Paperwork is the completion of the presentation phase of your client interaction but is not the end of the process:- contact>appointment>proposal>follow up>PAPERWORK>deal processing>accounts clearing>development> Sign off>client service
Many consultants fall into the trap of thinking that Paperwork is the most stressful part of the process but in truth it isn't and once a client has agreed to start filling in the printed form you have closed. The time spent making sure that paperwork is done accurately the first time is way better than having to go back to correct errors. Your client will prefer that it is done accurately the first time and it will convey you as being way more professional if you correct mistakes in real time rather than having to continually go back. So take a breath and realize that you are one step away from ringing the bell…then focus on getting it right the first time. Going back just costs you petrol money and builds doubt for the client.
For this reason you should always have sufficient paperwork with you and be familiar with the correct paperwork for the product that you have sold as well as the way that it should be completed. Have paperwork and back up paperwork for each company but ensure that these are kept separate in order to avoid confusion. I would keep separate folders for each company with relevant paperwork and business cards. Always have extra Debit Order Forms as banks won't accept any amendments, different pens or different handwritings on a debit order form
Always complete paperwork in Black Pen and do it as neatly as possible. Paperwork must be completed accurately and completely IN FRONT OF THE CLIENT. Nothing may be written on a contract away from the client even if it is an existing client.
Contracts and Pricelists must always be crisp and fresh. Shoddy paperwork gives a bad impression of yourself and the company.
All paperwork is saved on the CRM under the company documents tab and it the responsibility of each individual to print their own contracts. It is also the consultant's responsibility to be familiar with price lists and product set.
THREE DAY RULE: Paperwork can only be submitted 3 working days from the first debit order date. Before handing in the paperwork a confirmation call needs to be made to the client from a recorded line. On this call the client should be reminded of the services that were contracted for and the client should confirm that they are happy with the debit order date.
EFT contracts need to be submitted with proof of payment.