Sales Tracking - Master Sheet
Last updated on:
October 28, 2024
When you join the HeyCarson team, the admins will share with you access to several documents that you will need to fill out on a regular basis. The Sales Tracking – Master Sheet is one of these documents, and it shall be duly updated every time you send a new offer to a client. All your offers must be reflected in this sheet right after you send them. The tabs for tracking are Q1, Q2, Q3, and Q4 (meaning quarters of the year).
Description of columns in Q# tabs:
When sending out any offer with instructions to pay in the form of a payment link, it’s important to note all of those offer details in the sales sheet so that once the payment arrives, we can easily track where it’s coming from and what project needs to be worked on, as well as so that we have insight on how many offers are being sent out.
Once you have your assessment ready, fill out the sheet 2024 Sales Tracking in the current quarter tab by following the fields:
Date: date of when you sent the offer: it is important to note them proactively during the day, best as soon as you send the offer.
Name: client’s name
Email: client’s email address
Conversation Link: link to HS or anywhere else where you were having the conversation with the client
The 4 checkboxes are to determine if the client is new, recent, old, etc. Only select one box:
New customer: they never made a purchase with us before.
Purchased next cycle: if they had a purchase within the last month or so.
Purchased within 3 months: if they had a purchase between ~2-3 months ago.
Purchased within 6 months: if they had a purchase between ~4-6 months ago.
If their most recent purchase is older than 6 months, do not select any option.
Information about customer purchases up to December 2023 can be found in the customer’s CarsonDash profile "Transactions" tab. You can also search the tabs to confirm if they made a purchase this year. If you are unsure about the customer’s history of purchases, check with Ana or Evgeniya.
Source: how did this client reach out to us, how did they find us?
CarsonDash: choose it if you made an offer within a Carsondash conversation or if a client submitted a draft on CD and you evaluated it.
Submit a task form: choose it if the lead came from our ‘Start a project’ form on heycarson.com - see screenshot. It will have an Arrived from: Custom Task Form part.
Chat (or ‘Beacon’ as it’s called on HS) (tickets tagged automatically): choose it if a client starts a conversation there, the source is chat.
Partner form: choose it if a client filled out a form when they were referred by one of our partners. It will have an Arrived from: Company name part (we have more partners, so unless it says Custom Task form, it’s a partner):
SPI: choose it if a conversation continued from the original SPI implementation request.
Shopify Experts: choose it if the lead arrived from here, it will look like this:
Direct E-mail: a client writes to hello@heycarson.com directly, using none of our form options/chat.
Pricing page: if the form you receive includes a specific plan (this is a form from our pricing page)
Sales Person: enter your name
Hours quoted: if you’re sending multiple pricing options, input the lowest one - in case they purchase a higher one, you should update the offer to reflect what they bought
Offer notes: what pricing option did we quote them for?
When the payment is received:
Once a client makes a purchase, in both the Unassigned and Stripe/PayPal folders on HS, we will receive a ticket from Stripe/PayPal that notifies us who made the payment. Please see an example below.
Match the details from the ticket with the offer you entered in the sales sheet earlier and fill out the remaining information in the sales sheet:
Purchased: check off once we receive the payment.
Hours Purchased: total number of hours they bought.
Amount Paid: enter the full amount we received.
Date of Payment: please beware of the time zones, payments are tracked in ET time.
Payment source: it will be noted in the ticket if the processor is Stripe or PayPal.
Payment notes: In case they pay with a different email address, please add that address in payment notes as well as any other notes you might need to.
Other tabs:
Payment links – April 2024: you can use this tab to access Stripe payment links for the current offers that the company sells. If you’d like to make a special offer to your client and none of the current offers can be used to make a quote, contact Ana or Gabriel to ask if they can generate a separate link for your offer.
Stats: this tab is used by the admin team and the company management to evaluate the current state of the company’s operations and plan further steps. You can view this tab to get a general idea of your performance but please don’t edit anything in this tab.