Electronic offers and agreements
Here, you can read about creating, modifying, and following up on offers or agreements sent to customers or candidates.
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RecMan projects have a feature that allows you to generate offers and agreements electronically, eliminating the need to print contracts or use external software. These offers and agreements are often based on templates with merge tags, making it easy to create excellent contracts. The offers can, in turn, be sent directly to a customer or candidate, and you can even change the agreement after it is sent, as long as it is unsigned.
Once sent, the customer or candidate can sign the document electronically, with the same security you expect from a traditional signature.
Creating an offer or agreement and sending it
Press the Offers button found in the project card, and you will get a list of all offers and agreements created in this project with general information and the ability to send out, edit it or delete an agreement from the list. Some may be listed as drafts, meaning they have been created, but not yet sent to any customer. This draft feature makes it possible to work with many agreements simultaneously and collaborate on deals and agreements with your employees.
If you want to create a new offer or agreement, press the +Create button, highlighted in red in the image above. Then come to a screen where you create the offer or agreement. In the image below, you will find the explanation for the different buttons and features on this screen.
- The name of the offer/agreement – This decides what the offer is called internally in the system, so it’s good to create unique names to tell different ones apart.
- This option decides whether you get a picture background on your agreement or if you prefer a neutral background. If you choose a picture, the system will choose from various stock photos.
- Define whether to include a signature or not.
- If you have added categories, here you can choose one.
- Define who is responsible for the offer, select from a list of your colleagues. Their name and contact information will automatically appear on the end product.
- Customer reference. Same as the previous point, but this lets you select who working for the company in question should be included in the offer.
- Type of offer/agreement. Here you may choose between five options:
- Offer/Agreement – The standard type of offer, lets you include information about your customer and their company contact.
- Job – Customer Oder Confirmation – Typically used when you need confirmation on a job position or hiring proposal.
- Job – Employee confirmation – Same as the Customer Order Confirmation, but this also allows you to select an employee and include information about the employee and the job they are assigned to.
- Extend job – Customer order information – Same as the Customer order information, but typically used to extend an existing job.
- Extend job – Employee confirmation – A confirmation sent to the employee regarding extending a job.
- Choose the language to be used in the offer. This decides the language for the agreement checkbox and signing button, for instance.
- Gives the permission to comment.
- Offer forecast – This feature is described in detail below.
- In this field, you write an email describing the offer. This text will be displayed when the customer receives the offer, with the link to the offer shown below. Merge tags and templates may be used here to automate this step instead of manually typing the email.
- From here, you can attach files to the offer from the Document Archive. The file will appear at the bottom of the offer, under the Signing area.
- Here you type out the offer itself. Typically, there are pre-made templates created in the system, which you can find from the drop-down menu, which you may now select and customize. If you are using any Merge Tags, you can press the Lightning symbol next to the drop-down menu in order to preview the Merging.
- As you can see, there are four symbols here. The Arrow takes you back to the project, the Trash Bin deletes your current draft, the Recycle icon resets your current draft, and the Eye lets you view the offer before sending it.
- This is usually the last step of creating the offer. You can choose to Create the offer or Create and Send it. Should you wish only to create it, it will be saved as a draft, which may later be sent from the project card. Create and Send sends the offer to the email address supplied earlier.
When creating a new offer/deal, you can choose to insert forecast figures. Here, you have the opportunity to enter a minimum value, maximum value, estimated value, probability of signing and the date of delivery. These figures form in the basis the report Economy Overview, which will be able to extract the projection figures on contract.
In the agreement prognosis, you need to set a delivery date. Otherwise, you will not be able to withdraw accrued reports. It is also required to enter the probability of signing. If this field is blank, the likeliness will be 0%, and you will get “zero sums” in the reports. When it comes to values, it is required that you either use the minimum value and maximum value together (letting estimated value blank) or the estimated value (to allow minimum and maximum value blank). You might as well fill in all the information.
Example of the use of contract forecast: You have set a probability of 70% at an estimated value of 10 000. The forecast for this agreement will be 7000. You can see the results in the report called Economy overview.
Completing the offer/agreement
A complete offer looks typically like this; as you can see, the merge tags are already inserted (printed with the red lightning button), and information from the offer/agreement is merged into the template we use for order confirmation. You can also see that we have placed a message template in your email box. It is impossible to preview the merge tags here, but you may still use them. They will be inserted as you send the offer.
When you begin to approach the final result, we recommend pressing the preview button (the eye symbol is found towards the top of the screen). This enables you to see the result of the offer, which is the version the customer will see. Once you have looked it over here, you may send it with the Send button. You will then be taken back to the Project screen.
Follow-up of electronic offers and agreement
Once you have sent an offer out to a recipient, you will still have opportunities to follow the process forward and change if something is incorrect. In the Offer section, you have the option to edit the appointment. This can be done in real-time, so the recipient can see the changes as soon as they are done. It is also possible to re-send the email with the offer, and you have the opportunity to delete it if desired. You may also view and change the agreement prognosis.
- Pressing the blue tab will bring up some basic information about the offer.
- The underlying agreement prognosis is the numbers you registered when you created the offer/agreement. You may change these here, and you have the opportunity to add comments. You may also see who has opened the offer/agreement, the date it was done and which IP address it was made from.
- This overview shows a log of who you have sent the offer to. You also have the opportunity to send the message again.
- Here, you can create orders based on the offer/agreement. A portion of the order information is automatically filled in from the offer. You can add all of the lines you need and edit them. One can also choose whether the offer/agreement shall be billable or not. If you’ve set the order to be billable, you will not be able to create invoices based on this order (you will get an error message, see picture).