Salesman

Introduction

Salesman is a

1. Lead management platform that helps businesses track and manage their sales leads effectively.
2. agent coordination platform that helps businesses manage and coordinate their sales agents and the leads they are working on.
3. payout-unit tracking platform that helps businesses track and manage the payout units earned by their sales agents based on the leads they have worked on.
4. customer relationship platform that allows customers full visibility into the sales process, including the ability to track the status of their leads and communicate with sales agents.

Features

• Multi-tenant architecture: Salesman is designed to support multiple businesses, allowing each business to manage their own leads, agents, payout units, and customer relationships within a single platform.
• Cost effective design: supports multiple businesses on a single VPC, reducing infrastructure costs and simplifying management for small and medium-sized businesses.
• Minimalist design: Salesman focuses on providing essential features for lead management, agent coordination, payout-unit tracking, and customer relationship management, without unnecessary complexity or bloat.
• Ease of onboarding and user-friendly interface are prioritized to ensure a smooth experience for businesses and their customers.

Concepts

Organisation

An organisation represents a business that uses Salesman to manage their sales leads, agents, payout units, and customer relationships. The leads and agents of an organisation are isolated from other organisations, ensuring data privacy and security. Organisations can customise their own email server, email templates, commission structures, product catalogues and other settings to suit their specific needs and preferences. Each organisation has a single root user who has full administrative privileges and can manage the organisation's settings, users, leads, agents, payout units, and customer relationships.

Root user

A root user is the primary administrator of an organisation in Salesman. They can have full access to all features and settings of the organisation, including managing users, leads, agents, payout units, and customer relationships. The root user has all the privileges of an admin user with the addition of:

1. Access to organisation settings, which include:
   1. Email server settings of the organisation
   2. Email templates of the organisation
2. Access admins users management, which include:
   1. Inviting other admin users to the organisation.
   2. Managing existing admin users, including updating their roles and permissions.

Admin user

An admin user is a user within an organisation in Salesman who has administrative privileges. They are the users who are responsible for managing the

1. Product and commission structures of the organisation
2. Payment verification from customers
3. Payouts to agents
4. Managing leads and agents within the organisation.

Agent user

An agent user is a user within an organisation in Salesman who is responsible for working on sales leads.

1. They can view and manage the leads assigned to them
2. Add their own leads to the system
3. Manage the workflow of the leads they are working on, including updating the status of the leads and communicating with customers.
4. Send quotation, invoice and service agreement to customers.
5. Onboard customers to the platform and manage their relationships with customers.

Customer user

A customer user is a user within an organisation in Salesman who is a potential buyer or client of some products or services offered by the organisation.

1. They can view the marketplace for products and services offered by all organisations on the platform
2. They can view details of the products and services offered by different organisations, including pricing, features, and reviews.
3. They can indicate their interest in a product or service by submitting a lead to the organisation offering it.
4. They can track the status of their leads and communicate with sales agents assigned to their leads

Workflow overview

1. An organisation is onboarded with a root user who sets up the organisation's settings, including email server settings, email templates, product catalogue, and commission structures.
2. The root user invites admin users to the organisation, who then invites agents to join the organisation and adds leads to the system.
3. Agents can add leads to the system as well, and will work on leads assigned to them by updating the status of the leads and communicating with customers.
4. Agents will reach out to customers (NEW -> CONTACTED)
5. Agents will then attempt to close the deal with customers (CONTACTED -> NEGOTIATION)
6. Agents will send a quotation to customers (NEGOTIATION -> QUOTATION_SENT)
7. Customers will review the quotation and either accept or reject it (QUOTATION_SENT -> QUOTATION_ACCEPTED/QUOTATION_REJECTED)
8. If the quotation is rejected, the QUOTATION_REJECTED status is equivalent to NEGOTIATION, and agents can continue to negotiate with customers and send new quotations until a quotation is accepted or the deal is lost.
9. If the quotation is accepted, agents will send an invoice to customers (QUOTATION_ACCEPTED -> INVOICE_SENT)
10. Customers will review the invoice and either accept or reject it (INVOICE_SENT -> INVOICE_ACCEPTED/INVOICE_REJECTED)
11. If the invoice is rejected, the INVOICE_REJECTED status is equivalent to NEGOTIATION, and agents can continue to negotiate with customers and send new invoices until an invoice is accepted or the deal is lost.
12. If the invoice is accepted, agents will send a service agreement to customers (INVOICE_ACCEPTED -> SERVICE_AGREEMENT_SENT)
13. Customers will review the service agreement and either accept or reject it (SERVICE_AGREEMENT_SENT -> SERVICE_AGREEMENT_ACCEPTED/SERVICE_AGREEMENT_REJECTED)
14. If the service agreement is rejected, the SERVICE_AGREEMENT_REJECTED status is equivalent to NEGOTIATION, and agents can continue to negotiate with customers and send new service agreements until a service agreement is accepted or the deal is lost.
15. If the service agreement is accepted, the deal is will await admin approval (SERVICE_AGREEMENT_ACCEPTED -> AWAITING_APPROVAL). Any further document upload such as payment proof will also be in this status.
16. Admin will review the deal and either approve or reject it (AWAITING_APPROVAL -> APPROVED/REJECTED)
17. If the deal is approved, the payout unit for the deal will be reflected on the payout units page of both the agent and admin users.
18. The admin can process payouts in bulk or individually, and the payout status will be reflected on the payout units page of both the agent and admin users. The admin can also upload a payout proof for the payout of the batch of payout units.
19. All this while, customers can track the status of their leads and communicate with sales agents assigned to their leads through the customer portal.

Summary of workflow statuses

1. NEW: A lead has been created but has not been contacted by an agent yet.
2. CONTACTED: An agent has reached out to the customer and made contact.
3. NEGOTIATION: The agent is in the process of negotiating with the customer to close the deal.
4. QUOTATION_SENT: The agent has sent a quotation to the customer for the product or service they are interested in.
5. QUOTATION_ACCEPTED: The customer has accepted the quotation sent by the agent.
6. QUOTATION_REJECTED: The customer has rejected the quotation sent by the agent.
7. INVOICE_SENT: The agent has sent an invoice to the customer for the product or service they are interested in.
8. INVOICE_ACCEPTED: The customer has accepted the invoice sent by the agent.
9. INVOICE_REJECTED: The customer has rejected the invoice sent by the agent.
10. SERVICE_AGREEMENT_SENT: The agent has sent a service agreement to the customer for the product or service they are interested in.
11. SERVICE_AGREEMENT_ACCEPTED: The customer has accepted the service agreement sent by the agent.
12. SERVICE_AGREEMENT_REJECTED: The customer has rejected the service agreement sent by the agent.
13. AWAITING_APPROVAL: The deal is awaiting admin approval after the service agreement has been accepted by the customer.
14. APPROVED: The deal has been approved by the admin after the service agreement has been accepted by the customer.
15. REJECTED: The deal has been rejected by the admin after the service agreement has been accepted by the customer.
16. CLOSED: The deal has been closed, either successfully or unsuccessfully, after the service agreement has been accepted by the customer and reviewed by the admin.