You can create To Be Confirmed (TBC) / Provisional bookings and send proposals to potential customers.
Proposals can contain a mix of miscellaneous, advert, and content bookings.
You can also adjust pricing directly within the proposal, and once confirmed, those prices will automatically carry through to the final bookings.
All items within a proposal are linked, making it easy to manage sending proposals, invoicing, and overall workflow.
Once confirmed, these can be easily converted into live bookings, helping you manage your sales pipeline more efficiently.
Set-up
Step 1 - Turn on Use Provisional Bookings > Click on the Cogwheel top right of the screen > Under Settings > Select System Defaults > Turn on the toggle switch for 'Use Provisional Bookings'.
Step 2 - Edit the Proposal Document Templates > The proposal document template can be personalised by clicking the cogwheel top right of the screen > Under admin > Select Document Templates > Under the System tab > Select Proposal Email > Edit the text as required and Save. Repeat with the Proposal Document.
How to create the provisional booking
Step1 - Create the provisional booking - Click the + sign at the start of the publication name > The publication TBC line will appear in pink > Select the TBC publications and issues to book > Click Complete Booking.
Step 2 - Click new Advert > Select the advert sizes from the drop down > Drag & Drop onto the booking lines> Click Save Booking.
How to create the proposal
Note: The Create Proposal tab is only visible if you have TBC/Provisional Bookings. And the Proposal tab is only visible once a proposal has been created.
Step 1 - From the client record Select Bookings > Select Create Proposal tab - All provisional bookings will be displayed > Select the ones to be included in the Proposal > Click the green button 'Create a Proposal for x Bookings Now'.
Step 2 - Enter a name for the proposal eg Option 1 > Click Create Proposal.
Step 3 - From the client record > Select the Proposals Tab to display a list of proposal created > Click the magnifying glass to expand the details of the proposal.
How to edit a proposal
Step 1 - From the client record > Select Bookings> Select the Proposal Tab > Click the magnifying glass > Click the edit icon - this allows you to edit the price and discount fileds > The icon will change to a save icon, Click to save any changes.
Step 2 - To add or remove provisional bookings from the proposal click the checkbox in the first column - changes are automatically saved - item updated will flash across the top of the screen > the price will update as items are selected and unselected.
NOTE - If all lines of the proposal are unchecked the proposal will automatically be deleted.
How to email/print the proposal
Step 1 - Click Email/Print > Select the Proposal email from the drop-down menu > Click Select.
Step 2 - The preview email will appear, pre-populated with the client's email address and their name > Click Send Email. (See the last section on how to personalise the proposal document template).
How to confirm the proposal
Step 1 - To Confirm the proposal > Select the bookings in the proposal list to be confirmed > Click Confirm.
Step 2 - The pop up will appear > Click confirm Proposal.
Step 3 - The confirmed booking will now appear on the booking matrix.
Step 4 - The Proposal status will update to confirmed.
How to create an invoice from the proposal
Step 1 - From the client record > Select Bookings> Select the Proposal Tab > Local the confirmed Proposal > Click the magnifying glass > Click Create Invoice.
Step 2 - Confirm the invoice date > Click Create Invoice.
Step 3 - To view the invoice > Click the Financial tab > Invoice tab > Locate the invoice > Clikc the Magnifying glass to expand.
How to delete a proposal
Step 1 - From the client record > Select Bookings> Select the Proposal Tab > Click the magnifying glass > Click Delete.
Step 2- The pop-up will ask 'Are you sure you want to delete this proposal > Click Delete Proposal.
Things to be aware of when using multiple proposal options
When multiple proposals are created, which included some of the same provisionally booked items, once a proposal is confirmed, any shared provisionally booked items are removed from the other proposals.
Example:
Option 1 contains 4 provisional bookings, Option 2 contains 2 provisional booking shared with Option 2.
When Option1 is confirmed the provisional bookings are convered to live bookings. Any shared provisionally booked items are removed from the other proposals.
In this example Option 2 now displays 'No data available in table'.
How to access a list of proposals
Step 1- Select Bookings on the top navigation bar.
Step 2 - Select Proposals tab - a list of all proposals will be displayed.
Step 3 - To filter the selection > Click on the All drop-down box and select from Created, Emailed, Confirmed or Invoiced to filter the list of proposals.
