Managing Multiple Bids/Deals

[RobNewton]

Hey all, our sales team is often asked for quotes from multiple contractors who are all bidding against each other for the same end project.

Ultimately, I need to be able to track each quote separately. It's tedious for the sales team to create a deal each time and, because bids for larger projects can span multiple regions, they may not even know another quote already exists in the system. This also inflates my pipeline and depresses my win rate since I only expect to win one of these.

I'd like to use custom properties to create a Bid Project that collects all the details and then create individual deals associatd with the Bid Project each time a different company is associated with the project. I'd also be able to use the association to exlcude deals with an associated Bid Project from pipeline/win rate reporting.

I'm running into some limitations with workflows and am wondering if anybody has ideas using the API.

Any ideas are appreciated!

[danmoyle]

Hey there @RobNewton and welcome to the Community! 

Have you thought about creating a Custom Object to handle this? You could call it something like "Bid Project" and it could serve as the central record for each unique project opportunity. Then your sales folks would store all relevant project details in this object, and associate each "Bid Project" with multiple companies (contractors) as they request quotes. 

Workflows should pick up on Custom Objects, though there may be some limitations. But I think this would help keep your Deal pipeline clean and allow reporting that focuses on the right filters you're looking for. I haven't built an exampl to show, but this is where I would start if it were me. 

[Shadab_Khan]

@BérangèreL  thanks for the tag,

@RobNewton Hi!

Curious why you are not creating multiple quotes in the same deal? Alternate option is to have a custom objected created for Contracts that is associated by that 1 ddeal, This will get rid of your fake pipeline problem.

Best

[RobNewton]

Hey @Shadab_Khan , I could've provided a bit more information up front to answer that. We currently use SAP and HubSpot. All of our deals are entered in HubSpot but we do all of our quoting and order creation in SAP. 

When a deal is created in HubSpot, the Opportunitity is created in SAP with the associated org. This allows our sales suppor to go in and quickly create a quote. I need opportunitites in SAP for each org so I need deals in HubSpot for each org. That's why I'd like to be able to just associate a new company to this "bid project" custom object (with all the necessary info for deal creation) and have the deal automatically spun up. Then the automation is triggered, the SAP Opp gets created, and sales support can create quotes.

[BérangèreL]

Hi @RobNewton, thanks for the context and clarification!

Thank you @Shadab_Khan for your help!

@Shadab_Khan, @danmoyle and @Anton do you have other suggestions to help @RobNewton, please?

Have a great day and thanks so much for your help!
Bérangère

[BérangèreL]

Hi @RobNewton and welcome, we are so glad you are here!

Great question, thanks for asking the HubSpot Community!

To start with, I'd like to share an article on the topic "Set up and manage object pipelines" just for information.

Also, these similar threads might be of interest:

- The solution from @karstenkoehler on this post "Exclude records with certain deal stages from a company report"
- The solution from @Shadab_Khan on this post "Forcast excluding other deal data"
- The solution from @Bryantworks on this post "Win Rate reporting"

I'd love to put you in touch with our Top Experts: Hi @danmoyle, @Anton and @sylvain_tirreau do you have tips to help @RobNewton, please?

Have a wonderful day and thanks so much in advance for your valuable contributions!
Bérangère