Table of Contents
Purpose
Using Sales Scorecards provides down-to-the-cent details on how Sales Representatives and Account Managers perform, as well as, helping stay on track with their annual sales goals
With Sales Scorecards, you can create and track sales goals for total proposed and closed revenue that Sales Representatives or Account Managers are targeting. Then you can view their performance against those goals.
The Sales Scorecard feature provides a wealth of information to various managers and System Administrator level accounts that are tracking employees' financial sales goals.
Where Can I Find Scorecards?
First, click the Contacts module.
Search for any contact record with the Employee contact type.
Clicking on an employee record, you can see the Scorecards section towards the bottom of the screen.
This section will display a list of existing scorecards for an employee or gives you the option to create a new Scorecard.
Creating a New Scorecard
💡 We suggest that your Sales Manager creates and maintains these scorecards, so they can adjust and track goals for sales representatives or account managers.
Before creating sales scorecards, consider the following:
The person logged in must have a role with either the System Administrator checkbox or Sales Manager checkbox selected.
The Scorecards section on the Contact is only available for employee contacts who also have a user created.
To create a new Scorecard:
Click the New icon to create a new Scorecard.
Add a new Sales Scorecard for your employee by entering the information in the drop down fields.
Pick the Sales Type.
All Sales Type: Both new sales and renewals
New Sale: Just New Sales
Renewal: Just Renewals
Select the Division from the drop down. You can choose for this sales goal to related to opportunities of specific division or the company or branch.
Pulls the company's available divisions from the Divisions List in Administration
Select Sales Starting Month field to define when the sales goal has started.
Once the information has been entered, click the Save button.
After clicking Save, the scorecard will then expand to show the months of the year.
Enter goal numbers into the Proposed Goal column and the Closed Goal column to reflect the total revenue of opportunities that the sales rep is targeting to propose and close each month.
Last, click Save to save the scorecard you just created for the employee.
Reviewing Scorecard Data
As the months go by, your sales reps will start having data in their sales scorecards based on the proposed and actual work (which we define a little later in this article).
To review the Sales Scorecard:
First, click the Contacts module.
Search for the contact record with the Employee contact type.
Clicking on the employee record, you can see the Scorecards section towards the bottom of the screen. Click the Scorecard you would like to review.
Aspire automatically enters data in the Proposed Actual and Closed Actual columns based on opportunities that have been entered.
Proposed Actual Column
The value ($) appears after completing the estimate and emailing or printing the opportunity proposal for customer's review.
Closed Actual Column
The value ($) appears on the scorecard after the Opportunity is in Won status with the Sales Representative on the Opportunity.
🧠 Once the values start to populate in these columns, you can go back to the Sales Scorecard and click into the dollar values to get additional financial details on specific opportunities that belong to the Sales Representative.
⚠️ For T&M Opportunities: When calculating the Proposed Actual and Closed Actual values on T&M opportunities (contracts and work orders), if any amount has been invoiced for the service, Aspire replaces the amount estimated with the total amount invoiced for the service.
⚠️ For contract opportunities with contract changes, the actual value on the Sales Scorecard does not include the changes.
Creating Scorecard Metrics for Your Sales Reps
After Sales Scorecards are created, another helpful feature that uses Scorecard Data are Metrics and, eventually, KPI and Insight Data charts. Metrics and KPI and Insight charts live on your home screen.
⚠️ Make sure your user settings, in the Customizations section of your User Settings, have Metrics and KPI's and Insights selected. This also includes Sales reps you would be sharing the Metrics with!
To create, view, and share scorecard information for one Sales Representative, you need to create a Metric:
From your Home screen, locate the Metrics section.
Click the three vertical dots and select New.
From the Metric screen, you can now create your new Metric.
For Element Type, select [Select Score Card] from the Element Type drop down.
Enter a Display Name, which is a required field.
🧠 Tip: Be specific about what the metric will show in the Display name. Especially as more metrics are created, show the person's name, the division, and whether it's Proposed or Closed.
Choose your Display Type.
If you are uncertain about the Display Type, here is a decision tree chart to further clarify which type you should use:
Pick who you want to share the metric with. For Sales scorecards, share it with just the specific sales rep in the User field.
Select the Sales Rep in the Sales Rep field. This should be the same person you listed in the User field. By selecting the Sales Rep's name, the Score Cards field will then show all score cards created for that user.
Next, select the Score Card, which is connected to the Sales Rep, that you would like to create into a Dashboard.
Add the period of time that you want the Score Card Data to be pulled from.
Options are: This Month, This Year, Last Month, and Last Year.
Pick the Score Card Type based on the financial information you want to show on the Metric. Your options are Proposed or Closed based on the dollar values listed on the score card.
🧠 Tip: You may want to create two different Metrics for each sales rep: one for proposed opportunity data and one for closed opportunity data.
Here is an example of what your Metric should look in when sharing it with a specific sales rep!
When you are done entering the information, press the green Save Icon.
After the information entered has been saved, your Metric will get added to your home screen. The user you have shared it with will also see this on their home screen if metrics are chosen in their User Settings.
📌 Note: Clicking on the dial or the dollar amounts within the metric will take you to the original scorecard chart on the employee's contact record.
🧠 You will want to repeat this process for each sales representative in order to create your KPI and Insight chart later.
Additional Options with your Sales Scorecard Metric
Pressing the circular arrow button will refresh the data on the metric, which you can do at anytime.
Click into the vertical 3 dots to find additional actions for your Metrics.
New - Create a new Metric with this option.
Edit - Edit the current Metric with this option.
Configuration - For multiple Metrics, you can organize the order these are displayed on your home screen with this option.
Refresh All - Completes a manual refresh of all Metrics with updated changes.
Delete - Use this option to Delete the Metric.
Creating a Sales Scorecard KPI from Multiple Metrics
Now that you have created metrics for your sales reps and have shared them, you, as a Sales Manager, probably want a high level view of the overall proposed and closed opportunity dollar amounts.
To create and view scorecard information for multiple Sales Representatives, you need to create a KPI and Insight (key performance indicator) chart!
Locate the KPI and Insight section on your home screen. If not available, you can add this in your user settings.
From your home screen, select the vertical three dots in the right corner to create a new KPI and Insight Chart.
Enter the information for the KPI and Insight chart you want to create.
KPI or Insight Type - Select Sales Score Card from the options.
KPI or Insight Name - Name your KPI Chart. We recommend naming your chart something that shows what the KPI data is for exactly. For example: West Branch Sales Data-2023
Date Range - Select the Date Range you want the KPI chart to report on.
There are many options Aspire provides for you in this drop down, but you are able to create custom dates to use in the KPI chart.
Score Card - Select all needed Score Cards of the employees you want on this chart.
The data for multiple employees is a sum total on the KPI chart.
Here is an example of what your KPI screen could look like with information entered:
When all the selections are made, then press the green Save icon.
After the information entered has been saved, then your KPI chart will get added to your home screen.
Below is our example information now in the KPI chart on the Dashboard:
The vertical three dots in the KPI window behave the same as the Dashboard.
New - Create a new KPI or Insight with this option.
Edit - Edit the current KPI with this option.
Configuration - For multiple KPI's or Insights, you can organize the order these are displayed on your home screen with this option.
Refresh All - Completes a manual refresh of all KPI's and Insights with updated changes.
Delete - Use this option to Delete the KPI or Insight.