Quotes & Sales Pipeline

How Quotes Work in BlueRockTEL

In BlueRockTEL, quotes are not generated from a separate CRM module. Instead, quotes are generated from folders. A folder is a billing container that holds the articles (products and services) a client or prospect will be invoiced for. This means the same data structure used for quoting is used for billing — no duplicate entry, no synchronisation issues.

Generating a Quote

1. Create a folder for the prospect (or client)
2. Add articles to the folder from your product catalog — these are the services and products you are proposing
3. Click Prepare documents
4. Select the document type:
   • Simple quote — a straightforward price proposal
   • Proforma — a formal pre-invoice document
   • Contract — includes your general terms of sale

Tip: When you select "View as contract" or "Send as contract", BlueRockTEL automatically appends your general terms of sale to the document. Make sure your terms are configured under your organisation settings before sending contracts.

How Articles Appear on Quotes

BlueRockTEL automatically sorts and groups articles on the quote by families and subfamilies from your product catalog. This means your quotes have a clean, professional structure without manual formatting — VoIP lines are grouped together, internet services appear in their own section, and so on.

From Prospect to Client

The typical sales workflow in BlueRockTEL follows this path:

1. Create a prospect record with company details and contacts
2. Create a folder for the prospect and add the proposed articles
3. Generate a quote from the folder and send it to the prospect
4. Follow up using the actions system (see below)
5. When the prospect accepts, convert them to a client and activate the folder

For details on creating prospect records and the conversion process, see Clients & Prospects.

The Actions System

Actions are BlueRockTEL's built-in task and follow-up system. They help you stay on top of your sales activities and ensure no prospect or client interaction is forgotten.

Creating an Action

1. Open a client or prospect record
2. Click Add action
3. Set the due date — when this action should be completed
4. Assign it to a team member — yourself or a colleague
5. Add a description of what needs to be done

Viewing and Managing Actions

All actions across all clients and prospects are accessible from the main menu under Events --> Actions. From there, you can:

• Browse by date using the calendar navigation
• Filter by assignee to see your own tasks or a colleague's
• Mark actions as completed once they are done

Tip: Make it a habit to check your actions list at the start of each day. This ensures you never miss a follow-up call, a quote that needs sending, or a decision that was pending from a client.

Tracking Activities with Notes

In addition to actions (which are future-dated tasks), you can use notes on client and prospect records to log past activities and important context. Notes are visible to all team members who open the record, making them ideal for:

• Recording the outcome of a phone call or meeting
• Noting a client's specific requirements or preferences
• Flagging important context for colleagues (e.g. "Prospect is comparing us with Competitor X on price")

Standard Installations (Workflow Automation)

For organisations that follow a repeatable sales-to-deployment process, BlueRockTEL offers the Standard installations module. This is an optional feature that automates steps in the prospect-to-client lifecycle.

Standard installations are configured under Configuration --> Standard installations. Each standard installation defines a sequence of automated actions that are triggered when a folder is activated, such as:

• Sending automatic emails to the client (e.g. a welcome email, onboarding instructions)
• Sending internal memos to team members (e.g. notifying the technical team to prepare provisioning)
• Converting the prospect to a client automatically

Note: Standard installations are optional and best suited for organisations with a well-defined, repeatable onboarding process. If your sales process varies significantly from client to client, you may prefer to handle these steps manually.