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What is the benefit of Offer registration in system?

Your potential client is interested to cooperate? Your potential deal has a chance to become real? Congratulations! It's time to prepare a win-win offer! The system has a convenient functionality of the preparation, coordination and approval of offer.

If offer is rejected in the coordination process it will be registered in system's database anyway with a possibility to close a deal in future.

You can shorten the process of offer's coordination with the functionality of system and start your projects and deals more faster!

 

System opportunities

  • To transform a potential into offer or to start a new offer 

  • To prepare an offer for a potential client specifying concrete prices and the amount of products or services, possible discounts and adding other necessary explanations 

  • To set tasks in order to result offers in real business deals

  • To set task deadlines 

  • To add comments and notes about the tasks accomplishment

  • To send the offer to potential client electronically and receive a confirmation by e-mail

 

Your benefits

  • Registering potentials and preparing offers, the database of potential and real clients is developing automatically in the system. If a real cooperation with some of potential clients is not forming initially, you still have got your business gold resource - client contact information that you can use in future projects.
  • The Potential entered in the system (with all related information) with a single click will automatically be moved to the Offer section and the information need not to be entered repeatedly
  • Filling the Potential section is not necessary, you can create an Offer directly in the Offer section,  skipping the Potential section
  • There is always the responsible person for every task and work, and there is no possibility to delete the responsibility. Once the responsible person has been set in the system, there is no risk that at some moment the tasks are uncontrolled or the client has not received the response (for example, if the responsible employee is ill or on holiday). Of course, at any time with a single click you can change the responsible person and you will always see which employee is working on which project.
  • You should not allow the offer to become irrelevant, therefore it is so important to start the work on its coordination as quickly as possible. Exactly at the same moment when the offer is registered in the system, the time countdown has begun for its realization. Thus, fully the risk of "work to postpone" is eliminated. The system allows you to identify and track tasks quickly which are approaching deadline
  • In the process of task realization you can post comments about their progress in a free text format. The end in itself of the system is not just to accumulate the information and to make their users to fill in massive information fields. Each deal and the process of its realization can be unique, so the free text format for comments has been created deliberately, without limiting system users with predefined and un unchangeable information fields. In our opinion, it is not decisive to count how many e-mails are sent or how many phone calls are made ​​to successfully complete the deal. The history of all comments and corrections accumulated chronologically in the system, forming a complete overview of the accomplishment of the work
  • The offer which is being prepared and sent to a potential client, is a successive continuation of the Potential. In the system all information about the progress of deals is accessible, so it is possible to prepare an accurate and reasonable offer
  • It is possible to add to the Offer form information about the product or service sum and the price formation automatically, to add addition files as attachments, to set different VAT rates and apply discounts
  • When the offer has been prepared, it can be electronically sent to the e-mail of potential client. You don't have to form the offer separately for sending to the client, and the potential client can view the interface of OrtonCRM system 
  • Data about the responsible persons, deadlines and work progress make the statistical database about the unsuccessful (rejected) and successfully realized offers. In this way, business management is provided with a valid, complete information and data for making the analysis of business efficiency
How to prepare an offer to client?

In the Offer section you can register and administer offers

To add offer, click the gray button "Add" and a new section "Offer" will be created

 

Section „Offer list

 

Section „Offer”

 
Read more about the ways to prepare offers  here
Read more about filling the Partner section here
Read more about filling the Responsible section here
Read more about filling the History section here

 

Information about the offer

 

In the section "Information about the offer" you can enter information offer: 

language, offer date, valid date, task, description and notes, VAT rates, as well as the possibility to apply different VAT and discounts

Section „Information about the offer” 

 

In box "Language" you can choose the language of the offer

In box "Offer date" system will automatically enter the date when the offer is registered 

In box "Valid until" you can choose the date (term) till what time Offer is valid

In box "Task" you can enter task or activity (activities) which must be done to realize the offer

In box "Description" you can enter more detailed description about the offer. For example, if you have chosen to apply "row discounts" then you can enter more detailed description for each row (for example, if there are products from different manufacturers in one offer). Therefore, client can make more informed choices

To add more rows click the blue button "Add row" 

To add an attachment to the offer (for example, product images, design sketch, etc..), click the blue symbol "Upload" in the column "Attachment"

Te delete the attachment, click the red cross "Delete" that appears in the place of the blue symbol "Upload" after uploading the attachment. To view the attachment, click the eye-symbol "View" next to the red cross "Delete"

In box "Notes" you can enter more detailed description about the offer in a free text format

In box "VAT rate" you can choose one of the offered VAT rates

If necessary in box "VAT reference" you can add a reference about VAT, such as a reference to the specific law, regulation etc. 

To create a new VAT reference click the lower text "Create new VAT reference". In the subsection "Add new VAT rate" enter the necessary VAT rate and click the blue button "Create" 

 

Subsection „Add new VAT rate"

 

 Read more about VAT rates in Setting section 

 

 

Different VAT rates

 
In order to apply different VAT rates mark the necessary checkbox in the upper left corner. In the middle part of section "Information about the offer" a new column "VAT" will be created. In the column "VAT" you can choose from the list of VAT rates or to create a new VAT rate. To create a new VAT rate click the lower text "Create new VAT rate".  In the subsection "New VAT rate" enter the necessary VAT rate and click the blue button "Create" 
 

Section „Information about offer” without  column "VAT" 

 

Section „Information about the offer” with column "VAT" 

 

 

Subsection „New VAT rate”

 

Read more about VAT rates in Setting section 

 

Row discounts

 
In order to apply row discounts, mark the necessary checkbox in the upper left corner.

 

The row discounts and the offer discount can't be applied at the same time. Row discounts and offer discount are applied as a percentage. If you want to apply a discount for concrete entry (or entries) or for concrete offer part (parts)/ position (positions) then you should choose the option "Row discounts." If you want to apply a discount offer to the whole offer then you should choose the option "Offer discount"

In the middle part of section "Information about offer" a new column "Discount" will be created. In order to apply row (entry / position / offer part) discount (discounts) enter the concrete discount in the column "Discount" 

 

Section „Information about the offer” without column "Discount" 

 

 

Section „Information about the offer” with column "Discount" 

 

Offer discount

 
In order to apply offer discount mark the necessary checkbox in the upper left corner.

The row discounts and the offer discount can't be applied at the same time. Row discounts and offer discount are applied as a percentage. If you want to apply a discount for concrete entry (or entries) or for concrete offer part (parts)/ position (positions) then you should choose the option "Row discounts." If you want to apply a discount offer to the whole offer then you should choose the option "Offer discount"

In the middle part of section "Information about the offer" a new row "Offer discount" will be created. In order to apply offer discount enter the concrete discount in the column "Offer discount" 

 

Section „Informationn about the offer” without row „Offer discount” 

 

 

Section „Informationn about the offer” with row „Offer discount” 

 

 

Save!

When the section "Offer" is filled with information click the gray button "Save"

 

Print!

To print the section "Offer" with the information filled click the gray button "Print"

 

Reject

If the offer for any reason can't be realized click the gray button "Reject". It is recommended to enter information about the reasons why the offer is rejected in the comment section

 

Congratulations, you've prepared an offer! It is time to coordinate it with the client!

 

Offer coordination with the client

When the offer is prepared it is time to coordinate it with your client (or partner). To do this click the gray button "Send" in the section "Offer". The system will open subsection "Send offer." In box "E-mail to sent" enter customer's e-mail to which will be sent your prepared offer and click the green button "Send"

Subsection „Send offer”

 

Client (partner) will receive your prepared offer by e-mail in the following format (system interface):

Section „Sent offer to client”

 

 

How can client approve the offer?

 

In box "Client notes" client may enter notes and comments about the offer in a free text format. For example, a client can specify a different price, other instructions you should consider when preparing a project or invoice etc. 

If the customer is satisfied with the offer and he wants to accept one or several offer positions, then he should mark the necessary checkbox (checkboxes) opposite to the concrete position (positions) and click the blue button "Confirm"

If the client does not mark any position and presses the blue button "Confirm" then the whole offer is considered as approved

 

In the lower part of a section „Sent offer to client” there is a note that the approved offer is in force for contractors and after approval the offer has a legally enforceable

If the client will approve the offer a notification will be sent to your e-mail. These activities also will be automatically saved in the history of the offer accomplishment (section "History")

 

How an offer can be confirmed by the company (which has prepared it)?

Section „Information about offer"

 

If for some reasons (convenience or any other reason) client wants that an offer is approve by the company (which prepared an offer) there is such a possibility.

In this case client and company (you) communicate between themselves, the client informs the company about the positions that he is ready to accept. A company in the sent offer section "Information about offer" marks the necessary checkbox (checkboxes) opposite to the concrete position (positions)  and confirms the offer by clicking the blue button "Confirm the marked one"

To make company able to confirm offer positions this offer must be sent to the client e-mail

 

 

How can client reject or edit offer?

If a client is not satisfied with the offer prepared and do not want to confirm it, he should  contact the company (your) contact person who prepared and sent him the concrete offer. Not to bother client with system administration issues after contacting the company contact person the offer can be rejected by company representative / contact person (you). To reject the offer company contact person on his side of the prepared offer section "Offer" should click the gray button "Reject" in the lower and the upper-left corner 

Section „Offer”

 

If you have clicked the gray button "Reject" there will be  two options "Reject" or "Reject and create a new" in the subsection "Reject offer"

 

Subsection „Reject offer”

 

If you click the gray button "Reject" the offer will be rejected totally and the administration will not be possible anymore

 

 

If you press the green button "Reject and create new" a new offer will be started on the basis of the existing offer 

Basically the unconfirmed offer will be copied with the opportunity to edit it and to start the process of coordination with the client again. In this case, if the number of the unconfirmed (original) offer would have been No. 3 then the following (derivative) offer system would assign as derived No. 3-1.

Reason - sometimes in a lasting offer coordination process one part may desire or have a need to view the original version of the offer. And if offer derivatives will be created  on the basis of unconfirmed offers there will always be possibility to view offers original version

 
Offer list

When offers are added in system a new section "Offer list" will be created where you can view all offers 

Section „Offer list”

 

In the column "Status" the status of each offer is shown. The list includes all deals that are registered in the system starting from the Offer step

In the column "Responsible person" the responsible person for the implementation if each offer is shown. If the responsible one is changed, then the current responsible person is shown in the column 

In the column "Duration" it is shown for how long each offer is in the status of the offer since registration (in the status "New")

In the column "Sum" the current sum of offer is shown

To delete one or more offers click the red cross "Delete" which is opposite the concrete offer in the column "Actions"

To edit information about some of the offers: 

  • click the yellow color pencil symbol "Edit" in the column "'Actions" opposite the concrete offer
  • place your computer's mouse on the potential's line (it will be colored darker) and double  click 

In order to simplify the search of records use filter fields (Search by ..) on top of each column as well as the box "Search"

To change the number of records that displays within the same page in box "Show [the number] records" enter the necessary number of records

Try it now
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Our customer feedback

The order has been brought

Since I started to use Orton, I have a feeling a kind of mom finally would have brought an order in my room. Everything is sorted - socks with socks, pants with pants, t-shirts with t-shirts and yet everything has been put in the wardrobe, which I can open from any location, and finally it is clear what is in my closet and what do I wear most often. And at last I understand the truth about where my money melts :)

The order has been brought
Raivis Lankovskis
Revor

Simply and effectively

I am in business for 17 years and know what is really important - the promise given to your customer is important. But no less important is to realize how profitable is every deal. It is really great that finally a simple and effective business management system for small business is available, which wont allow to forget any sort of work, will help to control the cost of individual business projects. Even available in Latvian language! Keep it on, Orton!

Simply and effectively
Māris Vesmanis
VESMANN

Super

I can manage my business more productively with OrtonCRM. It is possible to control my business stages effectively and I have more time for direct responsibilities

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info@ortoncrm.com

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