prospects

Introduction

A prospect is a potential client or customer that has not yet agreed to purchase your products or services. Typically, the sales pipeline involves a process similar to the following;

• Add a prospect to Knack.
• Update their contact details for future reference.
• Quote the prospect.
• Follow up with the prospect.
• Either the prospect is not interested, and is disabled, or; the prospect wishes to purchase your products or services and is converted to a client.

Your process will vary from this depending on your company and procedures. Knack provides a flexible system that works for all companies.

Adding a Prospect

Add a prospect by going to clients > add prospect.

You will be requested to enter basic information, including the company or person's name. Pay attention to the name check to avoid duplicate entries.

Once you have entered the required information, you will be taken to the Prospect View, from which you can update the prospect's information or create quotes.

Find a Prospect

There are two options available for locating an existing prospect;

• Using the prospect list and filters.
• Using Smart Search.

Using the prospect list;

• Go to clients > view > prospects.
• This will open a list of all of your prospects.
• Find the prospect by scrolling down, or apply filters by clicking the "update filters" link.
• Click on the name of the prospect to open the Prospect View.

Using Smart Search;

• Click on the search icon at the bottom left.
• Start typing the prospect name or other contact information.
• When the prospect is found, click "view prospect" to open the Prospect View.

Prospect View

The Prospect View is the place that you will find all information relevant to the prospect;

• Critical details are listed at the top left, including who created the prospect and when it was last updated.
• Contact details are listed below the critical information.
• Actions taken, such as quoting, contacting and more, are listed in the actions tab.

Clicking or tapping the tracking tab will display;

• A list of emails sent to the prospect and whether they were opened.

Clicking or tapping the quote tab will display;

• A list of quotes made for the prospect.
• The option to add a new quote or edit an existing one.

Editing a Prospect

A prospect can be edited from one of three sections;

• Directly from the prospect list.
• From the Prospect View, by clicking "edit prospect".
• From the prospect menu, by clicking the menu button > edit prospect.

From the prospect edit popup, you can change;

• The company's name.
• The company price tier.
• The payment terms.
• The primary contact's name.
• The primary contact's email address.
• The primary contact's phone number.

Prospect Actions

Prospect actions can be anything that has happened to a prospect, including;

• Enabling or disabling the prospect.
• Quotes generated.
• Contact between your company and the prospect.
• Additional information received from the prospect.
• Uploading of important notes or files for future use.

Some actions are recorded automatically, such as when you generate a quote. Other actions can be recorded manually as and when you need them.

Using the Prospect Actions tab is the only way to record information against a prospect. Simply type what you need to and hit send.

Converting Prospects to Clients

You can convert any prospect in to a client by going to the Prospect View > convert to client.

When converting to a client, the following things will happen;

• All actions will be copied across.
• A new contact will be created and linked to the client.
• All quotes will be assigned to the new client.

If you issue an invoice on a prospect quote, the prospect is automatically converted to a client.

Disabling or Enabling a Prospect

A prospect can be disabled or enabled through the prospect menu. To complete this action;

• Open the Prospect View for the prospect you wish to enable/disable.
• Click the menu button > disable prospect OR click the menu button > enable prospect

Disabling a prospect will remove it from important lists such as creating quotes, and no user will be able to edit it unless it is enabled again.

Website Integration

Knack PRO accounts can integrate with a website to automatically capture leads and convert them to prospects. This automation feature makes it easier for sales teams and small businesses to keep track of leads and prospects, without all the manual work.

In order to set up your website integration, you must;

1. Go to clients > website integration.
2. Select a user to assign new prospects to.
3. Enter your website address. Website integration will only work with the website URL that you enter. You may also enter a website page (such as knackbusiness.com/contact).
4. Save your settings and copy your integration code. This code must be added to any pages on your website that you wish to capture leads from. Add it just before the end body tag. If you are uncertain about how to do this, we recommend contacting your web developer to help.
5. Once added to your website, update and check for lead submissions. You can come back to this step later if you need some time to implement the code.
6. Choose a field for each of the main prospect parameters (company, contact name, email address).

Any contact for submissions that happen on website pages with the tracking code installed will automatically be captured and converted to prospects. The full website submission will be recorded in the prospect actions tab,