As we continue our back to basics series, it’s time to focus on Aquira and one of the first steps: adding a proposal. Like other RCS products, Aquira is a powerful CRM and sales proposal solution that can cater to multiple station’s requirements. This week, we outlined some of these custom configurations to hopefully inspire you to identify additional setting to better control your traffic operations.
Note the differences between a proposal and a contract. A Sales Representative would begin the process by entering their proposal into Aquira for a Sales Manager and/or Traffic Manager to approve. We’re working within the Sales | Proposed Contracts tab and then once a proposal is approved, it becomes a Contract and is moved to the Traffic | Contracts section. Obviously, as part of the approval process, we don’t want to edit an approved contract, so there are specific locked behaviors once a proposal becomes a contract.
Reviewing a typical Aquira workspace, we have the Browse subtab to search for existing proposals or create a new proposal. Double click on the proposal to open the Detail subtab, which will allow the user to edit the proposal. Now, there are a lot fields here, however, don’t be intimidated by these options. Instead, focus on your station’s requirements, and then apply the necessary fields. Under the General subtab, we outlined all of the proposal’s required information, like the contract number, advertiser, brand, product, sales rep, and more. Aquira also features custom attributes that can be station or workflow specific. If you have any questions about how to implement these attributes, reach out to your Aquira onboarding trainer or RCS Support for guidance. Finally, on the bottom right of the General tab, we have the Approval Levels, which again, is specific to your station’s needs. Per our example, a Sales Representative, Sales Manager, and Traffic Manager would have to approve the proposal before it converts to a contract.
For time purposes, we quickly outlined the remaining subtabs. Summary offers a review of all the information, Options allow the user to define any special behaviors, like Filler options, and Attributes include any additional custom attributes. Spotlines is where we schedule or plot our spots, which we’ll save for another lesson. Charges will allow users to isolate a line item that is outside the scope of a traditional radio commercial. For example, a charge might be a talent fee that is included in an advertising package. Whereas the Sponsorship tab can be used to identify if the proposal includes sponsoring a programming feature, like “The 90s at Noon.” Costs would include a line item that the station is required to pay. For example, if there’s a Charge: Talent Fee: $150, then the station may add a Cost: Gas: $50.
Did you now that Aquira can also integrate with Google Ad Manager? So not only can you create a proposal with all of the unique line items mentioned above, but you can also schedule your web ad impressions. From the Web tab, define the Web Format, like 300×200 Tile Ads, and then use the “Get Estimated Impressions” to automatically integrate Aquira with your Google Ad Manager instance. Also note the differences in stations. Obviously, spots are scheduled on WRCS-FM, but the web ads would be impressions, like CPM or CPC, on rcsworks.com. This way, a completely different set of revenue and billing can be executed from the same piece of software.
Finally, we reviewed the remaining subtabs, including Media, which, as a reminder, Aquira does require all media to be attached to the spotline before exporting your logs to automation. Billing Plan can be enabled if your station allows Billing Plans, or invoicing that is spread over a longer period of time, Attachments include any non-audio proposals attachments, like a tax form, and finally the History subtab will outline any changes done to the proposal.
As you can see through Aquira’s proposal process, your business management team can truly customize your daily workflows and metadata, incorporating multiple types of revenue, both traditional commercial radio spots or web impressions, which can be integrated with Google Ad Manager. If you have any questions, don’t hesitate to reach out to your local Aquira contact or RCS Support. And while you’re chatting, don’t forget to ask about becoming a Beta user as Aquira 3.23.1 will be available shortly, as well as Zetta 5.23.1 and more. RCS is still hiring unique positions that can be found on our careers page. You can also send your studio setup to be featured in our #studiospotlight by emailing marketing@rcsworks.com. Finally, we’re hitting the road in 2023, specifically setting aside time to discuss you and your station, offering any tips and tricks. Drop us a DM, reach out to us on our socials or speak with your local RCS contact to schedule a time. Country Radio Seminar 2023 is right around the corner, so don’t wait!