Axonaut: sending a quotation does not mean a sale is won

Analysis of official documentation, with no testing on a paid account.

A small team can have many open quotes and few files followed. The problem is not always the number of contacts: no one knows what proposal refers to, what the client lacks to decide, or who should resume the exchange. In Axonaut, the starting point is to link the proposal to the commercial record, then separate states that answer different questions.

This guide offers benchmarks for filing cases and finding the reference estimate.

One case, one next action and one reference proposal

Start by defining what your team calls a deal. A one-off service and an annual contract with the same company may require separate tracking. Conversely, three versions of a quote for the same need do not necessarily represent three potential sales.

Our proposed rule: open a file by independent purchase decision, not by document sent. Name it with the need and the perimeter, then note the person following the file, the next action and its deadline. These elements constitute a Logicelio working convention; we do not claim that they are all mandatory fields of the software.

These titles are an example of a method, not the steps imposed by Axonaut. Keep only those that cause a different action. An additional column that does not change work adds more to the classification.

Link the estimate to the existing opportunity

The Axonaut documentation describes the connection from CRM, then Opportunities: Editing an opportunity includes a Quote area to create the associated proposal. The vendor also indicates that a quote can be linked to an existing opportunity when it is created. Source: Link between opportunities and estimates.

Before creating anything, look for the folder that has already been followed. Control the company, the need and the person involved: also compare the coordinates and the history. After linking, check that the document fits this case and not another request from the same client.

In case of a new version, leave a note explaining what changes: reduced perimeter, added option or moved calendar. The goal is not to erase the history, but to make the version to defend immediately identifiable. This guide does not assume an automatic version management function; check in your account how references are kept.

Do not add opportunity, quote and cash

Sales tracking answers “What can we sell?” Payment tracking answers “What remains to be received?” Putting them in the same tool does not make them interchangeable.

The Axonaut forecast documentation indicates that current opportunities are weighted by their probability of success. It also describes an advanced option to use estimates rather than opportunities. Check the selected source before interpreting the result: the option does not invite you to add the two lists. Source: cash forecast.

Pedagogical example, excluding VAT and non-settlement schedule: a fictitious case of 4 000 € with a successful hypothesis of 50 % represents 2 000 € of weighted potential in our simplified calculation (4 000 × 0,50). This means neither 2 000 € cashed, nor a guarantee to get half the order. The outcome can be an entire sale, renegotiated amount or no sale.

This calculation is not a reproduction of the Axonaut engine. It leaves aside VAT, maturities, invoices already issued and other flows. Its only purpose is to show why a commercial probability should not mentally fund a certain expense.

After acceptance: check the created folder

According to Axonaut help, acceptance of a quote results in the creation of a linked customer order. This file collects the documents of the case and allows to track what has been invoiced and what remains to be invoiced. Source: Customer command.

For your team, the important control is continuity: does the colleague who prepares the service find the right proposal, the accepted scope and the agreed reserves? An imprecise trade note can become a bad record.

Do not use “accepted”, “invoiced” and “paid” as three ways of saying the same thing. Identify the evidence required for each stage. If your question already concerns payment, see the guide to checks before sending an invoice reminder This is no longer the same control as re-launching a quote.

Automation only the transition understood by the team

Axonaut documents separate triggers, including acceptance of a quote, electronic signature and payment of an invoice. The actions presented include the creation of a task or opportunity. The aid also describes a follow-up of the actions programmed or executed and the possibility of deactivating automation. Source: Commercial Automation.

Start with a limited internal action, such as preparing the record’s handover after agreement, rather than a series of customer emails. Review active rules before adding another. Two rules responding to the same event can create redundant follow-up; this is a risk to check, rather than an Axonaut malfunction observed by Logicelio.

Also test a changed quote or withdrawn agreement. Check whether scheduled actions are cancelled in both situations. Until this behaviour has been verified in your configuration, arrange a manual review before execution. Do not promise the customer an automated sequence you do not know how to stop.

Reread a folder before generalizing

Have a colleague take back a demonstration file: he must find the current estimate, understand if it is accepted and identify the next action. Then use an old version of the estimate to check that it cannot be confused with the chosen proposal. Keep the recipients of the trials internally.

The final question is not "Did I find the button?" but "Can someone else explain this file without calling me?" If that person confuses two proposals or does not know what to do next, revisit the filing rule before adding more automation.

When this work does not justify Axonaut

If you produce a few invoices without negotiation or relaying, structuring a complete business cycle may be unnecessary. If your current CRM already meets the need, first measure the organizational cost of a change: folder recovery, naming rules and user training.

Our Axonaut review describes the overall scope. The comparative Axonaut and Qonto aid to distinguish commercial monitoring and financial operations. To review other trade organizations, see selection of CRM for small businesses.

Before signing up, check the functions actually available in your account and the estimate for the number of users and the duration chosen. No price or promotional advantage is guaranteed by this guide.

Before negotiating the price, calculate the discount your margin can support. Calculate a discount in Axonaut.