Proposals and Quotation

Proposal/Quotes (Current) 

You can send a lead a quote via email using the inbuilt features in Hamlet.

This is a fast way to propose a set of costs to a client without the need to leave the Platform.

Staff can achieve this by:

Step 1: Complete Member Details

Click the quote icon on a lead profile, and it will start the quote construction process. Most general details should be already present in this step, but complete the information relevant to the lead requirements.

Step 2: Complete Membership details

• Membership Type - relevant to whether the lead is a Local (full-time), Virtual or Casual (e.g., meeting rooms/day pass only)
• Membership Level  - Select a relevant membership level according to the product the lead is interested in
• Arrangement = quote
• Start date = proposed start date (can be adjusted later)

Step 3: Item detail and special conditions

Adding Items

Add any items by clicking the ‘add item’ button. 

Prices for most items are already set in the inventory but can be overwritten manually in the amount field.

Note: Inventory Prices are GST-exclusive.

Discounts

Discounts can be added on any item with the discount feature, via percentage or via an amount. You can also select ‘ongoing’ for a perpetual discount, or an et date to end the discount.

Continue to add items until all items are present.

Adding deposits

Deposits can be added by clicking ‘add item and selecting the ‘other’ category.

Add the custom deposit amount manually.

Adding attachments 

You can add an attachment such as images or a PDF with information about the location or product. Note to keep file size down below 10MB in attachments to avoid having deliverability issues.

Step 4: Send quote and acceptance of a quote

Sending: Once the quote is ready, you can send it to the lead using the ‘send’ action. This will send the detail to the lead in an email and make a note on the message area of the lead profile.

Example: 

Quote acceptance: Leads are encouraged in the messaging of the email to reply directly to the sent email to accept the quote, and the email will be the evidence message area of the lead profile. 

Else if a verbal acceptance is agreed, a note should be made in the profile of the details.

Step 5:  Send to PandaDocs to create agreement 

1. Using the ‘action’ to send to Pandadoc will send all the data to create a PandaDoc agreement.
2. This will pass all key lead data that has been completed on the lead profile within the three stages of constructing a proposal above (Billing items included).
3. A link will be posted in the message area of the lead, which links to the respective agreement created within PandaDoc.
4. Managers should then receive a notification to review the agreement.

Step 6: Panda Docs

Once a document is created in Panda Docs, an alert should be sent to the respective managers who are to review the newly created agreements.

1. Managers can review the agreement and add/edit any details.
2. Once the agreement is finalized, managers should use the Send button to ‘share via link’ in panda docs to get the respective link for this agreement.
3. Managers can then paste the link in Hamlet as an internal note in the respective lead profile message area and make an internal note to the Office manager that it is approved for sending.

Step 7: Sending the agreement 

1. Office Managers can copy the Panda Docs link for the agreement of the respective lead sent from their manager.
2. Staff can click the envelope icon to create an email and select the ‘Send Agreement’ template.
3. Highlight the text that you want the lead to click and click the ‘link’ icon to paste the agreement link. This prompts the lead to ‘click’ to review the agreement and sign.
4. Send the agreement to the customer via email (a copy of this will be made in the lead account) 
5. The customer will then receive the email and review the agreement, which they can sign or reply to the email to communicate further.
6. Once an agreement has been signed, managers will get a notification in Panda Docs and can alert the office manager that onboarding to a member can commence.