5 Steps to Convert Prospects into Clients

Convert Prospects Neat Quoutes

Convert prospects into clients.

As a professional, it is not enough these days to be competent and reliable in your chosen area of specialization. You have a service to sell, a service that is being sold by hundreds or even thousands of others. In this crowd of sellers, you need to develop special skills and practices that will help you stand out and make the prospective client choose you over the competition.

What are those practices? To begin with, you have to start marketing your products or services. But marketing in itself is not enough. It’ll provide the visibility but not necessarily convert prospects into a long term client.

Acting upon the following 5 strategies will enable you to attract and convert prospects.

1. Act fast: Do not let the prospect who has enquired about your services turn cold on account of your slow pace of following up. A quick follow up creates an impression of care and promptness on your part; it allows you to warm yourself up to the prospect. The prospect has the luxury of choosing amongst a whole host of competitors. This means that little things that separate you from the competition assume significance. For example, a prompt following up on the prospect’s enquiries creates an impression that your service to him will be equally responsive.

2. Prioritize referrals: Referred clients are a rare breed. Why? This is because such clients have been convinced of your competence and professionalism even before you had the chance to meet them. The selling has already been done and all that remains is for you to live up to their expectation. If you fail to respond properly to the needs of such clients, you risk not only losing customers but  this will also reflect poorly on the source of your lead. You will lose out on future referrals.

3. Exercise judgment: Effective marketing of your brand means you’ll have the interest of a lot of prospects. While visibility is always good, you must take care to sort out the genuine clients from this sea of curious prospects. The best way to accomplish this is through rigorous follow up. You should devise a standardized questionnaire for interested prospects to tease out their specific needs, their previous engagement with other service providers, their ability to afford your services etc. This allows you to follow up effectively without getting bogged down.

4. Create database: An extensive database of prospects and clients is a goldmine you can excavate again and again. It’s worth categorizing clients on the basis of priority. That is, you label clients who need individual attention and personal meetings and the rest who can be dealt with through email. One of the benefits of a database is that it allows you to keep updating your clients about your latest news and achievements. Try using Neat Quotes from Layton Technology – not only does this speed up the production of sending client quotations it totally organizes the entire sales process and really is a powerful tool to help you convert prospects to clients.

5. Refer: From time to time you could find yourself too flooded with work to take up a new assignment. Or perhaps the new assignment is of no particular interest to you. Instead of turning such clients down, you should consult with your colleagues and professional acquaintances and refer the client to someone who might be interested in the assignment. This will increase your reputation within the professional circle as well as leaving the client feeling grateful for assistance.


How to Enforce a Sales Process

track prospects during sales process

Keep track of where prospects are in the sales cycle.

Implementing a well-defined sales process is crucial to long-term sales growth and the efficiency of a sales team. Without a formal procedure in place, salespeople can easily lose track of where they are in the sales cycle, fail to keep sight of prospects, and ultimately lose deals. While sales processes will vary from one company to the next, they usually include a few basic elements that follow the same pattern.

1. Product Knowledge

It’s important that salespeople are well versed on every product, but they should explain to customers the benefits of each product, not just the features. Each salesperson needs to be ready to explain these benefits when it comes to the sales presentation. Use a CRM tool that can include your product catalog, so that all team members can access this database for quick and easy quotations.

2. Prospecting

Searching for new customers is about knowing where to focus your attention. To distinguish between leads and qualified prospects, you need to build a profile of all your contacts. When everyone on the sales team can add important details about customers and prospects to a centralized database, it’s easier to get an overall picture of all your sales leads. A single system that can handle every enquiry and email also means nothing will get lost and you’ll never miss a potential lead.

3. Approaching Prospects

During the initial stages, it’s important to qualify prospects so you can tell if they’re able and potentially willing to buy your products. If you already have custom-built forms embedded on your website, you should include any questions that will help when approaching prospects at a later stage. This makes follow-up calls and emails easier, as you already know something about the prospect. In the same way, keeping detailed notes about prospects in the early stages of the sales process is key. With historical notes, you can track where prospects are in the sales cycle and determine the most effective times to make an approach.

4. Presentation

Too many sales people focus on explaining product features instead of focusing on the benefits to the client. Referring to call notes will help you tailor every presentation to your unique audience and make the most of this crucial stage of the sales process. Every salesperson should realize that they’re not just selling a product, but they’re also selling themselves and the company.

5. Addressing Objections and the Close

Many sales are lost because a salesperson fails to close a deal. At each stage of the sales process, it helps to imagine that you’re “selling” different things. In the early stages, the goal may be to get an appointment with a prospect. Later on, you may need to hold a meeting with several key people. Here, you are “selling” a meeting. Seeing the sales process in this way can make the whole process more manageable. Before closing a deal, most salespeople will have heard objections like “I need to think about it.” Make sure you have a set of answers prepared for every possible objection.

6. Follow-Up

Following up after sales have been completed and asking for referrals is key to a strong sales process, yet many salespeople neglect this crucial step. Keeping detailed notes in a centralized database is an important part of keeping relationships with customers alive. A CRM system with automatic call reminders means salespeople will never forget to follow up. Reminders can also be set up to prompt sales agents to call clients a set number of days after sending a quote.

It’s important that all team members are aware of each stage of the sales process. While there are no strict rules, there are some best practices that most businesses should follow. With a single system in place, salespeople can focus more on selling and less on administration. A simple-to-use CRM tool like Neat Quotes means every member of a team can keep track of important sales information, stay on top of all sales deadlines, and engage with customers more efficiently.


Is your CRM for Sales Reps Holding them Back?

Help your sales reps give them Neat Quotess

Is your CRM holding back your sales reps?

Picking the right CRM tool is key to boosting productivity. Some CRM systems are easy to use but lack the functionality, while other systems are so complicated, they take too much time to set up and maintain. It’s important to choose a CRM for sales reps that is specifically designed to support the sales process; this way, they will find it much easier to use and keep up to date throughout the sales cycle.

Some companies still use old systems that were developed in-house, utilizing word documents, spreadsheets, emails, and several other applications, where important information about customers and products can be hard to find. The key to increasing productivity is to find a CRM system that your salespeople will actually use.

More Than Just a Sales Management Tool

Some people still see CRM software as just a tool for sales managers to keep an eye on the activities of their salespeople. But when you’re using the right system correctly, it actually becomes an invaluable sales tool. Storing valuable sales data all in one place makes a system like Neat Quotes ideal for not only the sales team, but also finance and other departments. Email correspondence, contact details, activity records, and reminders are all held together in one neat package. It’s the ideal way to process sales enquiries through to completion and monitor your relationships with customers.

Why Choose a Cloud-Based CRM System?

Why not let someone else be responsible for the hardware and software and manage the updates and backups? If you don’t have cloud-based software, you’ll know how much time and resources are needed to maintain hardware platforms and software applications. Losing valuable sales data because of a simple computer malfunction can be disastrous for your reputation. Important client emails, proposals, telephone records all live in the CRM software. Can you really afford to risk losing this valuable data? With a cloud-based CRM sales system your team can access the system at any time, from any browser, device, and location. Furthermore, all things considered such as hardware costs and staffing resources, cloud-based business software costs considerably less than in-house software.

Boost Productivity With Dynamic CRM Features

If you want your salespeople to be more productive and not constrained by confusing or inefficient software, use a CRM system designed specifically for them. Does your CRM system help you achieve all of the following?

  • Capture more hot leads. You need to be able to create custom web forms to easily embed on your website and other online channels. This helps you build a list of qualified leads around the clock.
  • Track every email. When incoming sales emails are routed directly into the application, no one will ever miss an email. You can keep track of all correspondence from one location.
  • Quickly access your product catalog. When you can easily bring up your product database for instant quotations, it saves time and makes your quotes more accurate. Easily quote specifications, SKUs, prices, and even convert currencies. Up selling is also made easier.
  • Track your progress. Are all your quotations and contacts organized in order to see a complete overview of each sales cycle? When you can track live sales information, you have a much clearer view of the sales history and future sales opportunities.


Choosing the right CRM will help you capture valuable information about your customers and prospects, and build stronger customer relationships. The key is to ensure the software meets the needs of your salespeople. Find a system that people will use with enthusiasm and you can dramatically enhance sales efficiency and customer service, which ultimately translates to more profit.

How to Ensure Sales Quotations Are Created Quickly, Accurately and Delivered Instantly.

Neat Quotes delivers sales quotations instantly.

Create sales quotations quickly, accurately & deliver instantly.

Some sales people still rely on Microsoft Word and Excel to create client proposals and quotes, but in today’s competitive online environment, an increasing number of businesses are turning to new technology and software. The smart solution is cloud-based sales quotation software. It’s the most effective way to ensure your business can create and deliver quick and accurate sales quotations either in the office or remotely.

What Exactly Is Cloud-Based Sales Quotation Software?

The sales process relies on various streams of data and can be a complex operation, from capturing qualified leads, nurturing the lead and managing quotes, to closing deals. There are now numerous cloud-based sales applications to track and manage sales but not all include the ability to generate sales quotations.

Professional software, like Neat Quotes offered by Layton Technology, lets your team create, revise, send, and track multiple sales quotations with ease. Team members can also update information about future prospects, leads, calls, and sales, so that everyone is up to speed in real time. This enables your team to handle sales from the initial inquiry  to the close of every sale, all from one centralized location.

The Benefits of Using Cloud-Based Software for Sales Quotations:

While desktop applications or locally installed software can be useful, a  cloud-based solution can reduce maintenance overheads (there is no software to install and update), and a secure online location gives you peace of mind. Your team can also access the software from any location.

Increase Conversion Rates

Improving the speed and accuracy of sales quotations leaves a sales force free to explore more valuable leads through a variety of channels. The cloud-based software helps sales people track qualified leads from online advertising or email  campaigns reducing the need for cold calling, which is generally less effective.

Work More Efficiently as a Team

Whether you want to keep track of individual deals or the entire sales process, software like Neat Quotes enables users to see live data on all sales opportunities, meaning all the sales team can support each other to reach sales goals.

Save Time

Using a tool that is specialized for the task of creating quotes and proposals is a much more efficient and cost-effective way to handle the sales process. With automatic follow-up procedures and all communications, including email, in one place you don’t waste time searching or transferring information.  You also don’t waste time writing reports and you can reduce the need for regular meetings as all information is immediately available.

Easily Recommend Related Products

Sales reps can quickly create complex sales quotations by picking products or services from a customized online catalog. The software can be easily updated to include the latest product information so sales reps have all the relevant data at their fingertips in order to make quick and accurate quotes. You can also automatically include related product information to increase the number of up sells.

Works Across Multiple Locations

If you do business internationally, it’s important that your software is universal so it can handle multiple currencies and geographical locations. The sales team can easily update contact information so that quotes are dealt with using the correct currency and most relevant address.

The Bottom Line

With extra features that enable customers to engage with agents via sales quotations, and flexible payment options that simplify the sales process, cloud-based sales quotation software is revolutionizing the way businesses sell. It keeps everyone in the loop and helps reps spend more time closing sales and less time on administration.

Fewer Calls and More Sales Quotations.

Hot slaes leads increases the number sales quotations

Spends valuable time only on hot leads.

The Magic of Selling with Hot Leads.

Salespeople hate cold calling nearly as much as the people they call do. Both hate it for the same reason: it’s intrusive and a waste of time. Yet some companies still cling to this process for no good reason and certainly not because it’s sound business practice. So, what’s the alternative?

The alternative is simple: the salesperson spends valuable time only on hot leads. Hot leads are prospects who initiate the sales process by indicating that they are in the market for the product or service. The salesperson contacts such a prospect and closes the sale by professionally taking care of that person’s requirements. This system hinges on two strategies: empowerment and technology. It’s about empowering both the sales team and the customer by using computer software for records, analysis and monitoring, and the Internet for finding and processing good leads. Salespeople quickly input data about leads, calls, sales, future prospects etc, on the fly. The computer system such as Neat Quotes keeps track of follow-ups and appointments and sends sales quotations to customers allowing them to respond or comment directly on the quote. Sales managers extract data in real time whenever they wish, so the sales people don’t waste time writing reports and attending meetings. This raises the obvious question: Specifically, how does a company use technology to get hot leads?

In a big company, this job is carried out by the marketing department. In a small operation, it’s usually done by the salespeople. In both cases, instead of cold calling, energy is channelled towards building lists of hot leads via advertising, P.R. and targeted mail shots. When salespeople contact those leads, their calls-to-sales conversion rate is likely to be at least sixty percent. The ratio achieved by cold calling is usually between five and fifteen percent. A good example of relatively inexpensive hot lead generation is Web advertising through companies like Google. Ads appear beside content that is related to the service or product being advertised: an advertisement for travel insurance would appear beside a newspaper article about an exotic vacation location. The reader who clicks on such an ad is already interested in the product on sale. The reader becomes a hot lead if he or she goes a step further and contacts the insurance company for more information. A successful sale is likely even before the salesperson becomes involved.

This success is achieved not only because the lead is hot, though that’s vital, but also because the salesperson is empowered by the very fact that the lead is hot. This motivation is the difference between mediocre sales results and very good sales results. A third factor ensures that this process is significantly more successful than cold calling: In a hot-lead environment, on one side is a salesperson who’s highly motivated because he knows that on the other side is a customer who wants to buy from him. As a result, he’s relaxed and has no need to pressurize the customer; the customer too is relaxed because he feels under no pressure. Compare that to cold calling where, from the start, the prospect is unlikely to buy, and resents being harassed by a salesperson who’s well aware of that fact and is demoralized as a result.

What Makes a Good Salesperson?

Online sales tracking with Neat Quotes

The fundamentals of selling are a set of skills honed over time.

Selling requires a multitude of skills and traits; traits such as initiative and ambition. From entry-level sales positions to executive sales and marketing roles; the attributes necessary of a sales professional will distinguish between a successful salesperson and one that toils in mediocrity, failing to reach their goals, and struggling to land deals. The fundamentals of selling are a set of skills honed over time, through practice and refinement, that can enable people from all walks of life to reap the lucrative benefits of selling effectively and efficiently.

The difference between an ordinary salesperson and a stellar sales superstar is based on skills, attitude and commitment but also on the tools at a salesperson’s disposal, which can maximize their sales expertise. The support a salesperson has at their disposal is the key to rising above the average seller to achieve new heights of performance.

There are several ways in which a sales professional can receive the support they need to produce extraordinary results. These include:

  • Quick access to comprehensive data related to the products and services the salesperson provides
  • A format for tracking stages of the sales process
  • Overview to ensure benchmarks are achieved
  • The ability to communicate efficiently with clients and other partners within and outside the firm

Creating a system whereby sales staff can have access to these vital tools is paramount. Operating without all of the advantages of a proper system means lost sales opportunities.

Neat Quotes Sales Management Software offers a unique benefit of combining all that is required of a proper support system to sales professionals across the sales and marketing spectrum. Regardless of your industry, online sales tracking with Neat Quotes offers the structure that will enable you to engage effectively with clients, turn inquiries into sales, and maintain customer support functions that foster repeat business and revenue-generating referrals.

Here’s how:

Neat Quotes is sales management software that allows you to track all aspects of your sales process with each client you serve by providing a single source for all of the information relevant to your products and services. Sales professionals are able to access detailed descriptions, client preferences and related services aimed specifically at the needs of each customer, as well as reminders to keep you up-to-date on client commitments and time-sensitive aspects of your sales approach.

Alternatives to Neat Quotes often fail to provide the easy-to-use and comprehensive data a salesperson needs to respond quickly and accurately to a customer inquiry. Larger CRM systems can require salespeople to spend more time on unnecessary  tasks or time-consuming activities when a simple and more automated approach is what is required. Since time is money, any delay in fulfilling a request or inquiry from a potential client is unproductive and a chance your client could seek assistance elsewhere.

The amount of hard work you’ve done in refining your sales technique should be complemented by the right tools, which will help you perform more effectively. Neat Quotes provides the level of support you deserve and will prove to be an indispensable ally in achieving the best sales results of your career.

5 Common Pitfalls to Avoid when Working with your Sales Prospects.

Avoid losing sales prospects with Neat Quotes

Neat Quotes offers a Dashboard to monitor all sales activity

Sales is a numbers game, this much is true. Some sales prospects will turn into customers, and some simply won’t. You can however drastically increase your chances of closing deals if you avoid some of the common pitfalls that salespeople fall into almost everyday.

Pitfall #1 Focusing on benefits that aren’t all that interesting to a client

Most product sales today are about providing solutions to customer problems. A lot of salespeople get so excited  promoting all the benefits of their products that they never stop to listen and figure out if any particular set of benefits are applicable to a client. Listen first, and then sell the benefits of your product that satisfies the needs of your client. You can add the other benefits later when you are approaching the close.

Pitfall #2 Selling to the wrong people

A common mistake that many rookie salespeople are guilty of is spending their time selling to the wrong people in an organization. Finding out who the influencers are is the first step in every successful sale. Ask yourself – Who does everybody go to when there is a problem at your customers workplace? Chances are that the person’s name that pops up is also the person the bosses look to for advice when purchasing new products. If you can convince the people on the ground that your product will make their work easier when you finally pitch to the bosses.

Pitfall #3 Asking for the close too soon

The common saying in most sales rooms is ABC or Always Be Closing. The problem with this approach is that it instills the mindset in a salesperson that closing the deal is more important than solving the customer’s problem. Make sure that you sell your customers on the benefits of the product/service that you are marketing and then ask for the deal. Solving customer problems lead to repeat business and sustainable relationships.

Pitfall #4 Neglecting the customer relationship until you need to sell them a new product or service

After making a sale with a customer, follow it up a couple of days later to find out if they’re happy with their purchase. This gives you the opportunity to alleviate customer concerns and strengthen the relationship. It is important to maintain contact at least once a month, quarter or year depending on the product that you are selling.  Use sales prospect tracking software that assists you and makes you more efficient and productive, like Neat Quotes from Layton Technology, Inc.  This gives you the opportunity to up-sell and an edge when you are selling a new product or service to them later down the line.

Pitfall #5 Sticking to a client to long

Some customers are simply not worth pursuing. They waste time, money and effort. A common mistake that salespeople make is believing that they can sell to any prospect. You can’t, doesn’t happen that way. Sticking to a client that can’t afford your product, doesn’t need your product or isn’t interested wastes valuable time that you could have spent chasing after warmer more inviting sales leads.

Sales Lead Tracking Should Fit Your Sales Team.

Sales Lead Tracking Software

Move your Leads to Prospects to Customers to Sales

The ability to track your company’s sales is essential to help you identify sales trends and make accurate predictions for the future of your business. Sales tracking software can make this task easier for your entire staff. However, not all software is designed with a sales team in mind.

Choosing the right sales lead tracking  software ensures your sales force can use the data and track their leads more effectively without navigating through unnecessary features meant for other uses.

Streamlined Features

Sales lead tracking should be a fluid process that moves leads to prospects to customers to sales. As you consider the use of sales tracking software for your business, look for one that offers streamlined features that make its use easier for your sales staff. Any member of your team should be able to quickly find information on the number of prospects they are working with, how many sales they have made, and how many were lost. This data can help you and your team evaluate the processes that work and identify those that don’t.

Effective Sales Tools

A successful sales management application offers compelling tools to give your salespeople more power in the field. For instance, once a member of your sales team reaches a prospect, it is important to maintain contact as the prospect weighs their options. Quality sales lead tracking software will automatically issue reminders to follow up at set intervals. This software should also offer the ability to integrate emails and web forms, as well as templates that can easily be configured to match a potential customer’s needs.

Easy to Learn and Use

Your sales staff spends a significant amount of time reaching out to prospective customers and interacting with them with the goal of building viable long-term relationships. The amount of time they spend on tasks, such as crafting business proposals and conducting research, can take away from this relationship building. To ensure your sales staff can spend more time on interaction with their customers and less on other essential tasks, your sales tracking software should be easy to learn and use.

Smart Accessibility

For many companies, the sales staff isn’t limited to working in the office. Some people work from home, while others travel to generate more sales. When choosing a management application designed for sales, your staff should be able to access sales tools and data from any location with an Internet connection. This can make your sales team more effective in the field.

Look for a tracking solution designed with sales in mind. The right sales management application will provide your team with easy-to-use tools to make them more efficient. With flexible accessibility options, your sales team can focus on selling and become more successful in lead conversions.

If your company is looking for sales tracking software to make your sales team more effective, contact us. We offer an easy-to-learn, streamlined solution that will give your sales team the clear advantage.

Five signs that you’ve outgrown your sales proposal system.

How to spot when you have outgrown your sales proposal software

It may not be this obvious you have outgrown yours sales proposal software

When your sales representatives are using a sales proposal system that’s outdated,  it’s difficult for them to prepare timely and accurate proposals. Customers are disappointed and deals are lost.

Be on the lookout for a few key signs that you’ve outgrown your current system:

Responses are slow:   Sales reps using outdated solutions scramble to collect the information they need to prepare a sales proposal, hunting for product and pricing information.  While the reps are searching through paper forms, Word documents, email, spreadsheets, and sticky notes, the customer selects another vendor or puts off their purchase entirely.

Responses are inaccurate:   Sales proposals created with outdated homegrown systems make it difficult for salespeople to retrieve up-to-date information on products and customers’ purchase history.  The result:  proposals are inaccurate and don’t meet the prospect’s requirements.

Responses are inconsistent and unprofessional:  An outdated system makes it tough to prepare sales proposals that are consistent.  They look different from one rep to another, and from one deal to another.  This lack of consistency doesn’t present the kind of professionalism that inspires confidence and wins deals.

Deals fall through the cracks:  With an outdated system, sales representatives who are busy juggling a full pipeline of opportunities can let crucial details fall through the cracks.  Deadlines and commitments are missed and deals are lost.

Sales managers are caught by surprise:   Homegrown systems can hide critical information from sales managers.  They can’t see when deals are at risk and need special attention.  Working in the dark, they can’t provide support when it’s needed, track the pipeline, and create accurate sales forecasts.

Five Signs You’ve Outgrown Your Old Sales Proposal System discusses these problems with homegrown systems.  It also offers guidance on how to select a more effective, automated sales proposal solution.