Home – New Forums Money matters Best software for storing clients and accounts?

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  • #969949
    billygoatkaraoke
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    Hi

    I’m starting a new business that if becomes successful, will have many clients that need to be billed on a monthly basis.

    Is there a way to store client’s contact details just once, and then access them for both email/mail contact and accounting purposes?

    To clarify my question, I want some software that does the following:

    – allows me to store my clients contact details, incl email
    – allows me to send mass emails to my clients, or allows me to connect to a service like Aweber that allows me to do that
    – automatically notifies me when a client needs to be sent an invoice
    – keeps track of overdue invoices

    There’s probably more, but that’s the guts of it.

    What I’m really wondering is the best way to store all the information? Do businesses typically have to store the info in two programs – ie an email program, and then a separate accounting program. Or is there a way to enter client’s contact details just once, and then access them for both contact and accounting purposes?

    Thanks for your time and help.

    Shaun

    #1041708
    mark_xpnsit
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    Generally we would use an accounting package, like MYOB for the accounts, invoice and customer order management and then an email program to manage newsletter communication.

    I have used Aweber but it requires a double opt-in which isnt always great if you want to send people just an information email or something.

    #1041709
    Rhys
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    Shaun,

    This is one of those “it depends” answers. Most people hold this data in 2 separate apps, for all sorts of reasons: the list of contacts is often different (prospects, referrers,etc in a contacts db but not in an a/cs db), limited functionality in one or other area of the various solutions available, for larger businesses different users of the information, and so on.

    There are arguments in favour of having all this data in one place, and some systems do offer this, but sometimes these require a compromise in one or more areas (which using multiple systems helps overcome). But if you do use 2 systems you need them to communicate so you don’t have to rekey data.

    Sorry if all that is a bit vague, lets look at a couple of examples.

    Businesses that run MYOB might use Act or YouGrow or one of a number of other systems for their contacts database, if you run an online accounting solution such as Xero you can integrate this with Capsule CRM.

    You say you want a system that “automatically notifies me when a client needs to be sent an invoice” – what is the trigger for this? If it is a monthly (weekly, quarterly, whatever) invoice then Xero can handle these easily. Could also be because you have done some work for the client, or some other trigger. Answers to questions such as this are likely to help you decide what is the best available solution for your business.

    More info on Xero on my website. Feel free to conact me (contact form on the website, or message me through FS) if you need any further info on this.

    Cheers, Rhys

    #1041710
    ERPSpecialist
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    Hi Shaun,

    Our software does all that at its most basic level .. and so much more.

    http://www.trueerp.com.au

    Many companies just use the accounting modules within the suite but as the company grows they then can start to use the Marketing and CRM, Inventory ..yadda yadda .. all the other modules. They are all part of the software.

    I would be happy to provide you with a free demo

    Cheers and I look forward to hearing from you

    Bruce

    #1041711
    Rhys
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    Hey Bruce,

    Just clicked on your link and had a look at your website – you offer a great range of functionality, it looks fantastic although hard to really judge without being able to download or log into a demo (apologies if that is there & I have just missed it). Is it a locally installed or a cloud app?

    I am not familiar with your product (and I think that is probably true for a lot of people on this site) – can you provide further information please. Does the user buy the whole package and then just use the bits they need (a la MYOB), or is it priced by module / user (as is the case with most mid level solutions)? Is it possible to download or log into a demo to explore the functionality / ease of use / etc?

    One of the main considerations for small business is the cost (though I would be the first to argue it should never be the overriding factor) – what does it cost?

    Cheers, Rhys

    #1041712
    ERPSpecialist
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    Thanks Rhys,

    Most ERP type software will not offer the “freebie” type download because it will not give the potential client a true look at what the software can do in relationship to what that particular user would need. We do however provide many videos that show how the software works and these videos cover all key areas.

    We provide free demos either in house or we can provide the demo online live, through Teamviewer or Mikogo. This is the best use of both of our time.. especially when trying to make as important as decision as this one.

    Our particular service is a combination of direct specialist consultant help and training and implementation.

    Software generally is divided into 3 categories price wise and any good accounting or ERP package will be in #2 or 3. Specific pricing will vary depending one # of users and support/training needed but in this level it should have the the potential to increase profits and decrease costs. So , if invested wisely, the ROI should make this software “free” in a short period of time.

    We sell our package as an all inclusive package. I have grown to dislike the “add-on” mentality. With our system you get the lot. This is pretty well described and shown on the site in the main video.

    My main goal here is not so much to push our system, but to get the general word and thought process in business owners around the ERP mentality. We generally would not dream of operating any stable business without some type of accounting software (remember the days of the double entry ledger with pencil and paper?) because all the processes are too difficult, not collaborative and too much info for our brains to process .. and there is better software available.
    Well .. now we can have the entire company and all the administrative processes linked together in the same manner that our accounting procedures have gone. A good ERP system is simply the smartest way to do business. Stop spending time on menial administrative tasks .. or looking for something .. or re-entering an address .. and spend more time doing the things that only you can do .. like selling .. or being creative .. or even relaxing.

    #1041713
    Rhys
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    Hi Shane, lot of good info in your post,

    I agree that implementing the right solution to help the client get efficiency in their business is key. Like you I am very much of the view that it is critical to match the solution to the user’s needs, though I am less convinced that add-ons are necessarily a bad way to go (great blog on this topic here).

    But going beyond this I am very much of the view that there is no “one size fits all” solution available in software systems, so it is critical to match the user’s needs to the software options available – for me this sometimes means Xero, sometimes means other solutions. Sometimes I don’t offer a solution that will meet the prospects needs, so it is really good to know what else is available in the market that I could recommend to clients, but I do need to know the potential solutions are a viable option for them, and one of the factors that does invariably come into play in this is price. So bearing in mind your comments about numbers of users, support/training needed and so on, can you give a ball park indication of the upfront cost of TrueERP.

    Cheers, Rhys

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