The HighLevel Sales Pipeline & Deals

TIMELINE FOR A LEAD TO BECOME A CLIENT IN HighLevel

Everything to do with Deals and The Sales Pipeline in HighLevel

To find the sales pipeline go to Sales > Deals. You will then be able to see the pipeline.

Deal definition: A deal is an opportunity for potential revenue.

There are 10 stages that the deal flows through in the sales pipeline in HighLevel

STAGE 1: New Lead/Enquiry

This is the first stage of a leads journey in the sales process. When a lead comes through a deal will be created and placed in this stage. Leads can come through to Strictly Savvy through multiple channels, this could be either a phone call to the mainline, email to assist page, through the website by booking directly with a Sales Manager or an enquiry, referrals, social media and many others.

Who will manage the enquiries?

• Phone Call to the Mainline Office Administrator to pass on any messages left

• Email to Assist Office Administrator, General Manager and Sales Managers 

• Facebook messenger General Manager and Sales Managers

• Our Website  Automatically into HighLevel and/or will email the Sales Manager. Also sends a notification email to Assist inbox. 

Once the lead has come through it is to be announced in the Leads Channel. This is so everyone is aware and can share comments regarding the lead if there is any. In the message the appropriate sales manager needs to be tagged and if it is after 1pm a global team member needs to be tagged as well. The assigned Sales Manager will then need to add the lead into HighLevel if it has not done so automatically (via the website). After 1pm the global team member will add the lead into HighLevel.  Please see full details HERE ** ADD LINK TO PAGE - HOW TO MANAGE LEADS - ONCE PAGE LOCATIONS HAVE BEEN SORTED** How does a deal get into HighLevel? The easiest way to get a lead into the pipeline is via the New Lead Form. This will create a deal record in this stage, and associate a company and client record. If the client or company record already exists a double up won't be created. Please see how to here HERE: ** ADD LINK TO PAGE - HOW TO ADD NEW LEADS - ONCE PAGE LOCATIONS HAVE BEEN SORTED**

When can a deal get moved out of this stage?

The deal card will be in this stage until an sales manager has made contact with the lead and has had an initial conversation. This is called a discovery call. The discovery call is to gain a better understanding of their business, their customers, what services they offer, and what systems and processes they already have in place. We’ll ask questions about the types of tasks that take up their time, what they dislike doing or don’t have the skills or time for. We’ll also discuss which service plan or plans could suit them best based on the above.

Who will move the deal out of this stage?

Sales Manager 

Automated Workflows for this stage:

Once a deal has been added a task will be created for the Sales Manager with an email reminder asking to make contact with the new lead. If no deal owner has been assigned a task and email reminder will be created for Virtual Sales Manager advising to assign a deal owner and make contact. If the enquiry came through by booking a meeting on our website this task will not be created.

STAGE 2: Discovery Call Had

Now the discovery call has been had, enough information should have been provided to the Sales manager to create a proposal. Proposals are created on Better Proposals.

The deal will sit in this stage until a proposal has been created. 

When can a deal get moved out of this stage?

Once a proposal has been created on Better Proposals the deal card can move to the next stage.

Who will move the deal out of this stage?

Sales Manager

STAGE 3: Proposal Created

When a deal card is sitting in here it is because the proposal has not been sent to the lead yet. This could be because it is being looked over by the general manager or waiting for specific information to finalise the proposal. A deal may skip this stage if those reasons are not required. When can a deal get moved out of this stage? Once the proposal has been sent to the lead the deal card will then be moved to the next stage.

Who will move the deal out of this stage?

Sales Manager

STAGE 4: Proposal Sent

When a proposal has been sent to the lead the deal card will be sitting in this stage. To be able to move a deal to this stage it will ask you to fill in the Head VA, Virtual Rate and Type. These can be updated at a later stage if changes have been made. 

When can a deal get moved out of this stage?

A deal card will stay in this stage until the lead has either accepted or declined the proposal. If the deal is a project client then you would move the deal straight to WON. Who will move the deal out of this stage? Sales Manager 

Automated Workflows for this stage:

If a deal has been in the proposal sent stage for 60 days a task will be created for the Sales Manager and advise it has been in there for 60 days and to please follow up or move the deal to lost.

The Sales Manager will get a task to follow up with the lead if it is still in this stage after 2 days,  3 days and  7 days. The Sales Manager will receive a total of 3 follow up reminders to follow up with the lead. If the deal has moved out of this stage then no task will be created.  

STAGE 5: Proposal Accepted

When a proposal has been accepted by the lead the deal card can be moved into this stage. If it is a project client then the deal card will be moved straight to the WON stage. The Administrator will advise the Sales manager in the leads channel as the notification goes to the assist inbox. The Sales manager will then move the deal card into this stage, unless it is a project client. Please see here for the process of a project client ** ADD LINK TO PAGE - Project client process - ONCE PAGE LOCATIONS HAVE BEEN SORTED**  When can a deal get moved out of this stage? When the Sales manager calls the client to welcome them to Strictly Savvy. The Sales manager will also retrieve and confirm relevant information about their business and book in a date for a handover with their VA - this is called an onboarding call. Once this call has been had the deal can move to the next stage. A deal can not be moved into the next stage without the information required. 

Who will move the deal out of this stage?

Sales Manager

Automated Workflows for this stage:

Client and company status gets automatically updated to NEW.

STAGE 6: Onboarding Call Had

A deal will be in this stage until a handover has been had with the VA. NOTE: Project clients do not go in this stage.

When can a deal get moved out of this stage?

The deal can be moved to the next stage once the handover with the VA has happened. If this is a project client then the deal will get moved to WON.

Who will move the deal out of this stage? 

Sales Manager

Automated Workflows for this stage:

When putting a deal into this stage - there will be a pop up box that asks for important client details (a deal cant be moved to this stage until all fields have been filled out). When this information gets filled out it will automatically transfer to the NEW CLIENT INFO FORM in Airtable. These details are very important to get the client set up.  

A task will be assigned to the Sales Manager to book in the handover (send meeting link to client as a date and time would have all ready been decided in previous call) and to set up a new project for the client in Teamwork with the appropriate templated task list.

STAGE 7: Account Management

When a client is in this stage the client is officially working with their VA however for the sales manager it is important to keep checking in with the new client for a month to make sure the transition process is going smoothly. NOTE: Project clients do not go in this stage

When can a deal get moved out of this stage?

A deal card will stay in this stage for 1 month and then the card can be moved to WON.

Who will move the deal out of this stage?

The deal will automatically moved to the WON stage after 31 days.

Automated Workflows for this stage:

All deals in this stage will be automatically moved to WON after 31 days.

A task will be assigned to the sales manager for a check in day 7 and day 20.

STAGE 8: Won

When a deal card is in this stage, this means the lead is now a current client with Strictly Savvy!

When can a deal get moved out of this stage?

The deal card will stay in this stage until they are no longer a client or the project is finished, then the deal card will be moved to PAST.

Who will move the deal out of this stage?

Sales Manager

Automated Workflows for this stage:

When the deal card gets moved to this stage a task is generated for the sales manager to have a follow up call 8 weeks later only if the type is set as a service plan or monthly fixed fee client. This task has a note in there to remind the account manager to make this a reoccurring task so the sales manager keeps contact every 8 weeks.

A task is generated for the task owner to have a follow up call 12 weeks later only if the type is set as a Flexi Plan client. This task has a note in there to remind the sales manager to make this a reoccurring task so the sales manager keeps contact every 12 weeks.

When a deal card also gets moved to this stage a task is generated to the sales manager to ask for a testimonial after 8 weeks. Client and company status gets automatically updated to CURRENT.

STAGE 9: Lost

When a deal card is in this stage this means the lead at any stage is not going to work with Strictly Savvy. This could be for many reasons. A lost reason must be given to move a card into this stage for reporting purposes.

STAGE 10: Past

When a deal card is in this stage this means the client was in the WON stage but for example their project has now ended or they have decided to end their service plan.

Automated Workflows for this stage:

When a deal gets added in this stage a workflow has been created to automatically update the client and company status to PAST.