📞 End-to-End Sales Call SOP

Standard Operating Procedure for New Leads

Company: eTenders.lk
Scope: New Online Leads Only
Objective: Convert Leads to Active Subscribers
1. Lead Receipt →
2. Qualification →
3. Service Explanation →
4. Subscription →
5. Invoice (Xero) →
6. Admin Update →
7. Payment →
8. Activation →
9. Onboarding →
10. Closure
1

Lead Receipt & Pre-Call Preparation

Receive Lead Via:

  • Website enquiry form
  • WhatsApp
  • Email
  • Referral

Review in eTenders Admin Panel:

  • Company name
  • Contact person
  • Contact number
  • Email address(es)
  • Product / service category (if available)
2

First Call – Lead Qualification

2.1 Mandatory Qualification Question
Are you interested in applying for government or private tenders, or receiving tender information available in Sri Lanka?
2.2 Qualification Outcome & Admin Action
If NOT INTERESTED
Log in to eTenders Admin Panel
Update Account Manager Email ID with your official eTenders email
Change account status to Inactive – Not Interested
Add internal note (if available): "Contacted – not interested."
Thank the prospect and close the call
If INTERESTED

✓ Proceed to service explanation

3

Service Explanation (What We Offer)

1. Daily Tender Alerts

  • Sent daily
  • Based on client's products or services
  • Covers up to 3 categories
  • Covers up to 3 email IDs
  • Includes all matching tenders published each day

2. Platform Access

  • Secure login to eTenders.lk
  • Centralised tender information for Sri Lanka

3. Search & Filters

Filter tenders by:

  • Publish date
  • Company / organisation
  • Category / product / service
4

Subscription Confirmation

Would you like to subscribe?

Subscription Plans:

Term Price (LKR)
6 Months 20,000
1 Year 35,000
2 Years 65,000
Verbally confirm the selected subscription term with the client.

Payment Methods:

Bank Transfer
Cheque
Cash Deposit
Debit / Credit Card
We will send you the invoice shortly and follow up with you tomorrow.
5

Invoice Creation in Xero (Post-Call)

5.1 Create Contact & Invoice
Log in to Xero
Create a New Contact:
  • Go to Contacts → New Contact
  • Use exactly the same details as in the eTenders Admin Panel:
    • Company Name
    • Contact Person Name
    • Email Address
    • Telephone Number (if available)
Check for existing records. Do not create duplicate or variant contacts.
Create a New Invoice from the contact profile
Select the pre-uploaded eTenders.lk subscription line item: 6 Months / 1 Year / 2 Years (as verbally confirmed)
Review invoice details
Approve & Send the invoice on the same screen to the client's official email
6

eTenders Admin Update (Post-Call)

Log in to eTenders Admin Panel
Update or confirm: Account Manager Email ID (your official eTenders email)
7

Payment Methods (Follow-Up Reminder)

  • Payment methods were explained during the call
  • Reiterate only if required during follow-up
8

Payment Confirmation & Activation

8.1 Client Action

Client must:

  • Email payment confirmation OR
  • Send payment proof via WhatsApp
Exception – Online Payments:
If the client makes a direct online card payment, no manual update is required in the eTenders Admin Panel, as:
  • Payment status
  • Subscription details
are automatically updated in the Admin system.
8.2 Record Payment in Xero (Mandatory for All Payments)
Log in to Xero
Open the issued invoice
Record payment:
  • Mark invoice as Paid
  • Ensure payment date matches the actual funds received date
Confirm invoice balance is zero
8.3 Activate Subscription in eTenders Admin (Only for Non-Online Payments)
Log in to eTenders Admin Panel
Open client profile
Activate subscription:
  • Select correct plan
  • Set subscription end date: 6 months / 12 months / 24 months from payment received date
Confirm expiry date auto-calculates correctly
Ensure platform access is enabled
Note: Skip this step if payment was made online and auto-activated.
9

Client Onboarding & Confirmation

Confirm with client:

  • Login access
  • Alert email IDs
  • Selected categories / products / services
You will start receiving tender alerts from the next working day.
10

Final Closure & Status Update

Thank the client
Reconfirm support contact details
Update lead status to Converted in Admin
11

Internal Compliance Checklist

Account manager recorded
Lead disposition captured
Subscription verbally confirmed
Invoice issued via Xero
Payment recorded in Xero
Admin activation done only where required
Subscription expiry calculated correctly
Client onboarded successfully