is imperative to finalize payment Before Delivery. Once the equipment is delivered we do not have any leverage for completion of payment.
Schedule Delivery
How it gets there
The Finance Manager moves the deal after payment/financing has been finalized.
What Happens
The Service Department (manager or advisor) schedule delivery with the client. The Activity should be added with the activity type Delivery. The Info Needed data should be included in the Activity Note if it is different from what's on the deal.
Only one Delivery Activity needs created. A note should be added to other pieces of equipment in the same order being delivered at the same time.
A future automation will send a calendar event to the Sales Rep in case they need to attend delivery. This will only work if the Delivery activity type is used.
Info needed
- Delivery Address
- Delivery Contact (if different from Deal contact)
- All Items for delivery, including attachments and documentation
When it moves
After the Delivery has been Scheduled the Service Department moves the deal forward. The equipment does not have to be delivered.
Ready for Delivery
How it gets there
The Service Department moves the deal here after the delivery has been scheduled.
What Happens
This is a holding stage to show that delivery has been scheduled but the equipment is still in our possession.
Info needed
None beyond what has already been collected.
When it moves
The Service Department moves the deal forward after confirming it has been Delivered.
Delivered
How it gets there
The Service Department moves the deal here after Delivery is Confirmed.
What Happens
The Business Manager attaches the final paperwork and marks the deal as Won.
Info needed
None beyond the attached paperwork.