07-Analytics-History

Analytics and Proposal History Guide

Learn how to track your success, understand your performance, and find past proposals quickly.

Understanding Your Dashboard

When you log in, your dashboard shows important information at a glance.

Key Metrics (The Numbers at the Top)

Total Proposals - How many proposals you've created all-time - Shows your experience level - Includes drafts and sent proposals

This Month - Proposals created this month - Compares to last month - Shows if you're on track

Success Rate - Percentage of proposals accepted - Higher is better (aim for 30%+) - Industry average is 20-25%

Average Response Time - How quickly clients respond - Faster responses often mean more interest - Under 48 hours is good

The Analytics Page

Click "Analytics" in the main menu to see detailed information.

Performance Overview

Proposal Statistics

The main chart shows: - Created - How many you made - Sent - How many you sent to clients - Viewed - How many clients opened - Accepted - How many became customers

Time Period Options: - Today - Last 7 days - Last 30 days - Last 3 months - Last year - All time - Custom date range

Conversion Funnel

This shows where you lose prospects:

Example: 1. Created: 100 proposals (100%) 2. Sent: 95 proposals (95%) 3. Viewed: 75 proposals (79%) 4. Downloaded: 45 proposals (47%) 5. Accepted: 22 proposals (23%)

What This Tells You: - If few are viewed: Check email deliverability - If few download: Improve proposal appeal - If few accept: Review pricing or coverage

Client Engagement Metrics

View Rate - Percentage who open proposals - Good rate: Above 70% - Low rate? Check email subjects

Download Rate - Percentage who download PDF - Good rate: Above 50% - Shows serious interest

Time to First View - How quickly clients open proposals - Under 4 hours is excellent - Over 24 hours needs follow-up

Average Time Spent - How long clients review proposals - 5-10 minutes is good - Under 2 minutes = not interested - Over 15 minutes = very interested

Industry Breakdown

See which industries perform best:

By Industry: - Restaurants: 25% acceptance - Retail: 22% acceptance - Construction: 28% acceptance - Professional: 30% acceptance

This helps you: - Focus on successful industries - Improve in weak areas - Adjust your approach

Geographic Performance

If you work multiple areas: - See acceptance by city/region - Identify best territories - Plan your focus areas

Proposal History

Access all your past proposals easily.

Finding Proposals

Go to "History" or "Proposals" in the menu.

Search Methods:

By Business Name - Type part of the name - Auto-completes as you type - Finds partial matches

By Date Range - Click calendar icon - Select start date - Select end date - Click "Apply"

By Status Filter by proposal status: - Draft - Not sent yet - Sent - Delivered to client - Viewed - Client opened it - Downloaded - Client got PDF - Accepted - Client said yes - Rejected - Client said no - Expired - Needs updating

By Coverage Type Find proposals with specific coverage: - General Liability - Property Insurance - Workers' Comp - Auto Insurance

By Industry Filter by business type: - All restaurants - All retail stores - All contractors

Proposal List View

Each proposal shows: - Business name - Date created - Status (with color coding) - Last activity - Total premium estimate

Color Coding: - 🔵 Blue = Draft - 📤 Gray = Sent - 👁️ Green = Viewed - ✅ Dark Green = Accepted - ❌ Red = Rejected - ⏰ Orange = Expired

Proposal Actions

For each proposal, you can:

View - Click to see full proposal - Read exactly what client saw - Check all details

Edit - Make changes to draft proposals - Update expired proposals - Cannot edit accepted proposals

Duplicate - Copy for similar client - Saves time on similar businesses - Change only what's different

Resend - Send again if client lost it - Send to different email - Refresh expiration date

Download - Get PDF copy - Save for records - Print if needed

Delete - Remove draft proposals - Cannot delete sent proposals (for records) - Archive instead of delete

Activity Timeline

See everything that happened with a proposal:

Example Timeline: - March 1, 10:00 AM - Proposal created - March 1, 10:30 AM - Sent to client - March 1, 2:00 PM - Client opened email - March 1, 2:15 PM - Proposal viewed - March 2, 9:00 AM - PDF downloaded - March 2, 11:00 AM - You followed up - March 3, 3:00 PM - Client accepted

This helps you: - Know when to follow up - See client engagement - Track your actions

Reports and Insights

Monthly Reports

Automatically generated each month:

Includes: - Total proposals created - Acceptance rate - Average premium - Top industries - Best performing days/times

How to Access: 1. Go to Analytics → Reports 2. Select month 3. View or download

Custom Reports

Create your own reports:

1. Click "Create Custom Report"
2. Choose what to include:

• Date range
• Metrics to show
• Grouping (by week/month)

1. Generate report
2. Export to Excel or PDF

Comparative Analysis

Compare different periods:

This Month vs Last Month - See if you're improving - Identify trends - Spot problems early

This Year vs Last Year - Long-term performance - Seasonal patterns - Growth tracking

Using Analytics to Improve

Identify Patterns

Look for trends:

Best Days - Which days get best response? - When do clients accept most? - Schedule accordingly

Best Times - Morning vs afternoon sending - Day of week patterns - Optimize your timing

Best Industries - Where you succeed most - Focus your efforts - Become a specialist

Track Your Goals

Set and monitor goals:

Example Goals: - 50 proposals per month - 25% acceptance rate - 48-hour response time - $5,000 average premium

How to Track: 1. Go to Analytics → Goals 2. Set your targets 3. Monitor progress 4. Get alerts when close

Improve Weak Areas

If acceptance is low: - Review your pricing - Improve proposal quality - Follow up faster - Better qualify prospects

If viewing is low: - Better email subjects - Send at better times - Check spam filters - Verify email addresses

Follow-Up Management

Automatic Reminders

Set up follow-up alerts:

For Sent Proposals: - Reminder after 24 hours if not viewed - Reminder after 3 days if viewed but no response - Reminder after 1 week to close

For Viewed Proposals: - Alert when client views - Track time spent - Know when to call

Follow-Up Best Practices

First Follow-Up (24 hours) "Hi [Name], I sent your insurance proposal yesterday. Did you receive it?"

Second Follow-Up (3 days) "Hi [Name], I noticed you viewed the proposal. Do you have any questions?"

Third Follow-Up (1 week) "Hi [Name], I wanted to check if you need any changes to the proposal."

Final Follow-Up (2 weeks) "Hi [Name], The proposal will expire soon. Can we discuss your insurance needs?"

Exporting Data

Export Options

Excel Export 1. Select proposals to export 2. Click "Export to Excel" 3. Opens in Excel/Google Sheets 4. Analyze further

PDF Reports 1. Generate report 2. Click "Export PDF" 3. Professional format 4. Good for meetings

CSV Export 1. For database import 2. All data included 3. Use for CRM sync

Client Insights

Individual Client View

Click on any client to see: - All proposals sent to them - Total value of proposals - Communication history - Notes and comments

Client Scoring

System automatically scores clients: - Hot 🔥 - Viewed quickly, spent time, downloaded - Warm 🟠 - Viewed but no download yet - Cold 🔵 - Sent but not viewed - Lost ❌ - Rejected or expired

Tips for Better Analytics

Daily Habits

Morning Check (5 minutes): - Review yesterday's activity - Check for viewed proposals - Plan follow-ups - Set day's goals

Evening Review (5 minutes): - Check day's performance - Note successful approaches - Plan tomorrow

Weekly Reviews

Every Friday: - Review week's numbers - Identify what worked - Plan improvements - Set next week's goals

Monthly Analysis

First day of month: - Review full month report - Compare to goals - Identify trends - Adjust strategy

Common Metrics Questions

Q: What's a good acceptance rate? A: 20-30% is good, above 30% is excellent

Q: How many proposals should I send? A: Quality over quantity, but aim for 2-3 per day

Q: When should I follow up? A: Within 24-48 hours of sending

Q: How long should proposals be valid? A: 30 days is standard

Using History for Templates

Find Successful Proposals

1. Sort by "Accepted" status
2. Review what worked
3. Save as templates
4. Reuse successful formats

Learn from Rejections

1. Filter by "Rejected"
2. Look for patterns
3. Identify common issues
4. Improve your approach

Privacy and Security

Who Sees Your Data?

• Only you see your analytics
• Admins can see aggregate data
• Clients never see analytics
• Data is encrypted

Data Retention

• Proposals kept for 3 years
• Analytics kept indefinitely
• Can request deletion
• Regular backups made

Advanced Features

A/B Testing

Test different approaches: 1. Create two versions 2. Send to similar clients 3. Compare results 4. Use winning version

Automated Insights

System identifies: - Unusual patterns - Opportunities - Problems to fix - Suggestions for improvement

Troubleshooting Analytics

Numbers Don't Look Right?

• Check date range
• Verify filters
• Clear cache
• Contact support

Missing Proposals?

• Check all statuses
• Remove filters
• Try different search
• May be archived

Can't Export?

• Check file permissions
• Try different format
• Use different browser
• Contact support

Pro Tip: Check your analytics every morning - just 5 minutes can help you spot opportunities and problems early!