Connected product positions
A single quotation is not limited to only one product or one product configuration. It can consist of many different products (for large jobs or projects) and many individual product configuration positions so that the customer or prospect can easily compare and analyze the impact of adding or deleting entire products or product specific features or add-ons. These product positions are always connected so that the whole quotation becomes a complete and single document.
Margin and risk analysis
In order to provide sales people and management with the right negotiation details, an internal margin and risk analysis can be produced for every quotation (or configuration position), thus providing the information needed to "win" business while maintaining the highest possible margins.
Document generation: from a to z
Sofon Proposal Organizer not only supports the production of quotations and orders, but also manages any other sales document such as formal proposals, complete contracts, client-specific manuals, governmental compliance paperwork and any other necessary documents.
All documents are saved in a database. Version numbers are kept for all quotations or other documents made. If an adjusted version is produced, it will be saved under its own number, so that documents that go together can be easily accessed consecutively. Version management also makes sure that no changes are made to documents that have already been internally approved and submitted to customers or prospects. Changes can only be made to documents that have not yet been approved and submitted.
Authorization
Based on company rules and staff roles, a quotation (or any document) is automatically routed to the right people or departments for input, review or approval, depending for example on the product configuration, price level or discount offered. This workflow ensures that documents are handled by all relevant staff and that the system generated document is not submitted without the proper internal authorizations.
Combined with this workflow, replication of quotations (or any document) takes place between field sales and the sales office. Quotations that need to be completed, reviewed or approved by the sales office are automatically sent to the right office staff. Accordingly, quotations generated or approved by the sales office are automatically sent to the right field sales staff.
Integration with CRM and ERP
Sofon Proposal Organizer can be accessed from CRM or within an ERP process (such as the order to cash process) thus utilizing all relevant data and avoiding duplicate work. It can also serve as a stand alone application until an order is completed and ready to be processed within the ERP system. At that moment all relevant order details are automatically completed in the ERP system.
Filters
Sofon Proposal Organizer provides quotation management tools by generating reports and follow-ups on screen or on paper. Users can manage data via easy to use filters so that only relevant quotes or other data are shown.