What Happens After A Lead Is In Juicy

Now the lead is in our CRM, Juicy, the relevant Client Manager has been notified as the leads details are in the first stage of the pipeline. The Sales Person contacts the lead as soon as practicable. It is important to call the lead quickly so they don't try to contact another VA company in the meantime. Ask the lead how they heard about us. This stage is called a Discovery Call - the sales person will gather enough information to be able to create a proposal. Update the deal in the Juicy sales pipeline to 'discovery call had'. 

Following the phone call a proposal is to be created (if agreed on the phone call), by the Support VA using the info provided in the Juicy deal, and to be updated in the Juicy sales pipeline to 'proposal created'. The proposal is reviewed and sent to the client by the Sales Person who then updates Juicy moving the lead to Proposal sent. 

The Office Administrator monitors the assist inbox for notifications from Better Proposals and/or email responses from the lead. All notifications of accepted proposals are to be noted in the Leads channel with the sales manager tagged. The Support VA updates Juicy moving the lead to 'proposal accepted.'

The Sales Person follows up any leads that have not yet been confirmed by checking Juicy for those who are outstanding (and double-checking it against Better Proposals). 

The Sales Manager calls the client asap (within minutes where possible) to congratulate them on engaging our services, books the handover, and establishes when they would like to start and what that means for when they will get invoices from us. The Sales Manager then moves the deal to Onboarding Call had in Juicy and delegated to the Support VA to fill out the form which transfers the details into Airtable.

The Sales Manager then asks the Support VA to create a new Project and appropriate task list in Teamwork Projects for the new client and also (DON'T tick the box) to create a Chat Channel too and add in required members (i.e. Jo, GM, Administrator, Account Manager, Head VA, Back-up VA & Global Team Members).

The Office Administrator fills out the Fetch Direct Debit form, double-checking the total against the proposal and provides to the client.

The Support VA schedules the handover meeting using zoom and Juicy calendar inviting the client and the assigned client manager adding in the Strictly Savvy link and password (see LastPass) and updates Juicy moving the lead to the appropriate column. (Instructions here https://sites.google.com/view/strictlysavvyintranet/sales/hubspot/how-to-book-a-handover-zoom)

The handover meeting is conducted.

The Client Manager (Head VA) drafts the Getting Started email and the Sales and Operations Manager reviews. The work then begins.

The Sales and Operations Manager provides the Office Administrator with details about additional timers if required (eg. split between types of services)

The New Client Process begins.

For Project Clients

1. The Salesperson will call the lead as soon as possible. 

2. Following the phone call a proposal is to be created by the Salesperson if agreed on the phone call, and Juicy to be updated.

3. The Salesperson/Ops sends the proposal from the assist@ inbox and updates Juicy moving the lead to the appropriate stage on the pipeline. 

4. Once the proposal is signed, the Salesperson will call the client asap to congratulate them on engaging our services and books in the handover for the project. 

5. The Salesperson will let the Administrator know about the new project, either through TW chat or set up a task for them in TW if they are on DND, and pass on the following details to them:

   • Company Name

   • Contact Name

   • Email Address (to send invoice to)

   • Contact Phone Number

   • Project Name

   • Project Price (usually a fixed fee)

   • If a deposit is required and how much

6. The Administrator will set up the Harvest timers and invoice for the deposit if applicable.

7. The Salesperson will set up the Teamwork project and begin project.

8. When the project is complete, the Salesperson will advise the Administrator that an invoice can be sent for the remaining amount.