Catégories

Service offerings

Electronic signature tool for service offers

By Digital transformation, Follow-ups, New arrivals, Service offerings

Are you wasting a lot of time getting your service offers signed electronically? Collabox has introduced a feature that allows your customers to sign the service offer you send them directly in the email. Here is how to use this function.

Write a message

When your service offer is ready to be sent to your client or prospect, go to the “Email” tab of the form.

Emailing" tab in the form for creating a service offering.

Then, write your message with a subject and a sending email. Note that your service offer is automatically added as an attachment.

An example of a message to be sent to a client via the Collabox email platform.

Add the option of electronic signature

Below the message are several options in the form of check boxes. First choose who will receive a copy of the message, then select the “Signature Required” box.

Check box to determine to whom the copy of the message will be sent. In addition, a "signature required" box is checked to allow customer signature.

When the customer opens the message, they will have the option to sign the service offer by clicking on a link.

This is an image showing the text sent to the customer for the online signature of the service offer.

Here is a preview of the Collabox signature visual.

This is an image showing how the customer will be able to sign the service offer.

When the customer has signed the offer, you will receive a notification.

Message sent to the Collabox user when the customer has signed the online offer.

In addition, the service offer icon turns green. This way, it is easily identifiable and you don’t have to open the document to check that the signature is present.

When the service offering is signed by the customer, a green icon appears next to the service offering number in the Collabox list.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue using Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Modify a model service offering

By Management, Service offerings

Choose who will be able to modify a model service offering in your company.

We know that many of you like to have a complete service offering at hand. It serves as a model to accelerate the creation of others. Employee access to template editing can now be restricted.

This means that you no longer risk having your model service offers changed without notice. Thanks to the access rights system, choose the people authorized to work on the models.

Authorization to modify a model service offering

To authorize an employee to modify or create sample service offers, go to the main menu “Configuration”.

In the grey menu on the left, click on Employees.

The page that opens shows the list of your employees. Click on the name of the employee to whom you wish to grant permission. Once you have entered your file, click on the tab Advanced configuration.

Then, check the option Creation / modification of model submissions in the Projects module . This will give permission to the employee to work on the models. If you want to remove permission from it, just uncheck this box.


When you or an employee want to edit or create a service offering, be sure to change the status to Model with the drop-down menu.

What an employee not having access modifying models can do :
– duplicate an existing model to make a new submission;
– view a model before duplicating it by clicking on the button PDF.
What a person having access modifying models can do :
– Everything! She can modify existing models, create new ones from scratch or duplicate them.

Tip

A drop-down menu under the search engine gives you the option to display only the models on the screen.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Express Service Offer

By Management, Service offerings

We know that filling out a service offer can be quite time consuming. To enhance your experience, we have created the Express Service Offer. It selects by default several information to make it faster to fill.

Define the parameters

With this function, you no longer need to create a client, then a project. You will enter some default settings just once and they will be reused for each new express offer. To determine these parameters, go to the page Organization , located under the menu Preferences .

Menu bottom left

Click on the tab Projects.


Page Organization update

Fill in at least the elements in the red boxes: The name of the default project, the employees affected, the probability of closing and the name of the first phase. Then click on Record at the bottom of the page.

Page update of the organization, tab Projects

Create an express service offering

Once your settings have been determined, click on the icon Management .

Icon Management, in the menu at the top of the page

Then click on Add an Express service offer.

Page List of service offers menu Add an Express service offer

Fill in the field at least Last name and click on Record . It is the name of the customer that will appear on your service offer. You can also fill in the other fields depending on what you want to see on the offer.


Page adding a customer

The fields chosen by default will already be filled in on the page Addition of a service offering. You can still make changes if necessary or fill in the other fields. However, this is optional. Click on Record, then following if you have changed or added information; just click on following if you don’t change anything.


Page Addition of a service offering

You will fall on the page Phases of the service offering . Phase 1 will already be registered. You can add other phases (optional), then click on Record and then on following . If you don’t change anything, click following directly.

Page Phases of the service offering

Then, go on the Fees tab. Click on the phase (s) to add fees to the offer.

Tab Fees from the page Fees for the service offer

To print the service offer, click on the tab Impression , choose the printing options and click To print . To send the offer by email, go to the tab Send by email , fill in the fields and click on To send .

Page Fees for the service offer

The final product:


Example of express service offer (to print)

Four steps and you’re done.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274 ext. 120

Display of the amounts of a service offer

By Service offerings

The display of the amounts on your service offer is not as you wish? Several modifications are possible for a better result.

First, you should know that the amounts can be modified from two places, the Info tab and the Phases tab of the service offer.

Service offer

On the Service Offering Update (SOA) page, under the Info tab, first choose the overall structure of your document. You have three choices. Determine which one you like best. The section Display totals allows you to display the amounts for each phase, to see only one amount (the total) at the end of the offer or to put no total at the end.

Display of amounts

Then, on the Phases tab of the same page, determine if there are any exceptions to the rule and select the options you want .

For each phase of your ODS, there are different options for displaying the amounts. Choose the one that best suits your needs.
a) On each element: Amounts aredetailed on each element of the phase.
b) No amount displayed: The amounts are hidden on the service offer.
vs) Both : The amounts are displayed for the AND phase for each of its elements.
d) Do not calculate amounts : The amounts are displayed, but they are not calculated for this phase.
e) For the phase: A total amount for the phase is displayed on the ODS.

Price calculation

Then determine how you want the prices to be calculated.
at) Unique : The amount for this phase is calculated only once.
b) Monthly : The amount corresponding to this phase is calculated once a month.
vs) Annual : The amount is calculated once a year for this phase.

Page break

If necessary, force a page break to divide your ODS with the check box Page break after the phase . For example, if your phase 3 is on two pages and you want to see it on one page, you must check the page break for phase 2.

Hidden amount

Hide a phase of your ODS with thea Hidden checkbox. The phase does not appear when you send the document to a customer, but the amounts in the phase can still be posted to the calculation. In addition, this option can be useful when you want to take the phase into account in other Collabox operations.

Finally, find out about model service offers or express service offers.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Service offers with options

By Management, Service offerings

With Collabox, you can create service offers with options that can be customized according to your company’s needs.

The way of writing an offer of services and the services and products that one proposes have a very great strategic importance for the business development of any company. It is for this reason that the service offerings differ significantly from one company to another and we do our best to meet everyone’s needs. We have therefore added the options to the service offerings.

A catering service, for example, offers its client different options of accompaniment for the same menu. However, he does not necessarily want to include the client’s choices in the service offering so as not to overwhelm it, but he must all the same record them somewhere. Everything is then played under the tab Products of the service offer.

As usual, the caterer must select the products in his service offer. The difference is that the products for which they have not chosen the options will be displayed in red, while those for which they have entered their choices will appear in blue. It’s a little reminder.

Page Products of the service offer

In order to select the options, he must click on the product name in the list. A new window will open on them. It remains to check the choices that interest him, then click on Record .

Product options window Chicken breast…

He can follow the same procedure for each of the products. If he wants to create new options, he will have to go to the product list and add components to his product. Once the components have been created, the options window is automatically generated.

Procedure for creating options

Go to the module Accounting .

Collabox horizontal menu

Click on Products in the vertical menu.

Collabox vertical menu

Click on the name of the product you want to modify in the list, then go to the tab Components.

Page Elements for the product[nom du produit]

Fill in the elements of the grid.

In order to better find your way on this page, here is a description of the main elements that make it up:

  1. Drop-down menu under Component : used to select an existing product and define it as a component of another product.
  2. Pictogram : allows easy access to the component’s product sheet.
  3. # Family : groups the options. In an options window, there may be different options to select. For example, for a chicken dish, we could have a set of side options, which we would group together in family 10, and a set of dessert options, which we would group together in family 30. The numbers chosen do not matter. They are only used to create option groups.
  4. Max number of choices : determines the number of options that can be selected per family.
  5. $ Extra : Adds an amount for a particular option. For example, if the customer wants a gratin dauphinois instead of mashed potatoes and it costs $ 2 more, this is where the $ 2 extra is entered.

Interested in these new possibilities in the service offerings? Contact us to try it!

Service offer – Sales opportunity

By Service offerings, Your CRM

Create your service offers in Collabox and assign them a“probability of closing” or a“sales opportunity“. Depending on your needs, you will have access to one or the other of these options.

Probability of closing

When you fill in your service offer, the mandatory “probability of closing” box in the “Info” tab is displayed. This is for information purposes only, to enter a percentage based on the chance of closing or not closing the contract or sale. This gives you control over priority service offerings.

Sales opportunity

Use the Collabox CRM module to change the display from “probability of closing” to “sales opportunity”. The latter consists of a drop-down menu linked to the customizable opportunities of your CRM module.

First, select the desired opportunity status based on the parameters already established by your organization.

Then, if applicable, select an associated product.

Finally, check or uncheck the small box under the probability percentage to create a customer follow-up in your CRM.

Make sure you have a contact name for the opportunity to be assigned to.

Upon registration, a link to the opportunity will replace the checkbox. Click on it to go to the contact form.

Contact Form

Find the opportunity in the contact form. The tracking date is the delivery date of the service offering (SO). You can see the percentage of close and the name of the ODS. On the right, the amount sold corresponds to the amount of the service offer.

Service offers

By Digital transformation, Service offerings, Versions, Your CRM

Collabox has all the features to create your service offers and turn them into active projects.

Service offers in brief

The Collabox Service Offering module offers several advantages:

  • Automaticarchiving of your service offers in the project files.
  • Standardization of the presentation for all service offers, regardless of which employee prepares it.
  • Quick consultation and modification on all your devices.
  • Easy revision by the collaborators (the last version is kept on the server).
  • Customized PDF printing for quick delivery.
  • Production start-up and automatic assignments.
  • Creation of a Work order for internal production and allocation of hours to employees.

Create a service offer

Create your service offers from the “Management” tab in the main menu.

Then add a service offering to create a new one.

Several tabs will appear to customize the offer.

Infos

The “Info” tab is the general description of your service offering. Several elements must be filled out, including the name of the offer, the contact person, the context of the intervention and the mandate. It is important to link your offer to a project, which means creating one if you have not already done so. The offer and the project will automatically be in “submission” type.

Then fill in the remaining fields, such as delivery date, reference number or probability of closing (can be linked to the CRM module with “opportunity status”.

Phases

The second tab, “Phases”, corresponds to all the elements that must appear on your service offer. Prioritize your items and decide how the amount will be presented to your client.

Fees

The “Fees” tab is used to describe your phases. Identify the steps, assign an employee and a department, and indicate the number of hours expected to complete the phase.

Disbursements, revenues and notes

If necessary, also fill in the Disbursements, Products and Notes tabs. Manage project expenses more easily or forecast your products from your inventory. Notes are used to record a feature, a clause or the terms and conditions of your service offer.

Printing and sending to the customer

View your service offering under the “Print” tab. Select the desired option and click on the “Print” button. A PDF document will open with all the information of your service offer. If you work with products and need to print labels, the option is also there for you!

Finally, send your service offers directly from the Collabox. First select the “Email” tab, then fill in the appropriate fields. Compose your message, then select the desired attachment and signature options.

Collabox saves and classifies emails sent to clients when you use its internal messaging system. This makes it much easier to manage your customer follow-ups!

Please note that you can save your service offers on your computer at any time and send them in the traditional way via your company email without using the Collabox.

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Work on projects in submission

By Projects, Service offerings, Timesheet

It is common to work on projects that are not yet signed or in production, whether it is for the creation of a service offering or a meeting with a client. Collabox understands this need and that’s why it is possible for you to work on projects with an “in submission” status.

Project status

Divide your projects by “states” to maximize your organization and search for projects in your Collabox.

First, create a project via the service offering or directly in the list of projects “Add a project”. If the project is linked to a service offering (OdS), its status will be assigned directly to the project. The following are examples of states:

Then select the reports that are most relevant to you.

Status configuration

To set up your reports,first visit the “Organization” section in the “Preferences” menu at the bottom left of the screen.

Then click on the “Projects” tab to display the list of project types.

Select them according to your preferences. Don’t forget to save!

Time sheet – projects in submission

By default, the Collabox only allows you to fill in timesheets on projects in production. The configuration of reports by project for your employees is therefore essential. It allows your team to capture time on bidding projects, for example, or any other type of project.