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Financial Management

You may have the best products or services in the world, but without a way to manage your sales and fulfilment processes, no one will ever see them. Pull information direct from a Contact or Company record into a Quote, Sales Order, or Invoice with no need for re-typing. Easily see in the Invoice Module or at the Company level who has paid and who is overdue.

Integrate your credit control measures into OpenCRM to ensure no mistakes are made. Link your accounts management system to OpenCRM and know that Sales and Accounts are always working from the same information.

Quotes

Automate your sales process

Once a Quote has been generated, you can set OpenCRM to automatically update the Opportunity value and sales stage to ensure the information you're seeing is accurate, no matter where you are in the system.

You can also create and schedule Activities for a Quote as part of your larger Quotation management and approval process.

Once you've moved the sale through to the next stage, easily create the Sales Order direct from the Quote, ensuring all associated documentation is transferred.

Track sales commission at Quote level and automatically transfer it to the Sales Order.

Customise your quotes

Manage currency conversion centrally within your OpenCRM system, either automatically based on up-to-date exchange rates or manually. Quote your customers in their local currency every time or on a Quote-by-Quote basis.

Assign Pricebooks to specific customers and have these automatically applied to a Quote, ensuring that your customer is always quoted on pre-agreed pricing. You can even change these Pricebooks on the fly to offer preferential rates for large orders or to manage special offers.

Full integration

Your Quote module is fully integrated with your Product Database, allowing you to add product line times, as well as track buy prices, sales prices, and margins.

You can adjust line item figures within the Quote itself to reflect contract pricing without changing your Product Database. Group line items together and list subtotals for various groupings and display these subtotals on a PDF, making your pricing strategy clear.

Now your sales people can easily mark prices up or down based on values, percentages, as well as offering discounts as required.

You can even link your Quotes to your Campaigns, tracking the prospective deal values resulting from that Campaign.

Sales Orders

Communicate with your customers

When your sales team creates a Quote in OpenCRM, the moment they win the business, they can easily create a corresponding Sales Order with no tedious re-keying of information.

Send your Sales Orders using the formattable PDFs within OpenCRM and include any sub totals or other information you feel is necessary. Attach your PDF to an email template with one click. You can even have your customers electronically sign Sales Orders by using your own Customer Portal.

Easily see what needs doing

Track the Sales Orders to see which ones have or haven't been signed, and which are outstanding. Easily see your recurring Sales Orders, allowing your finance and administration team to create Invoices exactly when the Sales Orders are due.

Link your Sales Orders to their related entities within OpenCRM including Opportunities, Projects, Purchase Orders, Activities as well as Invoicing. Track sales commission at order level.

Keep your eye on the ball

Truly effective Sales Order analysis helps all departments to keep their 'eye on the ball.' Report on a variety of different criteria, including by user, large value, low margin, orders due, expired, and eSigned. The permissions you set will ensure that the people who need the information will have it at their fingertips, giving them a better understanding of the whole business process.

Use the credit control features within OpenCRM to warn you when a customer is over their credit limit, including the ability to stop orders being processed. You can also ensure that you never send out a Sales Order without the necessary stock with OpenCRM's product fulfillment functionality.

Invoices

Integrate with your practices

Make invoice raising an integral part of your order management phase by marking orders ready for invoice. You could even have your sales and admin team create and deliver invoices immediately, improving the accuracy of the invoices, the speed of their delivery, plus the bonus of saving your finance team having to slog through a backlog of invoices.

Integrate your Invoicing with your account system, either directly or through easy file export. Use Sage Accounts 50? No problem, we've development SageLink for OpenCRM, allowing you to create invoices in OpenCRM and have them update Sage, including new customers and product lines.

Communicate with your customers

Easily create PDF templates to use for all of your invoices. Send them out with one click, ensuring you stay on brand with further email templates.

Use the activity management features of OpenCRM to record and manage Activities when following your credit control procedure, never miss a payment reminder call again!

Visualise your accounts

See at a glace which invoices have been paid and which are outstanding, as well as any other statuses you would like to use. Easily configure as many data views as you need to keep your accounts organised. Create, run, and schedule reports to be delivered to the right people when they need them.

Sagelink

Automatic Integration

Sales Orders or Invoices raised in OpenCRM are automatically pushed into Sage Accounts 50 ready for your financial controller to approve the figures before being posted to their ledgers.

Create new customers and product lines as part of this process. Existing customers have their balances amended when new Invoices are created in Sage.

Credit Control

Follow your Sage credit control processes by limiting Sales Order creation in OpenCRM when customers are over their credit limit. Set warnings for users when the outstanding balance includes items that are overdue and outside of your trading terms. Set credit limits and have these reflected in the procedures that sales teams follow in OpenCRM.

SageLink for OpenCRM is an addin software solution and is available for OpenCRM subscribers at an additional cost. For pricing information, just get in touch.

Financial Management

Do you use Sage Accounts 50 for your financial management reporting? Add payments to Sage and have these reflect the true status on the corresponding Invoice in OpenCRM, by including status changes (Paid, Part Paid, etc...) and outstanding balances.

Use the Products database within OpenCRM to manage your product information or, if you need to use Sage's own, OpenCRM can update your system from within Sage. A particularly useful feature if you are using Sage Accounts 50 Manufacturing.

Manage your Stock levels as part of the product sync and update. See the detailed information that is held in Sage on a Company record in OpenCRM, including the account overview information, customer default settings, credit control information, credit review details, sales and purchase detail and transaction activity information, by simply selecting the Sage tab.

Products

Visualise your products easily

You can customise your product records using as many custom fields as you need alongside the structured information that is available by default. Filter Products by any of the information that you hold, buy price, sell price, commission rate, category, manufacturer or supplier, plus dozens of other criteria, including your custom fields.

The information important to you

For each product you can specify the start and end date, the tax class and currency prices, and price check dates to keep your pricing up to date. You can also track units of measure alongside product descriptions and images, as well as attach any necessary documentation. You can specify if this documentation should be included in quotation and sales communications.

Build mini descriptions from category specific fields to streamline the search process for sales and fulfillment teams. Use the mini description field when exporting Products to eCommerce engines or your eBay store.

Who's buying what

Track Products on the company record to see what has been sold or quoted with the most recent quoted/sold price displayed and easily include any of these Products again in another quote or sales order.

View the history of a Product seeing Quotes, Sales Orders, Invoices, Purchase Orders and links to many other entities within OpenCRM.

Keep your promises

Create pricebooks to hold unique pricing. Assign these pricebooks to a customer to maintain contract prices. You can even specify when prices change at the Product level whether pricebooks should be updated at the same time.

Prevent Products from being sold under the buy price, create Product titles based on your rules, automatically create product codes, force selection of a Product category when creating a new Product, and set the low quantity values showing Products as requiring fulfillment.

Contracts

Different contracts, Different Levels

OpenCRM supports different contract types. These include:

  • Contracted Period for Monthly, Quarterly or Annually set contacts
  • Ad-Hoc for those customers that are charged for the support time that they need
  • Pre Pay for those customers who want to charge their account in advance for a set number of hours support

Watch the dates

Track Contract dates and type, as well as being able to filter Contracts by these values to better manage due periods. You can also track key dates and tasks that relate to a specific Contract and be reminded when something needs your attention.

Track it all

Track time against a Contract so that you can accurately provide a Report showing the time spent or when the pre-purchased time has been used.

Email the report to your customer with a single click. Or schedule a report to be sent showing how much time they've used in a given period of time.

Portal

Keep your office open 24/7

If you deal with people in different time zones or just those who work odd hours, but still want your office to be open 24/7, then you need a way for your customers to communicate with you and you with them without breaking the bank.

Self service 'contact centres' are being increasingly popular, not only with suppliers, but also with customers who want or need to be able to access relevant information and/or customer service at any time of the day.

You could also use your Customer Portal to more effectively communicate with Partners and Suppliers, by sharing information or collaborating on projects in real time.

Give your customers access

OpenCRM's Customer Portal offers your customers a way to access specific information from your OpenCRM system, whenever and wherever they like. The only information they see is that which you have enabled. This can include being able to:

  • View Invoices (due and historic)
  • Receive and manage Quotes
  • Download public and private documents
  • View and eSign Sales Orders
  • Display Projects, their statuses, associated activities, and any supporting documentation
  • Report and track HelpDesk Tickets
  • View your FAQs
  • Manage My Account details

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