Save your money – a clever way to manage your salesforce licenses

• Date: May 2020 •

Estimated reading time: 6 minutes

Dmitri Leichik

CEO, Co-Founder of Twistellar
Decrease the mid- and long-term expenses
A typical budget of a Salesforce implementation project consists of two important parts — the cost of implementation services of a Salesforce consulting company (usually paid once) and the cost of Salesforce licenses (paid yearly to Salesforce).

As we know, the bread and butter of Salesforce — Sales and Service Cloud licenses have the basic price of $75/month for Professional Edition and $150/month for Enterprise Edition, paid per seat on an annual basis. A direct approach of multiplying the price by the number of your employees gives a significant amount. That, especially compared directly to other CRMs on the market, makes you think well to select people who will actually be using the system, or even look at the proposals of other CRM vendors.
Sales and Service Cloud license plans
We often notice that straightforward approach on many Salesforce projects we're dealing with, so we'd like to remind of a very effective way to decrease the mid- and long-term expenses on Salesforce implementation, and maximize the engagement of Salesforce within your organization. And that's internal Community.
Partner Central
Salesforce Community Cloud is an effective technology that allows you to build interactive web-portals to interact with your partners and customers. The typical aim of building communities — to share exclusive content, leverage gamification, create customer forums, and improve support to increase your customers' adoption and get loyal followers of your brand. Or if we're talking about partner communities — to provide access for your business partners directly to your database via web-interface tailored to your needs and permissions, and thus to enable placing orders, tracing their fulfillment and stock updates, getting reports on collaboration metrics — and all that without spending efforts on manual information processing.
Help Center
To use Community Cloud you have to purchase and allocate Community Licenses to all these customers and partners, so that they have their personal credentials (login and password) to control access, permissions, and personalize UX.

So Salesforce Community Cloud enables people to use their browsers to log in under their personal credentials to your interactive web-portal, to input information directly into your database where it's processed, and to get feedback and reports on their activities. But wait a minute, that's exactly what many of your employees do when they work in the "standard" Salesforce interface!
Account Support
Save up to $130 for every user!
What's so interesting about Salesforce Communities? It's the price of Community licenses — from $5 to $20 per seat per month! Which puts them in the row of the most affordable CRM systems in the market, but with powerful capabilities of the leading cloud platform.

What exactly can you achieve with Salesforce Communities within your organization? Let's take a look at the most popular examples.
Sales Cloud with Community Cloud
Sales Management

You can build a portal that will provide your salespeople with all necessary tools to plan and report on their activities:

  • All standard sales pipeline entities that you're used to: Leads, Accounts, Contacts, Opportunities, Quotes, Products and more — everything that sales reps need in order to plan and report on their commercial activities.
  • Performance reports with necessary metrics of a sales rep — enabling him to track progress and, if needed, calculate bonuses and conduct plan/fact analysis. All that with proper visualization.
  • Any custom object you're using in your daily activities (Shipment, Site, Budget, Portfolio, etc.) — all of them can be exposed to Community and your people can work with these objects as if they would work with them in Salesforce Lightning or Classic.
  • And yes, you can attach and download files, use Chatter, and all other great collaboration tools of Salesforce.
So if you can clearly define the basic sales flows that need to be automated for your sales reps — Community is a great choice. It can also help you start using Salesforce if your budget is tight. We'll show that later.

This approach becomes even more attractive if you have a distributed network of sales commission agents, or brick and mortar shops with your representatives who need to work with the system. Quite often to provide them with full access to Salesforce is too much, but a Community web portal is a right thing to do. So you can embed Community into your overall sales management system. Your office sales reps and managers will use full Salesforce licenses, and remote agents will use Community licenses — and they all will be working with one database.
Service Cloud with Community Cloud for Support
Technical Support Service

Most often an organization that thinks of implementing Salesforce, possesses an already existing landscape of IT solutions used by different departments and services. For instance, an IT service desk can use Jira or a similar tool to track technical tickets. How to help them get connected to the Line 1 customer service that creates Cases upon customer requests? Create a Community for them that will provide your technical support service with access to filtered Cases, allow to modify, escalate, or resolve them. And all that will be immediately reflected in the interface of your customer service.
Service Cloud with Community Cloud for HR Management
HR Management

What's the most typical need for managing daily requests of people in your organization? Of course, to let them apply for vacations or sick leaves, renew contracts, and to generate and print the needed paper forms. Also onboarding of newcomers gets really effective with necessary materials stored and timely updated in Salesforce.

There's another type of Salesforce Community licenses — when you pay per login session, and not per month. The basic price for such licenses is $2 per 24-hour session. And obviously, that becomes really effective in case you need to process relatively seldom applications of your employees. No need to provide them with full access to Salesforce — instead allocate the needed number of per-session licenses and make an internal Community work with such HR functions.

One of the challenges that any organization is facing is how to prevent information to be distributed in disconnected silos. And using Salesforce Communities with per-session licenses helps to collect information even on service processes in one place, and make it accessible and reportable for the needs of management.

Service Cloud with Community Cloud for Budgeting
Budgeting Systems

Another example of internal collaboration in a company is the budgeting process. It usually requires people to exchange budget applications and approvals on a regular basis, and use the tools of actual plan/fact tracking for all expenses for employees and management.

So, Community licenses are also a great tool for that, as it enables all Salesforce collaboration means: files exchange, Chatter, approval process, spreadsheets, and forms necessary to automate any process, including Budgeting.
So, with all these benefits of collaboration within an organization using Salesforce Communities, let's discuss what's required to achieve that from a technical and financial standpoint.

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