RevPartners Helps AirDNA Create a Systemized CPQ Approval Process

The Challenge

• Previously utilized data agreements in place of order forms. On average, 30 order forms need to be reviewed, approved, and sent each week.

• All handled as one-offs with the AE and Manager.
• Emails or Slack messages sent to manager for review/approval, but the system did not require this, meaning an AE could have no oversight from manager to send out.
  
  

Volume

• Order forms (aka quotes) continue to increase as the business grows.

Checks/Verification

• Undefined process and order form could go to the prospect without review.
• Unchecked discounting occurred, resulting in incorrect pricing (often on annual contract terms).

Time Inefficiency

• Manual effort required in either Slack or email to approve.
• No central place for redactions and requires AE to tell their manager what changes should be reviewed.
• Not time bound.
• Also, uncertainty regarding who should be approving order form in certain scenarios.

The Solution

Standardized Order Forms and Templates

• Creation of two custom-coded templates for order forms to ensure consistency.
• Training on line item creation and extending it through to the order form, reducing manual errors.

Discount Categorization and Streamlined Language

• Categorization of discounts into high, medium, and low tiers for better tracking and control.
• Implementation of snippets in purchase terms to streamline language and manage exceptions efficiently.

Automated Approval Workflow and Oversight

• Implementation of a system to distinguish approvers based on specific variables.
• Automatic notifications at every step of the order form creation process, ensuring transparency and oversight.
• Transition to "closed won" status upon completion of sign and countersign on the order form, reducing time inefficiency.

The Impact

Automated and Streamlined Processes

• What used to take constant back and forth between either email or slack, now gets routed automatically.
• Everyone remains in the loop all the way through to closed won.
• No knowledge of the process needs to exist – a rep could start tomorrow and the automation takes care of the routing.
• Close dates are 100% accurate based on sign/countersign property.

Enhanced Efficiency and Approval Accuracy

• Tremendous time savings across the board.
• Approver knows exactly what they are looking for when approving (discount, terms changes, exceptions to terms of service).
• Decreased sales cycle timing, closing customers faster.

Systemized Checks and Balances

• 0 order forms go out without appropriate consent – systemized checks and balances.
• Ensuring Esurance in order form accuracy.
• Eliminated bottlenecks.
• Created a seamless process that factors in all variations of an order form.

Optimal Utilization of HubSpot (HS)

• Utilizing HS to the fullest potential – reduces the need for an integrated CPQ tech stack.
• Immense time savings.
• Revenue accuracy and reporting automated with closed won step date for when signatures are completed.