The system's features include:
The Dashboard shows you at a glance which items you need to see today.
It will show you the diary entries for today so you can see what your staff are currently doing; there are reminders of overdue items, and at the bottom of the Dashboard you’ll see pending tasks that you have entered but that are not yet assigned to particular staff. These tasks will stay there until they have been allocated.
The Dashboard also contains some quick links, to add a task, an invoice, a reminder or anything else.
Plus, it shows you any notifications of items that need to be seen to; for example tasks which need to be signed off, or that need to be invoiced. All of the above will stay on the Dashboard until they have been done.
See all at a glance
The system comes with a paperless diary where at a glance you can see what your staff are doing, and when they are doing it.
The system contains a month view where you can see at a glance how many tasks there are and a day view where you can see the grid of which staff are occupied; it will very clearly show you where the gaps are and where you can take bookings etc.
Task Management System
The system contains a database of searchable tasks.
You can select all of today’s tasks in advance; you can group by different types of tasks or search by the staff assigned to those tasks. You can also group different types of tasks together, which will help with reporting etc.
All your contact details in one place
The contacts database contains all the address and contact details for the different contacts; it will group different contacts for example suppliers, trade, clients, businesses, suppliers, prospects, ex clients etc and you can sub divide contacts into different groups. You can also add your own groups and assign contacts to those groups.
On the individual client page you can see all tasks associated with that contact; all invoices, any reminders, etc so that you can see at a glance all the activity that has gone on with that account.
Within Emails is a feature that allows you to generate emails, which you type up into the system; you can then preview that email and send it to a list of contacts that you have created.
Equally, you can do a mailshot for prospects, simply type your message, select your recipients, and the email will go out. The system sends the emails using its own email system separately from Outlook, Thunderbird etc.
All the emails are also stored so you can tell which contact has received which email and when.
Through the email system
These will flag up on your dashboard when you log in.
You can add reminders with specific dates.
You can also link reminders to contacts or properties.
The reminders can stay on your dashboard until they are ticked off so that if you tick it off one day, they will still be there the next. Once ticked off, they will not appear on your task system again.
Email reminders will not show until the day to which they have been assigned.
Email reminder system
Sending emails, with repeat options
This allows you to add a message, add a date and on that date it will send a selected message to a particular contact. Emails can be repeated so for example if you want to send yourself a reminder once a month to do the bank reconciliation, or something similar it will send you an email once a month on the day you have selected. The repeat options could be once a day, once a week, once every four weeks, annually, and so on.
Link details by location
If the work happens in a particular location we suggest you add your property details here. These could be your client premises, or anywhere else you are undertaking work.
The properties can be linked to contacts, and when you add a contact, it will ask whether you want to add the contact details to the properties list.
Properties are searchable and also on each individual property page there are links to the reminders and invoices linked to that property.
Automated invoicing and reminders
The advanced package comes with a very sophisticated invoicing system that’s nevertheless easy to use. The main bulk of it is the current invoice system, where you can send and chase invoices. The list will contain all the current invoices, which have been sent but have not yet been paid.
You can set the system to tell when an invoice needs to be chased; for example after 15 days or after 30 days but those dates could be different for different types of invoices. When the invoice is overdue and it’s time for chasing, with one click, you can send a message to the client reminding them politely that the invoice is overdue. Once that message is sent, the chase date will change automatically for another seven days, and if it is still not paid, a second message can be sent with a single click.
The messages that go out with the system can be customised so you can make them personal and can also be adjusted for each individual invoice; or you can just have a general one to be active for all invoices.
Specify your invoice dates once for all
The invoicing system also comes with the option to activate monthly, quarterly or annual invoices. The data goes in, you select the client, the details, the amount etc and then on the date selected say on the first of each month all the emails will be sent with a pdf attachment containing the invoice.
If ticked, the invoice will be added to the current invoices, which then allows you to chase that invoice at the appropriate time. Or, if the invoices are all paid by standing order, you can assume that they’ve been paid and opt for for them not to be sent.
For the annual invoices you can specify the month they can be sent. By default quarterly invoices are sent out on the 1st January, 1st April, 1st July, and 1st October.