Offer management software

Outgoing and incoming offers and contracts - all tasks in workflows!

Outgoing offer management


Preparing business offers is a cornerstone of sales activities. At the same time, preparation of offers - especially high added value, complex offers - is not only a sales task. In most cases technical, legal and leader colleagues must be involved in the process before the offer can be approved. Manage all you offer preparation processes in one unified system, so all your offers will be delivered on time and with appropriate content. 

Incoming offer management

When a new supplier sends an offer to our company, it's evaluation requires a complex analysis process with multiple participants. Such offer has to be ewxamind not only from business and technical aspects, but oftentimes legal, or even environmental aspects must be considered. Performing such evaluation processes might involve a number of departments or even expert subcontractors. Managing such complex processes is a piece of cake for xFLOWer offer management workflow!

 

Linking offers and contracts

Should you need to manage incoming or outgoing offers, in case any offer is accepted, it will eventually be linked to a contract. In order to ensure transparency it is of key importance to link offers and contracts and ensure their traceability. Let's assume that a contract's contrents are not in line with the related offer's content. In this case xFLOWer will not allow its aproval unless the inconsistency ceases and all data included in the documents are in line with each other. Furthermore - in case the offer has been accpted without modifications, or modifications were managed in the system - xFLOWer can automatically generate contracts from offers linked to them. 

 


Consistent outgoing offers, higher sales efficiency.

xFLOWer offer management module enables the compilation of complex business offers in one unified system. Even if the offer requires data or input from different deparments and coworkers, the system always provides a strict process management framework to seamlessly coordinate even the most complicated offer preparation workflows. Hence, unified preparation of sales offers are ensured across departments, however, in case an offer is prepared by sales only, it must be approved by the responsible managers. Such approval processes are also supported by xFLOWer, shall these be paralell, serial, 2-4-X eye or any other type approvals. Offer documents of any kind are therefore need to "travel" within the organization and managing their "journey" without a proper workflow system can be cumbersome - or in case of large organizations even impossible. Therefore, offers might not be ready on time, their content might be inapropriate or they might be delivered to prospects without approval, leading to further business problems. xFLOWer pushes the offer management process and the offer documentation to the right direction and prevents the offer from going out without proper approvals. Also, the system monitors deadlines and sends alerts in case a deadline is missed or approaching. Have a look at the system by requiring a demo from us!

 

Faster evaluation for fluent sourcing

In case of sourcing processes, management, comparison and evaluation of incoming offers are required. These tasks require the participation of multiple departments and multiple coworkers. Accordingly, incoming offers are "traveling" among persons and departments while their different sections are evaluated. If this process remains linear - one department approves or declines the offer after another - it becomes slow and cumbersome, while giving space to human error. xFLOWer's offer management module is different. The system enables parallel perfomance of certain evaluation and approval tasks, therefore speeding up the whole process. By dividing the offers (or other documents) into sections, the system becomes able to delegate all approval and evaluation tasks at the same time to their respective persons in charge. Therefore, not only will the qoute become traceable, but coworkers also become able to perform their own tasks faster as waiting times are mostly eliminated. Hence, quote administration becomes faster and easier and involves less human work - therefore decreasing chances of human errors.Know more about xFLOWer and manage your quotes more effectively.

 

 

Contracts and quotes - all information harmonized

No matter if incoming or outgoing invoices needs to be managed, it is equally important to have all data and takings included in the contracts in line with the quotes related. What happens in case there are differences between quotes and contracts in terms of takings? In case of outgoing quotes, we may be obliged to perform tasks we did not include in the contractual prices. Therefore the project - in worse cases the whole company - might become unprofitable. Or the way round: if the contents of approved incoming offers are not included in the final contracts, we may pay for services - or goods - we never received! Not to mention the problems related to such problems, including legal issues or conflicts which also take away resources from the company. xFLOWer is able to link contracts and quotes, even on the level of text sections, including final approval processes where text sections are distributed to different approvers for a final review. In case only data should be compared, the system is able to perform this automatically. Consequently, no quote can be sent without proper data - and inversely: no quote data can be left out from sipplier contracts!

 

OFFER MANAGEMENT SOFTWARE

Management of incoming offer requests is of key importance regarding the success rate of contracting. Quick and customer friendly offer management processes increase the chances of sales success by itself. Having said that, well managed offer processes might increase competitive advantages and also act as a key factor in supporting operations.

WHY CHOOSE THIS OFFER MANAGEMENT SOLUTION?

xFLOWer is a robust and mature cloud based workflow and business process management solution. Its development started more than 18 years ago, and it evolved through the years based on international business experience and the actual needs of business leader throughout Europe. Contrary to other offer management systems, xFLOWer is not only a registry software in which statuses and deadlines can be adjusted, but a much more comprehensive, yet easy to use workflow system.

 

OFFER MANAGEMENT FRAMEWORK - THE SOFTWARE SUPPORT

The xFLOWer offer management module is part of the xFLOWer process management framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!

xFLOWer offer management is a cloud based solution, however it "only" ensures a framework to create a business environment for your company - one in which you don't have to change your systems and operation frequently. Check out the xFLOWer product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless. 

OFFER MANAGEMENT PROCESSES

In the xFLOWer offer management module, everything is controlled by business processes, to which documents are attached. The processes are guiding all colleagues step by step through the administration tasks, so it is not possible to omit any required step of offer management processes. 
Offer management processes does not end at preparing final offers and archiving them. xFLOWer offer management can control all operative lifecycle related to offer management, such as:

  • Offer renewal
  • Search for previous offers
  • Managing offer versions
  • Collaborative creation of offers
  • Offer approval processes (with many options for different offers)
  • Converting offers between different formats (word / pdf / email)
  • Linking offers - contracts - orders
  • Management of discount rates for different customers (applicable discounts, special services)
  • Linking customers and available services - what can be sold to customers of defined type/size/location. eg. only customers from London, with at least Ł1m turnover might receive a discount/offer, etc.
  • Management of service/product packages (selling different sub-products in packages)
  • Scheduling
  • Email (outgoing/incoming) management - storage, archiving, linking to custmers
  • Management of incoming offer requests: email filing, auto - responders
  • Contract management processes starting at the approval of an offer
  • Worksheet management - eg. in case of on - site operations at the customers' premises
  • Modification processes of services/offers
  • Cross-sales, up-sales
  • Communication processes between customers and account managers

Of course, you are free to decide what processes you use, however, we suggest the following processes to start with:

It goes without saying that all these processes are tailored to your exact needs during the implementation period, using the forms, templates you need. Since xFLOWer is a workflow system, the above set of tasks can be upgraded or downgraded anytime, in a matter of seconds. It is easy to implement:

  • Value dependent approval
  • 2-4-6-X eye approval
  • Creation of discount systems
  • Quantity discounts
  • Support for collaborative work
  • And many others...

OFFER MANAGEMENT DATA SETS

xFLOWer offer management module includes customer data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store customers' company size, location, buying potential, premises, contact persons or unique data types such as foot size, langiuage knowledge, turnover, political relationships or the GM's kids names - really whatever you may imagine!

Related to your speacialities, information linked to your product or service can be managed at the level of individual offers, or you may create different offer management processes for different product or service types. For example, from our existing customers:
 
 
  • Solar panel company: sqm, consumption, building orientation
  • Door and window company: sizes, materials, sound isolation, accessories, etc.
  • Medical services: room/doctor/schedule/required medical equipment, etc.
  • Winery: country, region, age, quality, awards, etc.
  • Phones shop: Brand, type, age, condition, OS, equipment, etc.
  • And many others as you need!

In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing data in xFLOWer during implementation. 
In case you need different data sets, not only a customer database, it is also possible with  xFLOWer. Create data sets for HR, real estate, receivables, accessories, partners or anything else. Offer management processes will always be attached to the appropriate data set.

 

OFFER MANAGEMENT DATA SETS

xFLOWer offer management module includes customer data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store customers' company size, location, buying potential, premises, contact persons or unique data types such as foot size, langiuage knowledge, turnover, political relationships or the GM's kids names - really whatever you may imagine!
Related to your speacialities, information linked to your product or service can be managed at the level of individual offers, or you may create different offer management processes for different product or service types. For example, from our existing customers:

  • Solar panel company: sqm, consumption, building orientation
  • Door and window company: sizes, materials, sound isolation, accessories, etc.
  • Medical services: room/doctor/schedule/required medical equipment, etc.
  • Winery: country, region, age, quality, awards, etc.
  • Phones shop: Brand, type, age, condition, OS, equipment, etc.
  • And many others as you need!

In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing data in xFLOWer during implementation. 
In case you need different data sets, not only a customer database, it is also possible with  xFLOWer. Create data sets for HR, real estate, receivables, accessories, partners or anything else. Offer management processes will always be attached to the appropriate data set.

 

HOW IT WORKS?

PRACTICAL EXAMPLE

  1. Incoming offer request - The system records the details of the offer request, which may consist of customer data, exact needs, specifications and unique data sets. The customer receives feedback regarding the request's status.
  2. Task distribution - The system distributes the tasks to all participants - eg. survey, cost analysis, deadline ascertainment, technical planning, operative planning, etc.
  3. Recording offer data - After the completion of the defined tasks, the system records the generated data into the offer template.
  4. Supervision - After recording the generated data, the system forwards the offer draft for supervision and approval. The appointed colleague might accept, modify or send the approval to further approvers.
  5. Sending the offer - The approved offer is automatically sent to the customer. Sending can be done through various channels - mostly email or postal letter.
  6. Managing feedback - The system manages the pre-sales process after issuing the offer, records the feedback and delegates the requires sales tasks. Eg. some days after sending the offer, the sales person shall call the customer by phone.
  7. Closing the process - The offer process is closed when the customer provides feedback about its approval or denial. In case of denial, there are no further steps in the process, while in case of aproval, the system might forward the case to colleagues dealing with contracts. In case of using xFLOWer this step usually means the activation of the xFLOWer Contract Management module 
  8. Reporting - After closing the process ,the system prepares a custom report to the management nad the participants, regarding the cost, deadlines and results of the offer process.

EXPEDIENCE OF AN OFFER MANAGEMENT SYSTEM

In case of preparing an offer of any type, it is of pinnacle importance to:

  • Identify the exact needs of the customer
  • Complete all offer related tasks in a timely manner
  • Resolve offer follow-up

xFLOWer offer management module ensures quick, effective and unified offer management. The module manages offer templates, process steps and participants alike, while ensures follow up of offers and effective managerial reporting too.

 

READY TO USE OFFER MANAGEMENT

Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing  coworkers for certain tasks – the rest is done by xFLOWer.
xFLOWer Cloud offer management module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge.