Customers and contacts are available through the customers and contacts tabs on the dashboard. There are multiple options to work with customers depending on how you use Salesbuildr.
Stand-alone: You can manually create and update customers and contacts.
Autotask: Customers and contacts are automatically imported.
Microsoft Dynamics 365: Customers and contacts are automatically imported.
A contact is not the same as a user. Users are only created when a customer logs in to Salesbuildr. Contacts can be used to send your proposals to.
A logged-in user is automatically linked to a contact if the associated email address of the SSO email address exists as a contact. Read this article if a user is not automatically linked to a contact.
Creating new contacts
You can create new contacts from your Dashboard using the New Contact action.
You can use the Salesbuildr integration with Apollo to automatically fetch information for new companies and contains to prevent from having to manually lookup and enter that information for each relevant field. Read this article to learn how to setup the Apollo.io integration.
Creating new companies
Note: As this time, creating companies will onl work with default company settings in Autotask. If you have user defined fields and required system fields in Autotask that need to be filled in before creating a company we ask you to wait a couple of releases.
Watch the video to see how this works:
Before you can create new companies in Autotask, you will have to map the Salesbuildr Company type to the Autotask company type. You can do this by navigating to Admin, Autotask, Company import. Scroll down to the Salesbuildr to Autotask mapping section and map Salesbuildr Customer to Autotask Customer and then click save.
When you finished this step, you can create new companies inside Autotask using Salesbuildr by navigating to the companies tab from your dashboard and selecting Create new company. Make sure to fill in the Name, Type, Accountmanager and website.
You can set the default company type under Admin, Configuration, General.
Make sure you enable the Apollo.io integration if you want Salesbuildr to automatically pull in company and contact information based on email or website.
Autotask: Automatically create or update contacts using webhooks
Salesbuildr can make use of Autotask webhooks to automatically create or update contacts and companies when you create or update them in Autotask. Follow the steps in this video to enable this functionality. Then navigate to Admin - Autotask - Webhooks to install webhooks.
Make sure the Salesbuildr API user has permissions to create webhooks trough the applied security level, under security level - Other.
Enabling or disabling customer access
By default, customers can approve sales documents without having to login to Salesbuildr. If you want customers to login before they can sign a sales document, you will have to explicitly enable access by navigating to the companies tab, selecting the customer and enabling access for that customer. Navigate to the contacts tab on the company page to enable or disable login for specific contacts.
How to setup customer specific approval workflows
In some situations, quotes that are sent to a customer contact person will need to be approved by a manager that can legally approve a proposal. This could also only be the case for quotes that exceed a certain amount. When you go to your customer page, select edit and navigate to the admin tab, you can setup customer specific approval workflows.
Specify an amount above which the quote needs approval from a manager and then select one or more users who can approve quotes. Leave at 0.00 when all quotes need approval from a manager.
You can also select a contact from a different customer as a quote approver for the company. This can be useful when a contact controls multiple businesses. Just type the name of the contact in the list and select it as approver.
Additionally you can use the customer admin tab to set a customer specific payment term of quote template.
When quote approvers have been configured, quote that you send a user that is not part of the approvers list, will be forwarded for an additional approval to one of the approvers for final acceptance.
Note that the quote will always have to be approved by the initial contact from the customer. If that customer cannot approve because their login is not linked to the quote contact, you can perform the 1st line approval on behalf of the customer. After this step the 2nd line approver can do the final approval.
Sending an invite to sign-up to customer contacts
You can send an email invitation to customer contacts that are enabled to login to invite them to sign up for an account.
You can customise the invitation that your customer will receive by navigating to admin, configuration, email templates and selecting the "Send login invitation to customer" template.
How to setup Autotask User Defined fields (UDF)
You can create custom fields for different account entities in Salesbuildr and link them to user defined fields created in Autotask. After you have linked the fields, you can use them as dynamic field in templates.
Start by navigating to Admin - Custom Fields and select the entity that you would like to create a custom field for. See the video how to create a new custom field and linking it to the Autotask user defined field.
Enabling or disabling specific authentication methodes
Salesbuildr has built in support for authenticating your customers using their existing Microsoft or Google SSO credentials. This removes the need for your customers to adopt a new username and password combination.
You can enable or disable authentication options by navigating to Admin, Configuration, General and selecting the Auth Configuration tab.
To ensure that customer can login works, the email addresses of the Autotask contacts must be identical as the email address that is linked to the Microsoft of Google SSO account that they use to login.
Microsoft admin consent requests
Salesbuildr is a Microsoft verified published app. If you have enabled the Microsoft admin consent workflow for your tenants in Azure, you will also need to add Salesbuildr as an approved app. Once a request is approved, all requestors are notified that they have been granted access. Approving a request allows all users in your tenant to access the application unless otherwise restricted with user assignment. See this Microsoft article on how to Grant tenant-wide admin consent to an application.
Multiple contacts with the same email address
When you customers signs in with their Microsoft or Google SSO and multiple Autotask customer contacts exists for that email address, Salesbuildr will match the login with the first matching contact found. This can result in the wrong contact being linked. To resolve this you can manually link the login to the correct Autotask contact, view this article to learn more.
After authenticating, your customer will be redirected to their personal dashboard. From here, they can view quotes that are in draft, expired or waiting approval.
If you have enabled self service ordering and created customer specific categories, your customer can navigate to the store and place orders.
Read the Dashboard article to learn how to customise it.