MC Training

Each month, client’s have the option of continuing or cancelling services with Sebo Marketing. In this section, we’ll review what happens when a client wants to continue working with Sebo for that month.

Please Note: consider the days below as the deadline, but hopefully, the tasks will be completed before stated below. Meaning, we hope to have the reports and emails done within 2 or 3 business days, the monthly report sent around the 5th to 7th of the calendar month, and invoices sent and tasks in LiquidPlanner before the 7th of the calendar month.

Days 1-3: Monthly Reports

• Please have your monthly reports assigned out to team members by the last day of the previous month
• We gather data for each client from different sources.
• Typically the data is gathered for a client, and immediately following the data gathering, the email is prepared
• The report spreadsheet gets completed by the assigned person on the team
• The person who created the report and wrote the email draft opens up the Opt Team – Client  Billing System Google Sheet and in the Monthly Report Sent? column, they change the status as described below (and in Column S to the right of the revenue section on the Sheet).
  • Blank means the monthly report hasn’t been completed yet
  • x means the report has been created
  • e means the email draft has been created
  • Once the email has been sent to the client, enter the date it was sent

Day 4-5: Client Plan, Draft and Send Email

• The MC, the Key Lead, or the person who compiled the data creates the email draft that will be sent to the client
• The email to the client gets saved in the Draft section of the email of the MC
• The MC reviews the data and creates a client plan for the month, which is included in the email
• The MC sends the email to the client by the end of day 5

Day 7: CSV Preparation, Upload & Client Invoices

• The day after the client emails get sent, the Key Lead goes back through the client emails, and adds tasks to the LiquidPlanner CSV
• Once all client tasks are in the CSV, the file gets uploaded to LiquidPlanner
• In addition, any invoices that are not set up as recurring invoices need to be sent on or before the 10th of the calendar month
• Also, it’s expected that employees aren’t just sitting around on Day 7 waiting for the upload. You should know of a few tasks that will be assigned to you for the month. While the CSV upload is taking place, get started on your monthly tasks!

Day 8 and Beyond

• Once the CSV file has been uploaded, employees will now have their monthly plan outlined for them inside of LiquidPlanner
• Once a task is finished, the person who completed the task adds the total hours spent on the task into LiquidPlanner and marks the task complete
• This process gets completed for all tasks that are assigned to you
• Once you complete your tasks, you need to check with other members of your team and see if you can take tasks off their plate
• Once the tasks for your entire team are completed, you need to check with other teams and offer assistance to them
• Ideally, the tasks get completed several days before the end of the month. When this takes place, use this time for training, learning, and big picture items

The Opt Team Billing Doc is how Sebo keeps track of invoicing, clients, and how much revenue comes in throughout the month. It is the responsibility of the MC to make sure their clients, invoice amounts, sent dates, and other information is listed correctly within the billing doc. Please keep your section of the billing doc up to date throughout the month. Here are some of the important columns that you’ll need to update and keep track of each month:

Package Type
Ongoing – Duplicated by Rachel, Adjusted by MC Ongoing Repeating client, who pays us monthly. Duplicated every month from the previous month. Amount rarely changes.
Extra – MC Manages, These are extra one off payments that will not be recurring. NOT duplicated to the next month. ONE LINE ITEM PER INVOICE
Future – Rachel Edits, When a client’s billing system is longer than 30 days. We send an invoice not expecting any money from that invoice that month. Needs to be in place for reports and invoice tracking. Always 2 open invoices for these clients
Late – Edited by Rachel, When client doesn’t pay us by the 7th of the following month. Moved to new month, marked late and turned red

We use the Package Type column to keep track of the general amount each of your clients spends with us. A Basic client spends $600 or less, a Starter client spends $600-$1,400, a Standard client spends $1,401-$2,000, an Advanced client spends $2,001-$2,999, and an Elite client spends $3,000 or more. Make sure this column accurately states the client type so we can track if you are up-selling, maintaining, or losing any one kind of client.

Sales Rep

Please list the source of the client lead.

Service Description

This column should match the invoice and the information in the “What We Pay For” page in the monthly report. List the services we provided for the client in the previous month.

$$

This column should state the amount the client needs to be billed that month. It is your responsibility to ensure that each of these amounts are correct for all of your clients so we invoice them accurately. If you don’t think that this revenue will come in by the end of the month, please put $0.00 in this column, and list the amount in the Description column after the description. This will give us a more accurate view of how much revenue to expect that month.

Doc Type

Please list if we send the client an invoice or sales receipt

Payment Type

Please record how the client typically pays Sebo: Credit Card or Check

Invoice/Receipt Sent and Date Sent

For clients that you’ve set up a recurring invoice or sales receipt, this column will always say Recurring, and you won’t need to worry about sending their invoice at the beginning of the month because these go out automatically. If the invoice is not recurring, you’ll need to record a Yes when the invoice has been sent, or a No if the invoice hasn’t been sent. In the next column, you’ll need to record the date that the invoice was sent. For recurring invoices, the date is usually the first of the month.

Paid

List Yes or No if the client has paid the invoice or not.

Monthly Report Sent and Who Does the Report

At the beginning of each month, please assign your monthly reports to yourself, marketing assistants, and interns by listing their name in this column. When the data has been gathered, put an x in the Monthly Report Sent column, an e when the email has been drafted, and the date of when the email and monthly report were sent. Each of these tasks should be completed within the first week of the month. Kaitlan will let you know those deadlines each month. It is your responsibility to make sure your assignees know which monthly reports they need to complete and how to correctly fill out the billing doc when they have done their part.