Sales beat planning

Step 1: list and classify outlets

Make one list of every outlet in the territory with address, area and last three months' purchases. Then classify:

Step 2: work out the visit load

Count the visits needed in a four-week month. Example for one salesperson:

• 30 A outlets × 4 visits = 120
• 60 B outlets × 2 visits = 120
• 50 C outlets × 1 visit = 50
• 20 prospects × 1 visit = 20

Total: 310 visits a month. With 24 working days, that is about 13 visits a day. If your experience says 12 is realistic in this area, either move some outlets to another person, or visit some C outlets by phone in alternate months.

Step 3: group outlets into beats

1. Mark outlets on a map, or at least sort them by area or pin code.
2. Draw six beats (Monday to Saturday) so that each is one compact area or a line along one road.
3. Put every A outlet in exactly one beat so it gets its weekly visit.
4. Split B outlets into two groups visited in alternate weeks on the same beat day.
5. Split C outlets across the four weeks.
6. Check each day has a similar number of visits and similar travel.

Order the outlets in each beat so the salesperson moves in one direction, starting near home or the office and ending near a point where they can send orders and deposit collections.

Step 4: fix the calendar and tell customers

Customers like knowing that "Ravi comes every Tuesday". It lets them keep their order ready and arrange payment. Share the beat day with each outlet and keep to it. A predictable visit often brings better collections than an unplanned extra one.

Also agree a cut-off with dispatch: orders taken on the beat by a set time go out the next day. When customers see that the Tuesday visit reliably means a Wednesday delivery, they stop placing scattered phone orders with other suppliers between visits.

Step 5: review beats every quarter

• Re-classify outlets on the latest three months' sales.
• Look for outlets missed repeatedly; they may be in the wrong beat.
• Check productive calls per beat. A beat with many visits and few orders may need a different day or approach.
• Add new outlets and drop closed ones.

Beat discipline feeds directly into salesperson performance measures such as planned vs actual visits.

A sample weekly beat calendar

B outlets alternate between week 1 and week 2, so each B column shows the outlets visited that week; C outlets and prospects rotate over four weeks. Every day lands at 12 to 14 visits. Keep the plan on one page and give a copy to the salesperson and the dispatch team, so deliveries can follow the same pattern; see delivery management for distributors.

Beat plans with Cashflow OS

In Cashflow OS you can store dealer locations, group them into areas and build route plans for each salesperson. The app suggests recommended visits, and salespeople check in at each visit with location, notes and photos. Their Today screen lists the customers to attend along with orders and collections, and the owner can see a performance view for the team. Read more on route planning and the field sales team playbook.