Business Development Executive SOP
📘 Introduction to the Document
This document serves as a comprehensive guide for Business Development Executives at Prontosys. It provides clear, step-by-step instructions on everything from initial setup, tools access, and sales strategies to legal document management and payment processes. This SOP is designed to ensure that every team member can effectively carry out their responsibilities independently and efficiently, ensuring smooth operations, timely delivery, and quality outcomes.
Note:
You should familiarize yourself with this document within 4 days of joining. After this, Mock Calls will be conducted by your Team Leader to assess your readiness. Following this, you should be fully engaged in making calls and executing the sales process by the second week of your joining.
🧩 1. Initial Setup – Before Starting Any Work
Before beginning your work as a Business Development Executive, ensure that you have all tools, software, access credentials, and accounts set up and ready.
1.1 Official Company Accounts
The following two things will be created and shared with you by the HR Department:
- Official Company Email ID: (Example: yourname@prontosys.com)
→ This email must be used for all official communication, tool invites, and tool logins. - Time Champ Account: Used for attendance, login/logout tracking, break marking, and idle time monitoring.
If you encounter any setup issues, please contact HR
1.2 Tools and Sheets Access
After receiving your email ID and Time Champ account details, request access to the following tools and resources from Akshay Jadhav (akshay.jadhav@prontosys.com):
- Call Gear: Once your official email ID is set up, Akshay Jadhav will provide you with Call Gear details. Call Gear is used for making calls, but it should only be used to dial Dubai numbers. International numbers should not be dialed using Call Gear.
- Bigin: After receiving your email, Akshay Jadhav will create your Bigin account. Bigin is our CRM tool used to track leads, tag call conversations, and manage follow-ups. It’s important to tag each call properly once it ends, such as marking it as wrong number, invalid lead, or not interested. Calls that are not tagged properly will be considered as fresh data and must be handled accordingly.
- Leads Data: The leads and data you will work on will be provided by Akshay Jadhav. You are responsible for ensuring that the data is properly tagged and recorded.
📝 2. Product Overview
The Product Overview document will introduce you to the products and services offered by Prontosys. This document should be referred to regularly so that you can effectively communicate the features and benefits of our products to potential clients. It provides essential information needed to confidently approach prospects.
📑 3. Script – How to Make Sales Calls
This document will provide you with a Sales Call Script, guiding you on how to approach potential clients via cold calls. The script includes tips on how to open a conversation, how to pitch our services effectively, and how to handle various responses.
💡 4. Rebuttals – How to Tackle the Gatekeeper
This document is designed to help you tackle the gatekeepers (receptionists or office assistants) who may attempt to block your calls from reaching decision-makers. It includes proven rebuttals and strategies for getting past the gatekeeper and reaching the right person.
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📝 5. Calling Parameters
Calling Plan:
- You are expected to make 50 connected calls per day and aim for at least 2 leads per day. The minimum talk time should be 1 hour and 30 minutes. This ensures that you engage with potential clients and generate quality leads.
Lead Qualification:
- For a cold call to be considered a lead, the prospect must show interest in our services after being informed about pricing and offerings. If they express interest and want to move forward, it will be counted as a lead.
Pitching Virtual and In-Person Meetings:
- You will pitch both virtual and in-person meetings. The Business Development Executive is responsible for arranging the in-person meetings. Once arranged, the in-person meetings will be conducted by Sunil Rongte (Sales Head – sunil@prontosys.com) or Mr. Vijit Tyagi (CEO – vijit@prontosys.com). You will be informed when Mr. Tyagi will handle the meeting.
- We have a workspace group named REPORTING SALES TEAM where you should inform the team about the meeting. The details should include:
- Location
- Address
- Timing
- Lead Details: All lead details, including the services discussed and the client’s expectations, should be shared with Sunil Rongte before arranging any in-person meetings. Maintain a detailed record of each lead in your Lead Sheet.
📑 6. Legal Documents
Agreement Document:
- When a lead is closed, and they want to proceed with working with us, you will need to send them an Agreement This document should include:
- Client Details: Company name, deliverables, pricing, etc.
- Terms and Conditions: Do not edit any sections of the document except the client-specific details. Always cross-check with your Team Leader before sending the document.
- The Agreement Format will be provided. You will be trained on how to fill in the client-specific details, and the Team Leader will guide you on this process.
Invoices:
- Invoices for services provided will be created using Zoho Bigin. After sending the agreement and receiving the payment, you will need to draft an email to accounts@prontosys.com. The email should include:
- Services provided to the client
- Payment receipt
- Payment type (one-time or part payment)
- Payment installment schedule (if applicable)
The email subject should be: New Project Onboarded – [Client’s Website URL]. Make sure to follow the same format and include the website in the correct format (e.g., www.CompanyDomain.com). The email should also include dates and amounts for upcoming installments.
Important Notes on Payments:
- Two-part payments are allowed. Any payment plans beyond that must be consulted with your Team Leader before committing.
- No monthly payment plans or pay-first-then-work policies are allowed. The company must arrange resources to begin work after payment is received.
📑 7. Reporting and Documentation
Daily Reporting:
- You must update your lead details in the Google Sheet A template will be provided to you for daily reporting.
Client Details Email:
- After the agreement is signed, you must send a detailed email to support@prontosys.com. This email should outline the committed services and deliverables approved by the client, keeping the managers in the CC who are leading those services. For example, if Social Media or SEO is part of the plan, then the Support managers leading those departments should be kept in the CC.
🔑 8. Payment Modes
The payment modes available to clients are:
- Bank Transfer
- Payment Link
You will receive the payment link from your Team Leader.
📝 9. Do’s and Don’ts
Do’s:
- Ensure every lead is tagged properly in the Bigin system.
- Send payment receipt emails only to accounts@prontosys.com.
- Follow the sales process for qualifying leads before considering them as potential clients.
- Share all meeting details and client expectations with Sunil Rongte for proper lead handling.
- Maintain regular follow-ups on leads and ensure clear communication.
Don’ts:
- Do not dial international numbers using Call Gear.
- Do not send payment receipts to anyone except accounts@prontosys.com.
- Do not commit discounts or payment plans without consulting your Team Leader.
- Do not call a lead repeatedly within 24 hours if they do not answer or show interest. Respect the “No Interest” or “Not Interested” responses and follow the proper cooling-off period.
- Do not send legal documents (agreements, contracts) without confirming the client’s commitment with your Team Leader.
📈 10. Sample Sheet
To maintain your leads, please refer to the Sample Lead Sheet.
You must copy this sheet and maintain it properly. The sheet ownership will be transferred to Mr. Sunil Rongte (Sales Head), and you should also share the sheet editor access with your Team Leader.
You can confirm whether you need to create the sheet or if your Team Leader will create the sheet and share access with you.
📞 11. Plan Links
Refer to the following package links when pitching the clients:
- SEO Packages: SEO Packages
- Social Media Packages: Social Media Packages
- Paid Ads Packages: Paid Ads Packages
- Website Development Packages: Website Development Packages
- Website Maintenance Packages: Website Maintenance Packages
- Google My Business Package: Google My Business Package
- Digital Marketing Packages (SEO, Social Media, and All)