After revolutionizing the License Agreement Module in conjunction with MWB (a UK-based workspace provider), we rolled out the LAM to many operators big and small around the globe.
The Proposal Problem
After developing the LAM, we identified another significant issue: the proposal process. The sales team was spending too much time creating proposals using basic tools like Microsoft Word and Excel, leading to inconsistencies and errors. Additionally, once proposals were accepted, transferring that data into the agreement module wasn’t seamless, which created delays and errors in the process.
Although UltraSoftBIS’s CRM system had a sales module, it wasn’t being fully utilized, which added unnecessary friction to the process. It became clear that we needed a dedicated proposal module—one that would streamline the proposal process and integrate directly with LAM.
Identifying the Solution
Recognizing this gap, we realized the urgent need for a proposal module that would integrate with LAM, creating a more efficient workflow and ensuring accuracy. The new tool would allow workspace operators to generate proposals quickly, maintain consistency, and minimize the chance for errors. This integration would bridge the gap between the proposal and agreement stages, creating a seamless flow from one to the other.
The proposal module was designed with several key features to simplify the proposal process:
Consistent Proposals: No more worrying about inconsistent formats. The module ensured every proposal adheres to corporate branding and standards, eliminating the variability caused by different tools.
Real-Time Pricing and Availability: Sales teams could now access live pricing and space availability, ensuring they offered accurate proposals without unnecessary delays.
Effortless Proposal Generation: With just a few clicks, sales managers could generate a fully formatted proposal, apply the correct pricing and discounts, and instantly send it to the prospect with a pre-customized email template.
A Seamless Integration
Once the proposal module was created, it revolutionized the sales process. What used to take hours could now be done in seconds. After a site viewing, sales managers could generate and send a polished proposal directly to the customer's inbox. Once accepted, all proposal details—such as pricing, customer information, and discounts—could be seamlessly transferred to the LAM without manual data entry.
This seamless integration ensured the transition from proposal to agreement was smooth and error-free, further enhancing the efficiency of the entire sales process.
A Fully Integrated Sales Process
By automating the proposal process, the entire sales cycle became more streamlined. Sales managers could quickly generate proposals, send them to prospects, and convert those proposals into signed agreements—all within minutes. With the new proposal module, workspace operators could reduce the time spent on manual processes, allowing sales teams to focus on what mattered most: closing deals.
The End Result: A Turnkey Solution for Flex Space Operators
While originally developed for MWB, the success of the proposal module led to its adoption by workspace providers globally—both large and small. This module, integrated into the UltraSoftBIS platform, has been a game-changer for operators worldwide, automating up to 90% of the sales process—from generating proposals to customer onboarding.
The benefits of this automation are clear: reduced errors, greater consistency, and faster deal closures. And the proposal module is just the beginning. Future advancements in billing, management, and reporting are coming soon.
