Proposal Builder from Qfactor

Writing and following up on proposals is critical to keeping business coming through the door and growing your company.

As you know, Word documents converted into pdf files are cumbersome to create and the information in them is at a dead-end, needing to be entered in other applications should it become an active project.

Now there’s a smarter solution: Proposal Builder, a new, premium feature of of Qfactor for Land Surveyors. We created it to help keep you in front of your clients . . . and your competition.

Would you like to see how this works in real-time? Let’s schedule an online demonstration. We’ll show you how Qfactor helps you create, track, and close more proposals with less effort in less than 30-minutes.

Create and Follow Up with Ease

Tired of Word docs?

  • Your own templated services based on Quickbooks® service names and billing rates
  • Spend more time on the content, not creating
  • Estimate hours and labor type in Proposal Builder
  • Add proposal headers, subject lines, services, signatures section, and attachments very easily
  • Revision tracking – who changed what and when?
  • Push a button to publish a pdf, easy peasy
Quantify your proposals

How many open proposals are there?

  • How many have been written?
  • How much are they worth?
  • How many days have they been open?
  • Follow up? Calling can turn up to 20% more proposals into paying projects
  • Who to call first? Sort proposals by date sent, number of days open, or the largest estimated value.
Estimates versus Actuals

How did we do?

  • Convert proposals to projects, see your success rate
  • Estimates become tasks to benchmark against actual time entries
  • Compare to actual time entered against project 

A call comes in with a request for proposal from a prospective customer.

You know the effort that goes into creating a proposal that meets the customer’s needs and provides a profit for your business. Many land surveyors tell us they close just 30-40% of proposals — which means 60-70% never close. All that effort developing proposals that never close costs you money.

How do you create proposals?

If you’re like many businesses, proposals are created from templates in a word processing application like Microsoft Word® or OneNote®.

Gathering information from the customer about their needs, researching the underlying property, and estimating work effort and pricing can involve the use of multiple, disconnected applications that are challenging to manage with a single proposal . . .  much worse if you’re writing 20-proposals per week, involve another team member or two and the process gets more complex.

After the proposal is approved and ready to send to the customer, typically a .pdf is created, stored to a drive with the Word template, and emailed to the customer or printed and faxed. This takes time and effort. Once sent to the customer, how do you know when and with whom to follow up? Following up proactively can increase converting proposals to projects by up to 20%.

How do you track proposals sent to clients?

Do you create reminders in one person’s Outlook calendar? Or do you wait for the customer to call you back?

At any given time, do you know how many proposals are open and their summary value?

Do you know what percentage of your proposals turn into actual billable projects? Qfactor understands that the product of summary-value and percentage-close-rate provides insight to how much work is coming down the pipeline. It can be argued knowing what’s in your pipeline is more important than knowing what’s in your AR. Face it: without new projects, there is no AR to track.

Proposal Builder Video

Create templates for services

Service Templates

  • Add description of service
  • Select default fee type
  • Add tasks and estimated hours

How will you show the fee?

Service Fee Type

  • Hourly Rates: Shows the list of tasks, estimated hours, and rates
  • Range: Min / Max Free Range
  • Fixed Fee: Show a single fee

Add tasks to service

Task List

  • Select tasks based on Quickbooks® labor codes
  • Use Quickbooks® billing rates
  • Add estimated hours
  • Qfactor™ takes care of the math

Create Templated Services

  • Copy & paste text from Word® documents into Qfactor™
  • Create as many services and variations as you want
  • Add tasks like 2-person field survey crew using Quickbooks® labor codes and billing rates

Work Estimator

  • Select from Quickbooks® service items to create tasks
  • Enter estimated hours, select Fee Type as range to get min-max
  • Add as many tasks as needed
  • Qfactor™ does the calculating and remembering for you
  • Use these estimates to compare to actuals