Workflow For Sales Commercial

1. Process and Procedures in Sales to Customer

2.1 Approach Prospect Customer

Mechanism to approaching a prospect or target customer:

 Sales team may contact Customer through phone call and make appointment to meet
up at any Customer’s available time
 Sales team must show good impression at very first time to build good relationship with
Customer
 Sales team can get information from Customer what product they need or what solution
they are looking for
 Sales team also may offering the product to Customer and show all the advantages and
benefits of the product
 If product or solution being offered is matched with what Customer needs, then Sales
can start to make an appointment officially in Customer’s office

2.2 Presenting Company’s Product

For such an opportunity to have a meeting with Customer, Sales can do these following:

 Preparing all the Sales and Marketing tools kit (such as: Presentation slides (.ppt), Demo
Product, etc)
 During a meeting, Sales should give presentation the best possible she could as well as
demonstrate the product with simulation to impress the Customer
 Make notes all discussion and communications happening in a meeting (put it in
Minutes of Meeting)
 Asking for Person in Contact from Customer side to follow up later

2.3 Gathering Request from Customer

To gather and input all requirements from Customer, Sales team are equipped with standard
template, called Service Request Form (see Appendix I for this template form). This form
contains:

 Selection of which Division that requesting a service (Enterprise and Government or

Commercial)
 Name of PIC who filled the form
 Type of Services that is required by Customer
 Name of the Customer’s Project
 Detailed Request from Customer
 What Actions are needed
 Sign of PIC that receives the Request
 Sign of PIC that completes the Actions
 Sign of PIC that confirms the given Service

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2.4 Non-Disclosure Agreement (NDA) with Customer

After Presentation and Demo Product, Get Customer Request, then Sales team needs to follow
up with Customer. Next step is preparing for Non-Disclosure Agreement (NDA), and the process
is as follow:

 Give IBI’s NDA template to Customer

 Let Customer to review and give any feedback to IBI (back and forth review)
 After NDA review is done and finalized, it is ready to be signed by both parties (IBI and
Customer)

2.5 Archiving Documents

All the documents related to Sales Commercial must be filed into Specific Customer Folder /
Binder that has been specified, including NDAs, Quotations, Agreements, etc.

2.6 Quotation Preparation

Sales team is also required to prepare for Pricing Quotation of the product, it can be done after
NDA signed or in parallel during NDA process. In Quotation, it includes as following:

 Quotation Number
 Price offer
 Terms and Conditions, such as:
o Term of Payment
o Contract Period
o Warranty (Service and Maintenance) availability
o Taxes
o Quotation validity
o Due date of Payment to be received
o Etc

Quotation is open to be negotiated by Customer, and this negotiation process can be back and
forth until both parties achieve win-win solution.

Every time Quotation is created and revised, it must be signed by VP Commercial. Then during
negotiation process, IBI as well as Customer must fill form of Berita Acara Negosiasi to trace and
record negotiated price and new offering price until it is approved by both parties.

2.7 Agreement with Customer

After Quotation has been agreed by both parties (IBI and Customer), then only Sales team can
move forward to follow up with Customer for the Agreement / Contract draft. Usually we use
the template draft of Agreement from Customer.

The process of drafting and reviewing Agreement can also be done back and forth between IBI
and Customer, until it both parties achieve win-win solution. This Agreement also contains
Agreement Number of both (our company and client’s company).

The complete workflow procedures is shown in the diagram below.

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ENTERPRISE and GOVERNMENT, COMMERCIAL CUSTOMER
IBI

Approach and Contact

Prospect / Target Customer

Present and Demo Product Customer has detailed

in Customer Request

Sales Team put Customer

Request in
Service Request Form

Prepare and send NDA to

Customer
Customer review NDA

IBI review NDA

No
Final ?

IBI Sign NDA (by Director Yes

of Enterprise &
Government) Customer Sign NDA

Archive NDA Document

(Soft and Hard Copy)

Prepare, Sign by VP Customer review and can

Commercial, and Send Negotiate the Price in
Quotation to Customer Quotation

Input the Offering Price and

Negotiating Price in Berita
Acara Negosiasi Form &
Signed by Customer and IBI

B A

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ENTERPRISE and GOVERNMENT, COMMERCIAL CUSTOMER
IBI

No Final
Quote?

Yes

Prepare and Send Customer review Agreement

Agreement to Customer

No Final
Agreement?

Yes

Arrange for Signing

Ceremony

IBI CEO Sign Customer CEO Sign

Agreement Agreement

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APPENDIX I – Service Request Form