Sales Process

Prospecting / Lead Management 

Inbound Leads 

• Inbound Leads are directed to the SDR Team to be qualified. Qualified Leads are then forwarded to the Team Lead to distribute via Round Robin.  

• The SDR Team will create the HubSpot Deal and assign to the Team Lead. Once assigned to a rep, the Team Lead will allocate the rep as the Deal Owner 

• The exception to this process is Upsell Opportunities for Existing Customers that are submitted via the Sales Escalation Form. These opportunities are to be actioned directly by the Account Manager.  

Prospecting for New Business 

• Prospecting must begin with a phone call 

• 90 Day rule based on last connect/Meeting 

• 30 Day rule from NA 

• Team shared lists, cannot claim list - Lists to be stored in shared Eagle Prospecting Folder

KPIs – 5 Calls / day

 
Prospecting for Upsell Opportunities 

• LTC + SKU Updates (min 2 per day) 

• Eagle Contract Renewal with Agreement 

• Follow Up template TBC

• Specific Module Runs 

New Business Process 

• When a new lead comes in 

• Call Immediately 

• If no answer, leave VM and send ‘Eagle New Lead Follow Up’ template 

• If specifically instructed to call at a later date, send text confirming you’ll contact on that date, log activity in HS

• If not qualified, Closed Lost – Not Qualified 

• If demo booked, send meeting invite for Teams Meeting’ and Update Deal Stage to Qualify 

• After a Demo/Meeting is completed

• Mark the meeting as ‘Completed’ in HS

• Log Demo notes 

• Start ‘Eagle -Demo Completed’ Sequence 

• Update Deal Stage to Develop 

• Agreement Sent (BDM - New Client - Online Agreement Template ) 

• Agreement accepted (Sales - Thank you for returning signed agreement )  

• Handover process via Process St

Account Management Processes 

Downgrades 

Ensure the Recurring Revenue Deal Type is set to downgrade.

Enter two line items on the deal, both using the 'Existing Eagle Subscription' SKU.
For one line item, enter the current subscription amount in the Unit Discount section.
For the other line item, enter the new subscription amount as the price. 

Cancellations 

If Reason = Cost / Dissatisfaction / not using / change of business operations

Hubspot LTC Conversions Process – Eagle / Vault  

October 2023 

Definition; Converting existing revenue currently on month to month agreements to longer term agreements greater than 12 months. Please note that renewal rates are only paid on agreements 24 months or longer. MRI generally has contract terms of 12/24/36 month. Standard term is 36 months. In some cases, contract terms may be 5 years.  

Process in Hubspot; 

Scenario 1; Converting month to month contract to longer term contract with no change to existing revenue; 

• Deal type is ‘renewal’ in Hubspot 

• ‘LTC’ box ticked in Hubspot 

• If 24 months + agreement, renewal rate paid on existing revenue secured  

• Zero bookings given the client is continuing current spend on termed agreement  

Scenario 2; Converting month to month contract to longer term contract with additional revenue ie. client continuing current spend, yet adding new module to termed agreement for the first time with additional spend; 

• Deal type is ‘upgrade’ in Hubspot 

• ‘LTC’ box ticked in Hubspot  

• Existing revenue SKU line item (‘Eagle existing subscription’ or ‘Vault existing subscription’) MUST be added with exact current spend excluding upgrade amount 

• If 24 month + agreement, renewal rate is paid on existing revenue secured  

• If 12 month + agreement, net new rate / bookings paid for the additional spend secured   

Scenario 3; Converting month to month contract to longer term contract with reduced revenue ie. client removing module then signing termed agreement for reduced spend; 

• Deal type is ‘downgrade’ in Hubspot 

• ‘LTC’ box ticked in Hubspot  

• Existing revenue SKU line item MUST be added with exact spend after reduction  

• If 24 month + agreement, renewal rate is paid on reduced revenue secured  

Notes;  

• Overall goal is to move current month to month clients, to longer termed agreements (24 months +) to secure revenue   

• Jordan will add a new ‘LTC’ field at negotiate stage. This must be ‘YES’ for all LTC agreements per scenario above 

• Renewals do not relate to ANY net new agreements, it purely relates to existing month to month revenue  

• All deals will be verified against existing subscription amount, information must align with this or renewal commission will not be paid 

• Kire will download these deals in a file and confirm with Managers to ensure accuracy 

• Aim is to pay first round of renewal commissions in NOV (including backdated ones) 

• Speadsheet for deals prior to new process to be shared (Reps to upload those that fall into scenarios above) for Managers to review  

• New process will kick off on 25th Oct 2023, anything prior to this will need to be in spreadsheet  

• Please be aware if the incorrect deal type, dollar amount is entered any incorrect commission payments made will be clawed back 

• All in this document is subject to change at anytime