Create proactive proposals at scale with proposal automation software

Salesforce found that salespeople spend 66% of their time generating quotes, writing proposals, and chasing down approvals instead of closing deals. According to Blake’s edict (Alec Baldwin in Glengarry Glen Ross), that doesn’t leave much time for coffee. If a Cadillac is within reach, then why would your sales team be spending most of its time going after steak knives?

There’s no questioning the importance of proactive proposals in the sales process. The configure, price, quote (CPQ) software category is expanding rapidly for good reason. Automation of proactive proposals, scopes of work (SOWs), quotes, service level agreements, (SLAs) and their ilk accelerates close rates and increases visibility in the process.

Traditionally, proactive proposals required extra time because salespeople wanted to personalize them for an optimal customer experience. The thinking is sound here. You feel like you have a good shot at a deal, you want to put your best foot forward. The problem is what you have to go through to execute.

Old way challenges

This manual process might involve working from a Word document or PowerPoint deck that includes multiple versions of paragraphs or slides. A salesperson would start building their proactive proposal by deleting the paragraphs or slides that don’t apply and augmenting those that do. The process quickly devolves into a time suck if your sales team has to navigate:

  • Multiple platforms or applications — Between the CRM, content management system, and Microsoft docs, too much time is lost switching between applications. And that’s not even including email or Slack or the support ticketing system that’s also likely in play. Switching between apps is a productivity killer, accounting for up to 40% of a worker’s time.
  • Decentralized content (marketing, technical, legal, etc.) — Even if all your sales-ready content is organized in a content management app or shared drive, your sales team still has to find it, make sure it’s the right version, and import it into the proactive proposal. There’s also always a question of whether or not the proposal includes all the content necessary to be effective. Who has visibility into quality control?
  • Non-branded formats — Many organizations at the very least create their Word doc or PowerPoint deck template according to brand guidelines. But even then, versions get saved to local drives for easier access. Margins are pushed to include more content. Fonts are changed to add “emphasis.” Multiple edits done with each proposal creation result in a Frankensteined template that doesn’t accurately reflect your company’s brand. Next thing you know every salesperson is sending out their own unique proposal, which can present severe disconnects during handoffs.
  • Complex solutions to multiple problems — The more complex your solution, the faster your proactive proposals will go off the rails if they’re not tightly controlled. How can you provide salespeople with the freedom to be creative while ensuring their proactive proposals consistently represent a deliverable solution time and again?

Any solution you implement to help your sales team with building proactive proposals must include:

  1. Customizability
  2. Automation
  3. Repeatability

There’s only so much time in the day. Sometimes your sales team is under the gun to create multiple proactive proposals or SOWs. While that’s a good problem to have, you still need to be prepared for when it happens. The last thing you want is to under-deliver, especially at the early stages of a customer relationship.

Introducing Salesforce Proposal Builder

Integrating Salesforce Proposal Builder with RFPIO hits on all three of the solution requirements—customizability, automation, and repeatability—and much more. Our customers are already realizing huge gains in sales team efficiency. For example, ECS, a cybersecurity firm, integrated Salesforce Proposal Builder with their RFPIO platform to help with SOW development. A process that used to take 45 minutes to two hours per document now only takes a few minutes of clicks and navigating dropdowns.

“Each customer has a different problem. Each requires a different solution. Through customizable capabilities that Proposal Builder offers, we realize how much of a positive impact it makes on us, and therefore, on our customers”

-Jeff Rozines, Channel Manager at ECS.

Top-level benefits beyond the huge time savings include:

  • Always working from approved content. RFPIO can act as your knowledge management platform so sales has access to the most up-to-date content available.
  • Spend more time in Salesforce. Avoid the need for complex training, and simplify onboarding of new sales reps. Generate self-service proposals without the need to visit other applications.
  • Take advantage of the great content and subject matter expertise curated in RFPIO for use in requests for proposal (RFPs) responses.

Set up the self-service user experience once and then update as necessary. Working in RFPIO, you’ll create the building blocks of your proactive proposals. This is where you create the user experience for sales, build templates, and connect content. From there, it’s just a matter of showing salespeople where they need to go in Salesforce to initiate their proactive proposal.

Initiate a proactive proposal project directly from Salesforce

The software walks them through the Proposal Builder step by step.

  • Work from response templates to standardize the look and feel of your proposals.
  • Compile section templates into a comprehensive proposal by automatically knitting together fundamental areas of information based on clicks through dropdowns.
  • Customize content such as testimonials, use cases, implementation timelines, and pricing by using catalogs.

After a few clicks, your salesperson has a final proactive proposal, in Microsoft Word format, ready to send to prospects or customers.

Of organizations planning to respond to more RFPs in 2021, 82% also aim to complete more proactive proposals82% of organizations planning to respond to more RFPs in 2021 also aim to complete more proactive proposals. The most efficient way to make that happen is with Salesforce Proposal Builder for RFPIO. Schedule a demo today!


Mitchell Hipp

As the Senior Account Executive of RFPIO, Mitchell Hipp helps businesses understand the opportunity to scale their sales operations process by adopting an RFP response solution. An experienced account executive, Mitchell previously led a team of engineers and SMEs to architect IT solutions for businesses. Connect with Mitchell on LinkedIn.

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