When a potential client is ready to sign an agreement, these are the procedures to follow.

• Ensure the potential client (Signer/Point of Contact) are associated with the company
• Make sure a Deal has been created, and accurately reflects what the order will be
• Create a Quote in Hubspot
• Ensure the right Point of Contact is listed in the quote, as a signature will be needed
• Add appropriate line items from the library of products.
• If a custom line item is to be added, it must first have written approval from the VP of Sales
  • The VP of Sales must first confer with the Ops Manager to determine pricing and deliverables
• On Screen 5 (Signature & Payment), choose
  • Signature options -> Use e-Signature
  • Payment options -> No Payment
• Send the quote to the potential customer.
• By default, quotes submitted and signed assume immediate billing and beginning of work. If there is some need or request to amend this time line, it must first be approved by VP of Sales in writing. The VP of Sales must relate this information to the Operations Manager before the quote is submitted.
• When the quote is signed, Salesperson must fill out an Order Brief.
• The order brief must include all relevant details about the client. If the Ops Manager has any questions, he will reach out to the Salesperson to clarify.
• Final Step: From the Company page, find the primary Point of Contact for the firm, hover over the name, Click More and then Edit Association Label
  

Add-On Services

• By default, any additional services added to a client’s account will begin billing at that time and on that date. This has to do with contract term lengths.
• So, by default, it will be common for customers to have multiple billing dates in a given calendar month.
• There are two possible requests to make for billing dates.

Request 1 – Keep multiple contracts, but bill on the same date

• If a client requests to have billing on the same date each month, submit a request
• Explain what the request is and the justification for why we’d change
  
  

Request 2 – Consolidate multiple contracts into a single contract

• Follow the process as above, but with the following understandings
• Consider: If approved, all contract term lengths will restart upon the approval

EXAMPLE:
Client signs up for a service at $1,000/month on January 15, 2022. (Initial end date is January 15, 2023)
Client adds on an additional service at $500/month on August 7. (Initial end date is August 7, 2023)
Client requests consolidation of contracts, Salesperson submits request on August 15, and it’s approved on August 17.
Client’s new agreement will be $1500/month, with a start date of August 17, 2022 and an end date of August 17, 2023.