| With the integration of email in TFS 13 and the introduction of SMS in TFS 12, it has never been so simple to ensure you stay in communication with your prospects. This article highlights some of the ways you could be using TFS to ensure you are utilising TFS to manage the application process from prospect through to client.
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| title | Templates are examples unsafe-only |
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| The following article shows selecting templates for the emails These templates are examples only and you will need to create your own templates in TFS Administration |
Click on the links below to jump to the relevant section; Capturing a prospect
Setting a followup for the new prospect.
Convert the quote to an application.
Submit the application.
Keeping your client updated.
Requesting a vendor invoice Capturing a Prospect You receive a telephone call from a potential client and you create a quote using the Quick Calculator function  Image Modified or F11.  Image Modified
when you click Save you are offered the option of creating a new Client/Prospect.  Image Modified
Enter some basic information about the prospect.  Image Modified
Enter the prospects mobile and email address as this will allow you to communicate via SMS and email from TFS.  Image Modified
If required you can create a contact for the prospect. When you have finished click on the Finish button. The quote is then allocated to the new prospect.  Image Modified
Click to return to top Email the QuoteOnce you have created the quote you can email it to your new prospect direct from TFS using Smartlodge.  Image Modified
Click on Email Quote(s)  Image Modified
Select the quote and click Next.  Image Modified
Specify the report content and click Next  Image Modified
When you come to email recipients screen select the contact that you want to email and click on the To button  Image Modified
An email will then be created with the quote attached to it  Image Modified
You can then select a template by clicking on the  Image Modified button against Template. You will then see the available quote email templates.  Image Modified
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A comment will be made against the prospect  Image Modified
Click to return to top Setting a followup To ensure that you don't let your prospect slip past use TFS to assist you. Add a comment to the newly created prospect and set it to create a follow-up;
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Create a followup and link it to the quote
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When the follow-up is due TFS will show a reminder with a link to the quote  Image Modified
When you click on the Select Quote button the prospect and quote will be loaded. Click to return to top
Converting the quote to an applicationWhen the prospect is ready to move forward with the application go to the Client \ Quotes screen and select Convert  Image Modified
Click on Yes to convert the quote to an application. You can then go an edit the goods record to put in the relevant information. If you record the vendor and the contact you will be able to email them from the system.  Image Modified
Click to return to top Submit the applicationWhen you are ready to submit the application (Non-electronic submission) you can use Smartlodge  Image Modified
Choose the reports that you wish to include  Image Modified
If required select any client linked files;  Image Modified
Select the financier contact;  Image Modified
When the email is shown you should then select the template that you wish to apply to the email;
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When you click send a comment is created  Image Modified
Click to return to top Keeping client updatedYou could now send your client an SMS to let them know that the application has been submitted. SMS messages can be sent from the Communicate option in the Client / Contacts screen.  Image Modified
You can also select email and send them an email  Image Modified
At this point, you could create a follow-up for yourself for any emails that you send that require client actions.  Image Modified
As you application progresses you can update the client via SMS or email as required. Requesting a Vendor InvoiceIf the application requires a vendor invoice you can use the communicate option to send the request or you could go to the Application Service Providers screen and click on the email icon next to the contact;  Image Modified
If you have a template for this then select it;  Image Modified
Click to return to top |