Sales & Prospecting
Much like the client services, Prospecting allows the user to store pertinent information about a prospect. From the Prospecting Section, the user can track the source of the prospect, the expiration date and premiums. A field for each policy type is provided allowing storage of the current premium and ex-date.
The prospecting screen is made up of four sections:
1) The top section is where the prospect's name, address, etc. are stored.
2) The second section is where the user types the Notes needed to document conversations.
3) The third section is the Notes list.
4) The fourth section is the Policy list.
The prospecting section also provides access to the appropriate ACORD applications, letters/fax, notes, diary and many accessories like the scheduler and calculator. Everything you need to submit a risk for a quotation and prepare a commercial proposal is available from the prospecting screen.
Accessing:
1. Select the sales pull-down menu and then Prospecting. AgencyToday will bring up the Prospecting Window.
2. To add a prospect, click on the ADD button and simply fill in the blanks.
3. To find a prospect, click on the FIND button. Enter the prospect's name and hit the enter key or click on the SAVE button. Fields that are indexed for a search are the Name, Address, City, Zip, PH1#, Contact, Prospect #, Source, Priority and SIC.
4. To add a note, click on the NOTES button and the cursor will move to the first yellow text box. At this point, you are in edit mode and can begin typing your note. When you are finished, click on the SAVE button. AgencyToday will add the note to the list of any existing notes and display them all in chronological order.
5. To add a diary, click on the DIARY button and the same diary dialog box used in client services will display.
6. To add a letter or fax, click on the LETTER/FAX button and the built-in word processor will display. From this point you may type a letter or click on the LIST button and select a template letter.
Commercial Proposals:
With a built-in commercial proposal, AgencyToday eliminates the need for third party software. By adding a picture of the risk, the user is able to customize the proposal in a way that will make it stand out from any other proposal. The proposal becomes part of the client's file when the prospect is converted to a client.
Accessing:
1. From the Sales pull-down menu, select Commercial Proposal.
2. AgencyToday will prompt for a Commercial Client Name Range. To select all commercial clients, click on the OK button. To select a specific client, type the client name in the "Beginning Name" and "Ending Name" fields and click OK.
3. AgencyToday then displays the Commercial Proposal screen with the client names listed on the left and the proposal sections on the right.
4. Click on the client's name that you want to use for the proposal and then click on a "section". AgencyToday will display the requested section.
5. Click on the EDIT button and then click the MERGE IN button. This will cause the appropriate client/policy information to be merged into the proposal section.
6. Each Section has text boxes that allow the user to enter free form text. If these boxes are left blank, they will not be included when the proposal is printed.
7. The Commercial General Liability section provides check boxes that allow the user to include coverages in the proposal. In addition, the user can include a description of each coverage by clicking in the red "Include Desc." check box. The commercial descriptions must first be entered in Template Letters.