Deal creation
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      1. Voly Yachting | KB
      2. Deal creation

      Creating a Deal for "Existing Client – New Asset"

      How to create a deal whilst onboarding an existing client with a new asset

      Purpose/Overview
      This SOP explains exactly what action a CRM needs to take when one of their clients informs them they wish to onboard a new vessel with Voly.  

      Scope

      • This process is relevant for the Client Relationship Manager team 
      • Client Support Administrators may need to reference this SOP when covering for an absent CRM

      Responsibilities


      • The Client Relationship Managers and Client Success Managers are responsible for the execution of this SOP 
      • The CRM manager and the Head of US Business Development are responsible for compliance with this policy 

      Procedure

      Stage 1: Communication with the client 

      1. A client informs their CRM that they wish to onboard a new vessel with Voly 

      2.  The CRM asks the client to confirm: 

      • Yacht name
      • Yacht meterage 
      • Number of users required 
      • Billing information (billing company, billing contact, currency, frequency) 
      3. The CRM consults the pricing matrix in order to provide the client with a quote for this vessel
      4. The client accepts the quote 

      Stage 2: Creation of deal 

      1. The CRM goes to HubSpot → Deals → VY Sales Pipeline and clicks Create deal 
      2. Complete the fields to input the relevant information 

      - The deal name must match the naming convention document
      - Pipeline – VY Sales Pipeline
      - Deal Stage – PROPOSAL – It is very important that this stage is chosen for now 
      • Asset type – Select the correct one 
      • Additional offerings – Leave blank 
      • Trial Required – Leave blank 
      • Billing Frequency – Select the client’s billing frequency 
      • Currency – Select the client’s billing currency 
      • Deal Type – Existing business (if already a client) 
      • Product Name – select the right product 
      • Priority – Indicate to the implementation team the level of urgency 
      • Deal Owner – yourself 
      • Amount – Leave blank 
      • Currency – this will populate automatically 
      • Close date – put the end of the current month 
      • B4B Services Required – select if the client should be onboarded for partner services or not 
      • Business units – this will pre-populate 
      - Associate the deal with: 
      • Contact – choose the contact(s) who are involved with this onboarding (choose as many as is needed e.g. admin, captain, family office) 
      • Company – associate the company linked to this onboarding 
      • Asset – associate the asset the client is onboarding. NB If you cannot find the correct asset in the list, you must ask the implementation team to create the asset for you. 
      - Click to create deal 

      Stage 3: Line items, association labels 

      1. Now that you have created the deal, it will open on your screen. 
      2. Add line items by going to the top right and clicking + Add 
      • You should select these from the product library. Choose the correct product with the correct currency and frequency. The product library contains all possible variations of subscriptions, users, implementation fees etc. 
      • Once you have added a line item, hover over the name and then click actions → edit. In the description box for the line item, add the asset name so that this shows on the invoice for the client. Click save.  
      • Check that the unit price, billing frequency and all other line item information is correct 
      • Click save at the bottom left then ‘update deal amount’. 
      • In the top left click back to deal 
      3. Add association labels to your contact and company 
      • Hover over your contact and then click more → edit association labels. Ensure that you label: 
        - Billing contact – to whom should the invoice be sent? 
        - Onboarding contact – who should the implementation team reach out to? 
        - Primary deal contact – who is the main contact associated with this account going forward? 
        - SaaS contact – to whom should the SaaS contract be sent? 
      • Hover over the company and then click more → edit association labels. Ensure to label: 
        - Billing Company – to which company should invoices be sent? 
        - SaaS Company – to which company should the SaaS be sent? 
        - Further labels – select whether this company is a Yacht Management Company, Family Office etc

      Stage 4: Checking & sending for processing 

      1. At this stage, your deal should be ready with all of the necessary information. Perform a final check: 
      • Has the naming convention been followed? 
      • Is there at least 1 contact and a company associated? 
      • Is there at least 1 line item? 
      • Are association labels present for the billing/SaaS contact? 

      If the above are not present, the deal will not create an implementation record 

      2. Add a pinned note with any information that you feel the finance or implementation teams would find useful to know e.g. information about their asset set-up/context for the onboarding 

      3. When you are ready for the deal to be processed, edit the stage to proposal accepted. At this stage you are sending the deal to team finance/implementation to start work on. 

       

      4. Complete the SaaS-related information: 
      • SaaS required – YES for individual SaaS. NO for Group SaaS.
      • SaaS Type – Choose individual or group SaaS
      • Deal Type – Existing business 
      • New or Existing Asset – does this vessel already have a Voly subscription? Check by going to assets → find the asset → check associated product subscriptions. 
      • Tier 1 Client – Only applicable for Tier 1 accounts managed by the Tier 1 team
      • Billing Frequency – Will pull through what was entered earlier
      • Currency – Will pull through what was entered earlier 
      5. Click save 

       

      The deal has now been added correctly and will be sent for processing