Monster Spreadsheet Pitfalls: Why Replace Excel with CPQ?

Lurking in your sales quoting process is the monster spreadsheet. It’s big, cumbersome and sometimes unruly. You’re team has been using this manual system to create quotes for so long now that [...]

2d3a7d87ad99eb86e1058be3c656b1bd

Lurking in your sales quoting process is the monster spreadsheet. It’s big, cumbersome and sometimes unruly. You’re team has been using this manual system to create quotes for so long now that it’s hard to imagine doing it another way.

The Excel whiz that created your quoting spreadsheet system probably thinks it’s like a hand-built Ferrari engine. He is proud of it, but it’s admittedly complex. Of course this provides some job security because he is likely the only one who can maintain the monster. Your sales people may also be comfortable – very few people like change – even though the manual configure, price and quote process is time-draining and error-prone.

Maintaining the status quo, because your team is used to it, is not always what’s best for your business. Despite being the industry standard for spreadsheets, Excel has clear drawbacks when it comes to creating sales quotes. There are some things Excel simply can’t do for sales users.

1.Setting rules. Adding new rules can be a cumbersome process. The formulas and tables can be very confusing for someone who is not updating the spreadsheets daily. So, generally, a sales department relies on an Excel guru to administer the quoting system and maintain the rules. In many organizations it takes days and lots of testing to get new rules working correctly and to make sure the rest of the rules still work too.

2.Quote approval. A big pain point for many organizations is getting the quotes out the door. Because sales users need to gather information from disparate pricing sheets and input them into the quoting spreadsheets, the organization spends more time on quote approval. Did the rep use the latest pricing sheet? Did the rep correctly select the right combination of options and service plans? Is this a special price request that needs additional approvals? Manual quoting requires manual verification of accuracy and approvals that slow the process.

3.Scalability. As businesses grow, their product and service offerings grow with them. Thus, their quoting spreadsheets keep growing and growing. For complex products and recurring services, manual quoting eventually becomes impossible to sustain while delivering accurate quotes to prospects.

4.Maintenance. Relying on one Excel whiz to maintain your configure, price and quote spreadsheets is a disaster waiting to happen. If the whiz is unavailable or on vacation, then peers will likely struggle and may be unable to figure out the calculations or unlock the spreadsheet to make updates. There is also the risk that your organization may not be able to access your spreadsheets on shared network drives because they were accidentally deleted, not backed up, or the network drive was unavailable.

5.Real-time data. Another downside of the cumbersome, manual quoting process is that you can’t see your sales funnel. Sales managers have little or no visibility into the history of quotes that reps or channel partners send to prospects or what’s in the pipeline. Without some intense custom reporting and an individual dedicated to generating these reports on a regular schedule, you’ll be hard pressed to link your quotes with an opportunity, so you can see value of your deals today.

We understand that sales organizations and administrators can view their Excel system as a security blanket of sorts. But it’s this false sense of security that slows down your quoting process and puts deals at risk. Cloud-based CPQ software can liberate your sales team from the spreadsheet monster, so you can maximize the value of every sale, quickly.

Learn more about what you can do with automated CPQ solutions and how to capture more revenue faster.

What’s in store for CRM for 2014?

Over the past few weeks, I’ve seen a number of predictions put forth in the CRM space. As pundits look into their crystal balls, it’s no surprise to see them home in on the “Internet of Things” [...]

revvy

Over the past few weeks, I’ve seen a number of predictions put forth in the CRM space. As pundits look into their crystal balls, it’s no surprise to see them home in on the “Internet of Things” particularly after Salesforce CEO Mark Benioff announced his vision for the “Internet of Customers” whereby every Internet-connected device becomes a touch point for connecting with customers.

CRM tools will certainly advance as consumer devices are increasingly Internet-connected. That’s definitely where we’re headed in the long run. But from a shorter-term perspective, two things stand out to me as absolute certainties for CRM in 2014.

Mobile becomes the norm—anything less won’t be good enough

First, anything not built for mobile will be left behind. Companies have come to terms with the bring your own device (BYOD) phenomenon after consistent demands from employees. As a result, companies have either allowed staff to bring their own tablets and smartphones or opted for a choose your own device strategy, in which the company issues the device of choice to the user. In fact, Gartner has said that by this year 30 percent of sales organizations will issue tablets as the primary device for sales staff. With iPads and Droids in hand, users won’t embrace any systems or processes that can’t be done while mobile. Whether it’s an off-the-shelf tool or a homegrown custom application, every new CRM undertaking will count mobility as a core requirement.

In addition to mobility, usability will be a key driver to adoption of new CRM applications. If it doesn’t make the process easier for sales teams, they won’t use it. Forcing sales teams to use a cumbersome legacy in-house system will no longer work. With SaaS solutions a click and a credit card away, it’s easy for business managers to go around the company system that fails to meet their needs and get what they truly want.

CPQ steps into the limelight for CRM

We’ll also see more of the sales process benefit from automation. Most organizations continue to lack a unified view of customers that includes current and past quotes, contracts and transactions. They still live with the manual inputs and lost cycle time spent crafting quotes for products and services. This translates into longer sales cycles that lose deals and lack visibility into workflow and contracts. For the rest of 2014, this will change and we’ll see a surge in organizations connecting their CRM systems with configure, price and quote (CPQ) processes.

By automating CPQ, companies can maximize return through contract management and provide sales teams with an end-to-end view that allows for execution of cross-sell and up-sell opportunities and minimizes costly errors. Ultimately, linking CRM and CPQ will increase the value of every customer relationship.

Stronger software solutions for automating quoting and contract management are now available and will fill a void on the technology front. However, it’s not necessarily the technology that is driving CPQ into the limelight and stimulating change. Rather it’s the customers’ requirements for better service. Overall, businesses are increasingly reshaping their perspectives by putting themselves in the shoes of their customers. They’re asking right question—how does the customer want to do business?—instead of forcing the company’s outdated processes on customers.

In the case of CPQ, customers demand that businesses be more responsive and CPQ systems provide the sales force with the tools they need to make the sales process easier on their customers.

The customer experience is the common thread among each and every evolution that has taken place and will take place in the CRM space; in 2014 the customer will continue to drive significant change.

What do you think will be the biggest change to CRM in 2014?

Manual Quoting Risks Closing the Deal

When was the last time you wanted MORE risk, when trying to close a deal? Many sales organizations fail to realize that by continuing to employ manual processes for quoting, they are accepting [...]

revvycartooon

When was the last time you wanted MORE risk, when trying to close a deal? Many sales organizations fail to realize that by continuing to employ manual processes for quoting, they are accepting unnecessary risk.

A manual process generally incorporates the collection of spreadsheets, product sheets, and then painstakingly building a quote document. Generating this quote involves multiple steps, all of which drain time and resources that could otherwise be used for more selling. The typical process calls for the salesperson to determine the customer’s needs and then relay this information to pricing and sales support staff that generates the quote using spreadsheets. Before the quote goes to the customer, the salesperson must first obtain internal approval from his boss who may review the quote immediately or may sit on it for a couple days, depending on his schedule. Finally, the quote is ready for the customer, or is it?

While a manual approach to quoting may save the company money on software, it falls short in a number of ways that can put closing the deal at risk.

Costly Human Errors

A manual quoting process is a recipe for eroding profits and damaging sales rep credibility. Most sales organizations have a complex combination of products and services that they need to quickly and accurately quote to customers. However, a manual process relies on people taking into account endless pricing variables—products, packaging, bundling, discounts—that sales teams can often misquote. There’s nothing to prevent mistakes other than the human eye catching an error.

There is also missed opportunity in up-selling and cross-selling, as most often the salesperson is not creating the quote in the CRM system. A manual process is cumbersome for the salesperson to work through different scenarios for up-selling and cross-selling complementary products or services.

<>Lost Cycle Time

In the quoting and proposal stage, manual processes are a road block that slows down the sales cycle. There is often more than one price sheet to hunt down and discounting rules can be unclear. Data sheets to support the quote are held in disparate file stores, draining even more time. Product offerings also change constantly and salespeople cannot be expected to be well-informed about a product list containing thousands of SKUs that change daily. Manually configuring the quote to include the correct components requires that salespeople hunt down the right SKUs, verify the components are compatible and confirm that each required component is specified, which adds unnecessary time to the sales cycle.

In addition, each quote must be reviewed and approved to ensure there is not too much discounting and there is enough margin health. The quote cannot be sent to the customer without every item being approved. And, while a quote goes through your internal approvals, the customer is left waiting and your competitors have time to enter a bid of their own.

In short, a manual quoting process not only leaves money on the table, but it also leaves customers feeling less than satisfied. And a potentially unhappy customer is a risk you can’t afford.

Today, there’s something you can do about it. Cloud-based software solutions make it easy to automate the error-prone and lengthy manual process for generating quotes. Automating configure, price and quote (CPQ) processes enables your company to reduce risk and earn more money from new prospects and existing customers.

Your sales department is charged with generating your revenue and it makes sense to improve their efficiencies and make sure every choice they make is correct, compatible and profitable.

Learn more about what solutions like REVVY CPQ can do to automate everything in your quoting process.

Hello World!

Welcome to REVVY. Today marks a milestone on this journey of passion and creativity that a group of us from Model N decided to embark on. We set out with this question: Why should business [...]

revvycpq

Welcome to REVVY. Today marks a milestone on this journey of passion and creativity that a group of us from Model N decided to embark on. We set out with this question: Why should business software be so hard to use? Our personal and consumer experiences online are filled with intuitive and pleasing websites. I never read a manual or attended training to shop on amazon.com, and I’m always amazed by the aesthetics of gilt.com. Both of these websites combine beautiful experiences with deep commerce functionality.

Well, we decided that we can do the same for business software. Thus REVVY was created. We took our cues from the best consumer and business software available. But that wasn’t all…business software needs to provide real business value. We asked our intended users what’s important and listened. We shared our prototypes and listened some more. We conducted user testing and listened even more. We took it all in and build REVVY CPQ.

So here we are, ready to share REVVY with all of you. And we’re still listening intently….

Hello world!