This manual provides detailed guidance on utilizing the proposal expiration reminder feature within SIX ERP. This functionality is designed to automatically notify clients of impending proposal expirations, encouraging timely reviews and decisions. Effective use of this feature ensures your proposals remain a priority for your clients, thereby increasing the likelihood of acceptance.
Proposal expiration reminders are automated notifications sent to clients a predefined number of days before a proposal is due to expire. These reminders serve as a prompt for clients who have not yet reviewed or accepted the proposal, helping to reduce the chances of missed opportunities due to oversight or delay. Please make sure when Creating a Proposal to set a correct Proposal Due Date, in Terms of SIX ERP the Open Till Date Field!
Configure Reminder Settings: In SIX ERP, navigate to the settings area where proposal configurations are managed. Here, you will find options to set up the expiration reminder feature. This includes defining how many days before the expiration date the reminder should be sent. These settings are commonly modified by Administrators and may vary based on a companies demand.
Customizing Email Templates: Customize the email template used for expiration reminders. Ensure the message is clear, polite, and conveys the urgency of reviewing the proposal before it expires. It’s beneficial to include a direct link to the proposal to facilitate easy access for the client.
Once set up, the proposal expiration reminder system operates as follows:
Pre-Expiration Notification: Based on the configuration, SIX ERP calculates the timeline for each proposal's expiration and automatically sends out reminder emails to clients. This notification includes all the necessary information to review the proposal and any steps the client may need to take.
Client Interaction: Upon receiving the reminder, clients can directly access the proposal through the link provided in the email. This streamlined process encourages prompt action, be it a review, acceptance, or discussion for further clarification.
Follow-Up and Monitoring: The system allows for monitoring client interactions post-reminder. This includes tracking whether the email was opened, the proposal was viewed, or if any action was taken as a result. This data is valuable for follow-up strategies and understanding client engagement.
Timely Communication: Set the reminder period to give clients ample time to act before the proposal expires. Consider your sales cycle and client response times when defining this period.
Clarity and Conciseness: Ensure the reminder email is straightforward, highlighting the expiration date and the importance of timely action.
Personalization: Tailor the reminder email to reflect the client’s specific situation and the proposal's relevance to their needs. Personalization increases the effectiveness of the reminder.
Direct Access: Include a direct link to the proposal in the reminder email, making it as easy as possible for the client to review and respond.
The proposal expiration reminder feature in SIX ERP is a critical tool for managing client engagement and maximizing the potential for proposal acceptance. By automating reminders and ensuring clients are aware of impending deadlines, you can enhance the efficiency of the proposal process and improve the chances of securing positive outcomes.