Training Vloxq Sales and CSM - 31 March 2025

 

Training Vloxq - March 31

VIEW RECORDING - 35 mins (No highlights)

@0:00 - Yasmin Handreck

A lot of you all could join us in this short notice, so that's really nice. And I think I just yet invited Jonathan, and I see his note-take, but I don't see him.

Are you there, Jonathan? Oh, perfect. That's great. Should we then just start? If you're there, then that's perfect. I'll record this meeting so that we can share the video with all those who couldn't join today.

Let me see what a record option is here. Perfect. All right. so strange that I don't see Jonathan, but that...

Yeah, well, I am here, so it's just a big meeting. Oh, there you are. Yes, now I see you.

Perfect. Okay, well, Jonathan, and I will do this meeting. Jonathan will walk you through the HubSpot VLuxQ connection and what VLuxQ...

Philips works and I will tell you a little bit about why are we doing this and what is the purpose of all of this besides taking your valuable time.

I'll start with a short presentation and then Jonathan will take over. Let's see. I'm here. Yes. Do you see my screen?

Yes, I think you do. Well, again, welcome to everyone. I've invited all our commercial colleagues of the group, but I've also invited the Dutch, like more the financial colleagues.

And I think it's just important for everybody to have an overview of what's going on and what the systems are and just have the brief walkthrough how it works.

And then afterwards we might get different meetings have like trainings focused on the financials, also trainings more focused on

some more success or more on sales, but we'll do that in the upcoming weeks. For now, important for everybody as I also send in the email, this is the commercial stack that Sessio now has or now uses.

think before this project I knew stacks only when we were talking about IT and programmers and engineers, but now we also have a commercial stack and these are the systems that we use.

We now have HubSpot, we now have a VLux queue, that's a CPQ system. We still have OneFlow, we will be using Zuora and we are still using Visma and these are the systems that we need to use to make offers, to find our customers, make offers, send out quotes, assign contracts and send out the invoices to them.

I think of all of these systems, two systems are really new to all of us and that is That's the CPQ and it is Zouora.

VLuxQ, it generates accurate and sophisticated quotes, which is connected to HubSpot as well, and Zouora handles subscription management and billing.

So this is very important for us in the connection to Visma so that we are able to send out the bills to our customers.

So these are the systems that we are now working with, and we are for this hour we are zooming in to the VLuxQ system.

But before that a lot is happening within, well, we're even only looking at these systems.

 

@3:42 - Suzanne Adams

So we do not expect you to understand everything after this 30 minutes and that you know how it works without any questions.

 

@3:48 - Yasmin Handreck

We actually expect you to have a lot of questions and to also have a lot of feedback. And you might even find some little bugs, as always is the case when using new systems.

So please bear with us. And we also have a training page in HubSpot where you can find all the documentation and guides and videos that Jonathan has made during the last month regarding these systems, well, especially HubSpot and VLux.

The link is included here also in this PowerPoint that we'll send it afterwards, but you can also find it in HubSpot.

So I think this is, you can also find the training, this video in there as well. And I've scheduled a couple of Q&As this week, just check-ins if you have any questions.

You don't need to attend. It's only if you want to, only if you have some questions. And of course, the head of customer success and head of sales are also included in, well, why we're working like this and what's the way of working.

So I think this is important to know upfront. So then why are we using VLux? That's an important one.

So VLux Q, it is a CPQ product. And that is not another tool that we like to use. It is actually a critical connector that allows our CRM system, well, that's HubSpot, and our subscription billing system, Zora, to communicate very good and seamlessly with each other.

It helps us with our advanced pricing capabilities, so we can do ramp-up deals with this system. We can also give temporary discounts, but also multi-tier product offerings.

That's quite nice. It also has a streamlined quote-to-cache system because it's connected with all the other systems. So that's nice.

You don't have to download stuff and upload it again. It's all automated. And of course, we have a seamless integration with Zora, so we don't have any manual work with that anymore.

So everything will go through this system. Then if you look at the systems that we have, we have now HubSpot, Felix, Zora, et cetera.

a small flow chart of, what do we do in which systems? we always, well, sales or even marketing starts with in HubSpot.

And then we follow the potential customer. If we are ready to make them a deal, then we're going to create a deal in HubSpot.

This is what you do in HubSpot. Then you create a quote in VLUX. once the quote is done, you go back to HubSpot and you can send out a deal or at least the data is updated on the deal card in HubSpot.

Then once the customer has agreed up on the quote, you can use the one flow integration. Bless you. You can use the one flow integration from HubSpot to flow.

 

@6:50 - Suzanne Adams

afterwards the deal has moved to one in HubSpot.

 

@6:53 - Yasmin Handreck

And then there's a connection from HubSpot to Zorora. You push the button and then Zorora handles it. towards Visma.

So this is in very short brief time the flow that we are are working on. This is the flow that we will be working on from tomorrow on.

Okay, so this was the presentation that I had. I think now it's time to move into the system and to give Jonathan the stage to share your course.

Yes. Thank you for that. I'll just take over and I will just zoom a little bit. Is this okay for everyone?

Size wise? Yes. I want to be aware of that. So I'm in hotspot now. have found a company. I'll do it on VLogs themselves because I think that's always good for testing purposes and I have taken all my own testing companies into account.

I would like to have a new test example here for today and Sunrise has just too many deals now so I think we do something else, right?

So in HubSpot, we can create the deal directly from the company record. So I'll just go ahead and create a new deal just for the sake of today.

One thing that's important to note, if you create a deal in the pipeline called Assisted New Logo Pipeline, you will only have these two types, but if you move to the CIS pipeline, you will have more options.

So if you're looking for these options, that's why they are tied to a pipeline. So if you're doing an upgrade or a downgrade, you can still do that via VLogs, it's just depending on which pipeline you are in.

For the sake of today, I will just do a new business one, but we will also have a video for upgrading or

or downgrades, basically, where you need to do a new contract. You can also do that from VLogs as well.

Just choosing the new business. I'll just input some things here, do the module. Then I can pick the owner, the close date, something you know already from creating a deal in HubSpot.

And then I just need a contact because I didn't have a contact associated. Let's see if want to do something with VLogs.

And I'll just associate it with the company. And I'm not going to add any line items because when I start to do the proposal, the line items will be added from the actual proposal.

So now I've created a deal in HubSpot. And normally I would take a few steps before actually creating the...

Proposal in Velox. I'm going to skip those steps just to show you how Velox works today because I think it makes more sense to use the time.

So you can see here now on the left side, you will have something called documents by Velox. You don't need to do this by the way while I do it.

You will get access later today. You'll get an email where you can now access Velox. You don't need to do it now so you can just see me do it and then we will have dedicated trainings for actually doing it afterwards.

So I can say create new configuration in Velox. Let's have to log in. It goes a little slower when I'm sharing my screen for some reason.

And then it takes in the information on the contact from Velox. It takes in you as the one who does the actual document or contract.

It takes some information from the deal. So the name, the type, the segment, for the segment of the customer, basically, this is a value customer.

So that's why we are here at the country, which I input it wrongly, because Hilux is not in Denmark, they are in Sweden.

The currently, and then, if it's recurring or non-recurring products, you can just check them off here, if you are going to be adding a non-recurring product.

And then we have the quotation date. is the same as the, this is just the day you are doing the offer.

This will just be today's date by default. You don't need to change that. The contract start date. So now I have the actual contract starting.

So I can just find whatever date that needs to be. The contract length. So how long is the contract?

It could be 24 months. could be 36 months, for that matter. If you need longer contract links, please let us know.

that might be a case sometimes, but we've only seen from one to three years currently. And then we have something called auto-renew, which is basically if it's renewing or is it something that has an end and then you need to renegotiate before it can continue.

We can just take it off basically. Then we have link frequency. This can be monthly. Quarterly, seemingly, or annually.

Set it to monthly for now. Billing cycle, it's not mandatory, but if you have a customer where this is important, you can set this here as well.

And we can say next, and now we can configure our products. What will we actually like to sell to the customer?

And you can see here, it picks a Sessio platform because that's what I picked earlier. So now I'm looking at a Sessio platform as the products I would like to add.

If you for some reason say, I would actually like to add something else. can just remove it and and then say I actually like to do bloom instead.

But for now I'll just keep it to the SSU platform. And then here we can then add our you can see base products.

So I'm looking at recruitment for value. And what we're doing here is basically we're taking the segment and only showing you products that make sense for the segment, at least for a session platform and bloom as I understand it.

Because then we know based on the segment what fits here. So we I choose SSU platform recruitment and then value.

Then I can say add row. And then I can pick only products that fits within recruitment value and then some of the different options I have here.

I'll just take the starter limited and then I'll add 50 extra recruitment members as I add on. So you always need to

pick a base package and then you can pick an add-on. That makes sense unless we're doing an upgrade of course where you only need to pick an add-on.

So now I've added these and I can see the price, I can see that it's recurring and if I'm happy about the products I've added I can click next and then I get to the pricing part or at least the setting up of both the dates but also the pricing of the pages.

I know for some of you it has been very important that you could overwrite the name because this goes on the invoice so if for example let's say you don't want it to say recruitment value start a limited you want it to say also just go you can input this or you can change the name entirely currently if you want to or need to

you have that option. It's still the same product behind the lines. It has the same ID and all these things.

But if you need a special thing to be on the invoice, you have that option to add per line item.

So yeah, if you want to have here, like this. And then you have the unit price. This you also have the option to add a discount here.

That can be in percentage. You can also just write it if that's easier. And then you can see the total discount value that you're giving.

And it will also give you the errors MRR, the total contract value, of course, also. If you, and I know this is something, well, that's the reason that it has been built at sometimes you might have a customer

you say, we do a three-year contract, but the first year I will give you a special price or a better price, introduction price, whatever you want to call it.

That is something you can do. It's up here where you can say activate ramp-ups, because then you can say, if you want to, you can do now I have three.

I could say, okay, from the first year to the, let's say the second year. See where we want to add this.

can put it like this. And then we might want to say so I can just say, okay, I want to divide it, year one, year two, year three.

You could also do a ramp that's the first three months, for example, has a special price, then the after three months that will be removed.

So you're only giving a discount for a certain amount of time in the contract. You're not giving it the duration of the contract.

So now I can say close, and then you can see here that I now have the option to say, okay, ramp one, which is 12 months, I'm giving you 5% discount, but ramp two and ramp three, I'm only giving you 1% the rest of the period.

So that is something that you can add, stay close, and that is something you can then configure per product.

So you could say one product, for example, this is something we see, I know for some countries with what is called pilots, you might have a pilot where you say you have three months that has a discounted rate.

And then after the three months you continue into a normal subscription. You would be able to configure this as well just within a one-year contract.

Now this is just an example with a three-year contract, but you can build it however you like based on this setup.

Yes, and if we are comfortable with this, then we can say next. One thing to note, maybe mostly for the MDs and the sales managers, if you give a discount that's higher than the agreed rate, will be asked for an approval and that approval is based on an approval tree.

Basically, depending on the level of discount, it will be sent to either a sales manager or an MD for approval, basically, and they will get an email and they can then approve it or decline it.

And I think just to add, it's also important to note that not everybody has the of options because for instance in the Netherlands we don't work with those so it is not activated for the colleagues in the Netherlands.

Thank you for making sure to add that. I think Sarah or someone in the room with Sarah has a question.

Yes, hello Jonathan, it's Ronnie here. Just a question. The invoice and the subscription is supposed to be divided splits onto consultants.

Do you do this in VLOX or HubSpot? Yes, that's one of the cases that we've covered before that you need to split them.

We agree on it being in HubSpot. That would be the cleanest place to do it. But maybe Ronnie, for your case here, I need to do a little video and put it on the training page so that we can find it again.

should agree on that? Yeah, great. Sorry. Oh, of course. Cool. So if I'm happy about my packages and my pricing and my dates, I can then go to next.

And then if you want to, you can choose to have both MR or AR on the quote. That's just an option.

And if we are happy about that, we can say, click here, the price appendix. And then it generates my document.

Again, always takes a little longer when I'm sharing my screen. And I can do a preview if I want to.

And then you can see here as well that I have this, the ramps, the period has been added where it says month one to 12.

This is the price and month 13 to 24, this is the price per month. Yeah, there's a pretty simple quote because I'm not adding too much to this.

And then we can go back and I can say create if I'm happy about it. And then I can send it to Hopfart.

And then I can just close here on the right side. And you will see that I now have this, which is a PDF basically that I have here.

I can also open it if I want to as well. And I should also be able to if I refresh if needed.

You can also see here directly on the deal that we added two line items. Now I changed the name to this goes on the invoice, which maybe is not a good thing to have on invoice, but anyhow, just for you to know that this is.

name that also goes on the invoice for the customer. So if you change it, just be aware what you put in.

And so now we can see again the products here. Yes. And it also automatically updates. You can see here the start date on the left side, which is because I did a three-year contract.

going from this year to 2028, the country and the euro has been set. And also our annual recurring revenue, our monthly recurring revenue, and the close date also being set from V-LOX.

Yes. So the last thing that we can then do if we, just the last thing I want to show today as well, if you want the customer now, and now what you would typically do is you would have the PDF, you would send it to the customer and say,

Did we agree this is what we talked about? Is anything for the terms, anything you would want to change?

Then you have a negotiation with the customer a little back and forth, and if you need to change something in VLogs or in the existing offer, you can just say actions and then say configure, and then you get taken back to where I started and you can just change where it makes sense for you to make changes.

If the customer says we are ready to sign or maybe at least want to see, I have the option to sign it.

You can see you have one flow directly underneath where you can say create, and you can just pick your own workspace.

I'm just using the playground because it's a test. It's not a real customer. And you will have a special template for this, which we will, MyOline will help me put it

to each of your one-flow accounts and then you're just choosing who you sign and then you can just click here on this because now you've added the PDF that you generated that is now being added to this contract and you can say create.

It's going to think and then the contract is the same as the quote that you just generated in VLOX and you can send this to the customer and they can sign it the same way that you are used to from one-flow.

This is just a one-flow flow. You could say that you can just send it. Send it here. Then we go back and now you can see,

contract is pending, and then when the customer signs the contract, the deal will automatically be moved from the stage that is in to the contract signed pending approval stage, and then you just need to look it over and make sure that it looks right, and you are ready to send it on to Zora, and then when you are ready to send it, you can say, or you can put it into close one, handover.

Let's see how much I need to fill out. Most of it is filled. As you can see, you have something called invoice note, just put something there, but we have the bill to contact that is taken from the deal in hotspot.

We have a PO number, make sure to add that, the same with AIN or GLN for invoicing, and then if we are comfortable with that, we can say save, and that will then trigger a bunch of things.

It will trigger the creation of a deal in the CES journey pipeline, but it will also trigger the creation of the account in Zora.

This will send the account into Zora and it will also send the line items that you have here. These two, they will be created in Zora on the dates that you've picked and with the pricing that you've picked and the packages, of course, that was picked as well.

What we've done in HubSpot, I know we are going a little above Valorx now, but I just want to also take the time to show you the flow that where we are going.

What we've done in HubSpot is we've created this called Zora subscriptions. This is a reflection of the subscription in Zora so that you can always see them in HubSpot.

You don't have to go into Zora to see it. You can see it here. When I refresh, it sometimes takes a little longer, but now you can see the deal has been created in the onboarding pipeline.

And I'm just waiting for the Sora subscriptions to be created as well. That is the thing that can take the longest.

It shouldn't take more than a couple of minutes, but sometimes it can because the API needs to do some work.

But then you will be able to see that they have been created. And you can also see that they have received a Sora ID, so we can find them in Sora as well.

Does that make sense at all? Yeah. Okay. Perfect. I think we've got some questions via the chat. Maybe we can take them now.

first question is, will this count be visible in the invoice? I think Jonathan, it will want it. Yes. That's the setup right now.

you want it? show or do we not want to show out of curiosity? I'm guessing you would want it to show or I don't know who answered it.

It was a question from Annemarie, I guess. Yes, sometimes we wanted to show but yeah in general I wanted to be shown so we can kind of say this is less price and you get a good price yeah but is it just a percentage that they get or how is it it should be it should be amount should be amount and not the percentage okay but if it's a requirement I know we have the option to add then it's but I will prefer amount yeah I prefer amount yeah perfect yeah all right and then there was a question regarding is the is their price lines with no pre-filled price for the public sector for the public for the bits and the tenders

I'm pretty sure, but I will have to check because we ensure that you have some zero value prices or zero value unit prices.

I'm sure there is, but we will have to check again the whole meeting is being recorded. So we will just we'll go through the recording that the notes afterwards and make sure to check.

Okay. Perfect. But I believe so. Okay. Perfect. That was a question. Can you edit your own text in the quote?

Well, I can answer that. It's not possible. So the text in the quote, it's fixed. That's why we also decided that we will still we still will be working with the templates in one flow where you can alternate text if needed and where you can find the DPA, etc., like all the appendix we sent out now, so that you can still find in the in the one flow template and we only use the quote, like the price appendix, was in the templates earlier.

We'll use the VLux one now. And how to handle a new subscription when the contract is signed on paper and not through one flow.

That's a good question, think. Jonathan? Okay, so it's a print-out basically. Yes, I mean, if you have something that has been signed just where you don't have the option to actually add VLOG's offer, what you can do in one flow.

Sorry, not with the normal one flow, we've... Well, you don't have it uploaded in one flow, I'm guessing either because it's signed in person.

That makes sense. I think what we will do then is I will add an upload option so that you can take a picture on your phone of it or you can scan it and then we can upload it as a PDF on the deal inside of HubSpot.

We have this section. all one flow contracts. I'll just rename it to one flow contracts so that you can upload it here if you've received it in person or as a written copy and then when you've uploaded it here we'll have to do a guide for how to create the subscription.

I'll have to do a guide for that I can see it makes most sense to do that. Okay well those were the questions at this moment thank you.

Thank you all for your time. Reading on Anna. I think good to know that this evening or tomorrow morning the accounts for the VLOGs will be sent out to you all.

Then the question would be for you to activate that account, and then after you've activated the account, you can use the HubSpot connection to VLUX.

Anna, are you there? No, I'm not there. I think if I don't know, if there are any questions, you can always reach out to us after this meeting.

We'll have the Q&A, you can reach out to your head-offs to the managers, but there's still a question, yes.

Quick question from Norwegan and Ronny again. If you change the line items after you have exported it from VLUX back to HubSpot, you change it in HubSpot, what happens then?

Is it possible to... to edit as well or does that kind of process. So the scenario is that you've created something in VLogs and it adds two line items and you then change the line item a little bit and then move it to closed one.

that kind of, would that be, what's that scenario? change it, to edit in VLogs, but I change it in HubSpot because there's also the possibility to edit directly in HubSpot.

I mean, you can do that if you want to, but so just changing it here, but I guess I wouldn't necessarily recommend it.

If you do a new code and send it to the customer, but you can edit the line item in HubSpot if you want to.

And if you then move it to closed one, HubSpot is looking at the line items, sending it to Zora.

So whatever you have in the line items will be what Zora, what HubSpot what creates in store. Okay. Yeah.

Thank you. Okay. And you can see now that the two subscriptions has been created. So the recruitment value starter and this goes on the invoice product that I did.

And you can see the value and the frequency and then the start date. And you can also open this to see some more information.

Not that we should go into that now but you can also open this to see more information about that product as well if you want to.

yeah. Okay. I think that's it for today. Yeah. I think we probably there'll be more questions and more feedback.

Please give it or send it to us when you're using it. And thank you for your time. I might see you at the Q&A this week.

Yes. you for your Thank you much. This will be added to the training page, the recording from today. Perfect.

Bye. Thank you, gentlemen. you.

 

@35:13 - Suzanne Adams

Totoro's.