SOP Procedure for Sales Trip / Sales Visit
SOP Number: S&M – 02
Department: Sales and Marketing – Sales
Date Issued: 15-May-2017
Time to Train: 30 Minutes
Sales Trip / Visit Standard procedure:
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Sale Manager's should make scheduled business trip to the customer office.
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Prepare the sales kits, Brochures, presentation and other necessary hotel information before visit.
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In case of outstation sales visit then reserve the air tickets and the accommodation according to the budget and get approval from Director of Sales before making the booking.
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Contact customer's or key decision makers at least one-week in advance and enter the scheduled time in the sales and marketing software.
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Visit the clients as per the schedule and reach the location before the scheduled time.
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Present the sales kit and if required give an overview / intro presentation about the hotel.
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Enquire about Hotels used, Volume of room nights, Rates and Inclusive opted for.
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Enquire if Travel desk available in the company and the billing process.
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Sales executives shouldn't give any confirmation regarding credit facility / credit limit.
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Explain about hotels booker's reward program or loyality program and provide the necessary information.
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Enquire about key decision makers involved in the company.
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Answer any questions from the booker, for questions which require further approval inform the booker that you will get back to him / her.
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Invite the booker for a site visit / hotel visit.
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Prepare a detailed report about the sales visit.
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Fill the petty cash voucher for the sales trip cost and attach with the sales trip schedule, Forward the proposal to Director of sales and Accounts manager's for review.
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Enter the sales visit report / outcome of the visit on to the S&M software.
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Update the status (open / close /follow-up) of the sales visit on to the S&M software.
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Pass the expenses and sales call report for the day to Director or Sales for review.
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Claim the expenses attached with all necessary receipt.
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Give a copy of sales call report to General Manager for final review.
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Once approved by the DOS pass on the approved expenses report to the accounting for final approval and reimbursement.
Training Summary questions:
Q1. How to handle sales visit?
Q2. What preparation need to be done before going for a sales meeting?
Q3. List the details which need to be enquired from the booker?
Q4. Should the sales executives confirm a credit facility during the meeting?
Q5. Why it is important to update sales visit outcome report and status on the S&M software?