Watch a quick demo to see the Highest Rated CRM for QuickBooks, and learn how you can better track, manage, and grow your business with ResultsCRM!
Hello everyone and welcome to today's ResultsCRM demo. Today I have with me Sam Saab, and he'll be presenting. Now, without further ado, I will turn it over to Sam.
Amanda, thank you so much. Thank you everyone for being on the call today. What we're going to do is we're going to spend about 30 minutes together with going through the Results of CRM system.
Let's start first with an overall design of the system itself. These are the main features, main modules and results. What we do for you is we help you manage relationships from beginning of the relationship all the way through all the activities that need to be conducted to completion.
So if you're dealing with a prospect and client, you can work from the sales side all the way to delivering the business activities that were promised and then managing projects if you need to all the way to billing and collections.
That's the end to end relationship that we refer to. We're also able to give you an ability to capture all the information on the entities that you do business with, whether they're clients, prospects, suppliers, subcontractors, vendors, or if you're in non-profits, you're able to even manage member, donor, volunteer information. Whoever you do business with, to be able to do the proper marketing, is that you capture as much information that you know about them to allow you do to targeted marketing. Whether that's sending a newsletter, sending promotional materials, sending announcements about the new payment policy and accounting, all of that information can be communicated in a targeted fashion, based on the marketing tool within the Results system.
We're also able to do business development work and follow-up so whether these are estimates or proposals or bids that you put out there, you're able to track that through a forecasting report, sales management report, and be able to keep an eye on what's happening within the business, and the planned growth of the business.
Throughout the work that you do with the Results, you're able to structure processes. Processes are effectively one or more steps that need to be done at a certain point. Your typical example is onboarding a new client. A client accepts your proposal, is ready to come onboard, and you might have a multi-step process of how to onboard them, as in maybe sending a thank you note. Maybe sending a gift basket. Maybe making a phone call within three business days make sure they're okay. Maybe assigning a project manager to follow-up. Maybe putting in credit applications for commercial accounts that they need to file, so you can give them terms on their invoices. Whatever it is that your onboarding process and by the way your onboarding processes can be structured to be different if you, let's say do business with residential entities as well as commercial entities, you're able to have a different process for a residential new account versus a commercial new account because they're different in steps. All of that can be handled within the Results system.
This is the first three column items up here are more on the CRM management, your sales, and marketing relationship management. Now, we also do business management and results and that's what the next column is for, so you're able to now when you get the approval to move forward you're able to schedule the work, schedule the meeting, schedule follow up activities and that could be products and/or services or a combination or both. Let's say you're a construction, or an HBC company, you're going to be delivering the HBAC units, and the installers will be there to also install it, so it's a combination of products and/or services based on what type of business you're in.
You're able to manage projects and resources on those projects. You're able to do partial billing as the projects progress. If you do use QuickBooks, and you have job costing turned on you're able to even get the job costing information directly from QuickBooks in the Results product to keep you on top of your numbers and know your margins. This way supervisors can keep an eye on the profitability of a project and keeping the project on target without necessarily giving them the keys and getting them into the accounting system itself. We'll bring the accounting level data, job posting level data down to the project level in Results for you if that's what you need to see.
We're also able to do time billing, contractual billing for receiving payments or a combination of both. We're also able to get that data directly from QuickBooks if you want us to or move the data back and forth between the two systems. Sometimes recurring invoices or contractual repeat invoices are best done from QuickBooks. Time billing based on activities that were conducted and are billable beyond the contract that you have or as part of the contract that you have with them. Then those billable time billing invoices can be done in results and then you synchronize by directionally so whatever was created in one system or updated to one system will be sent over to the other system without duplicating data entry or duplicating records. That's the underlying everything that you saw here is your ResultsCRM and one end to end business relationship in one application.
The next thing that's available to you if you need that functionality is the web mobile. Web mobile has ability for you to work from any remote internet based device, phone, tablet, laptop or even a PC that might be set up at home, or a business center when you're traveling. The ability there is for you to connect through the internet to your main data files and be able to read and write and update the same information as everyone else without further delay or synchronization after the fact. You're able to see the same data, see the same screens in the field. You're able to manage the same documents as well as capture additional documents.
For example, for your self-individuals that are remote, or your field technicians we're going to talk about fuel service in a minute, they're able to capture a picture or pictures of before, during, after the work is done. They are also able to attach those and receive a signature and attach those directly to the account. We're also able to do a web capture for you, so you add to your website the form that anybody fills, just come to your website and fills that form requesting service or requesting information. We will automatically add a contact record for them as well as an activity to designate a person to follow up with them and that all happens behind the scenes, and it goes into the system.
The other optional add on module that's available to you in Results is the field service add on. In that case what you're able to do is you're able to empower your technicians, your installers and your inspectors that are a part of your organization that are going to go in their visit different sites. They're able to do before, during and after pictures. Unlimited number of those. They're able to see documents that you give them access to from within the office, so they can see the maybe blueprints to a building or to the manual for a HPAC unit or another piece of equipment copier that you had them maintain or work on. All of that can be digitally attached to the service order or the work order or the job, whatever terminology you want to use. That empowers them to work effectively from the field without having to carry with them paper copies of those manuals and those documents that they need.
The other thing that you're able to do is leverage the GPS device capabilities of your phones and tablets in the field by being able to see other clients or other prospects within the same area plotted on the map. You're able to also see other jobs available for them too. Let's say they finished one job early, and they have time before they get to their next appointment they're able to automatically search for any open activity or work order within five miles or ten miles from wherever they happen to be standing. The system them empowers them to see the data and work with the data.
The final piece about the Results system is the integration that we deliver among to other products, empowering you to do more by moving the data electronically between the multiple systems without double data entry. Our top performing integration is QuickBooks. We integrate with every version of QuickBooks that ships whether it's desktop or online. We also do, not just the, provide support not just for the U.S. version of the QuickBooks, but we also support the U.K. as well as the Canadian version of QuickBooks. We're then able to support that by directional data movement between the two systems.
The next one up here on the graph is the Outlook. In that case we capture emails including their attachments. We capture content by directional sync of contact records from Outlook to Results. We also do appointment syncing between Outlook and Results.
The next one is Constant Contact. In that case this is for email marketing. What you're able to do there is do a mass emails out of ... You control the list who you're going to send to, so once you select those records and results that data goes over to Constant Contact, you send the email from Constant Contact and then you're able to have visibility into what was done with emailing. How many people received it? If there's any email addresses that bounced, excuse me, because they were not good email addresses you'll be able to correct them and resend it. You're able to know who opened the email that you sent, email announcement that you send. You're able to see who clicked on what links. If you have a newsletter with three articles say, you're able to know who clicked on article number two versus article number three. Then you can create automatic funnel of campaigns from within Results to reach out to the individuals that clicked on article number two because they show an interest in that specific product or service that you spoke about in your newsletter.
The next integration we have is SmartVault. SmartVault is a fast based or Cloud based document management, but it's unique it's capability by making those documents available from within QuickBooks without duplicating storage, so you can capture them in Results and/or in SmartVault and/or through the SmartVault portal and then move the data back and forth.
Next one is ShareFile. This is a Citrix based, Cloud based document management. If you use it we are able to also support that from within Results.
SharePoint is also another one, if you're using office 365 or use SharePoint in house or web based you're able to use that as a document management and/or pages available to your teams.
The last one is Tsheets. Tsheets is a well-known product in the QuickBooks community. Actually, late last year Intuit, so it's now an Intuit product moving forward. This is a time sheet in addition to the time sheet already built into Results. This one can also do payroll for part-time staff across any state. You're also able to do clock in, clock out. For overhead, not just for billable activities. You're also able to do GPS capturing of where exactly where they when they clicked on the start of the job button and when they stopped the job button and also will capture the GPS location of the drive to the location that they're at. All of that intel or all that information becomes part of the records that the Tsheet system automatically captures for you and make available to your team.
All right. Let's see. I'm going to pause and see if there are any questions? Actually we should have said that within your go to webinar area there's an area for questions that you can submit within that area. Just type them in, we'll be able to respond to them throughout or right after the session itself. I see two questions already there. The field service ... Okay. The ResultsCRM is it's all the top features that are available to you on the top. That's one single product that does both the CRM as well as the business management, the field service add on. If you have needs for a field service you'll be able to purchase that or use that software as an add on service.
The other question is on the integrations. Are they all built in? The answer is yes, they're built into the functionality is built into the product, so you will do a single install effectively and have the QuickBooks integration, the Outlook integration, the Tsheets integration. You would still need to subscribe to the certain service. In other words, very much like you to own QuickBooks for you to do the sync between the two. From us, from the results side, basically the ordering and say, "I want that integration." There's a fee per integration, but it's not per user. It's a one fee for the whole company whether you have five users of fifty. Just tell us which of those integrations you need up front and then you can add those also in the future. Also, the number of users is the same idea. Today you might be a seven person company, but as you need more users you'll add those users as you go along.
All right. Let's go into the Results system and show you around. The first ... When you log into the results system you are going to come into the main screen. From there you're able to work with the log in itself to let us know who you are and then based on how your record is submitted we would know what features and what functionality you're able to do within the Results system. Whether you can see financial data, for example. Whether you're limited to a certain set of accounts.
Some of the main modules in Results and Results is very graphical to use so it allows you to work with the data very quickly in a nice visual fashion. This is as an example as your dashboard. Your dashboard is managed and controlled per user. You're able to move things around and design the layout of your dashboard the way you would like to work. You're able to also part things that you don't use frequently enough, so you can collapse those graphs and only when you need them you'll come in and actually engage that graph to see what's on it. Also, your graphs are interactive so if you want to remove some data or see other data you're able to interactively modify the contents of what's going to be represented by that data, by that visual graph.
The other thing that's available to you is a To-do board. This is based on the Kanban models. This is K-A-N-B-A-N. A Kanban model is a visual workflow that helps you move through your workday by moving data from left to right as you accomplish your work. In this case if I had anything left over from yesterday I would move it to today. I can reorder the sequence by which I'm going to engage those events. I'm able to then decide, which data I'm going to get to. I'm not going to get to this meeting. I'm going to move it til tomorrow and oh, by the way this is going to be scheduled for later in the week. You're able to then balance and manage your workload in a visual way.
The other thing that's important is that's it's great to see a summary of what that ticket is about or what that activity is about, but you're also able to engage a full data entry screen on the right side. That's a pop out screen that allows you to see the information that provides further detail about the record you're looking at. When I move and click on another activity in this case I was able to see the relevant data to that activity. If I move back to this one I'm updating the information on the right side.
The other thing about those data entry screens, whether the one that pops out or the full screen one is that they can be customized per user to show whatever is more suitable and easier for you to work with. If you need to see, for example the date and time of the appointment, first, that's fine, but you can also restructure that or design that to see what kind of work you're doing before you engage when and what time. Whatever works best for you. Let's say you're in the client services billing area, you concerned about billing, you're able to get to the billing information first, or you can make that less important and look at the day that you're doing business with first. You're able to update information directly and click on the save button without needing to open the full data entry screen.
Now, if you prefer to open the data entry screen you're able to do that. In this case what I'm doing here is that I'm reviewing the full activity record by looking at the various pieces of information and then note who's doing the work with that entity. I'm able to position the information that's important to me based on what is most important as I review the information itself. You also have additional tabs updated, so if you have a document, or a proposal that is part of this activity, part of this meeting, or they're a product that you need to take with you because you're dealing with field services. Follow up activities that are scheduled as a sequence of follow up events based on this activity. All of that can be structured and placed into a single record that is basically being able to be part of your to-do list.
Your to-Do list are going to also appear on your calendars. As you look at things instead as you move through the data and decide that all remaining items, if I jump over to the calendar right now I will, and assuming these are both calendar bound, and they are then I'm logged in as Mary. It's going to show me my to-do, my activities for that day and there they are, these are the actual activities. I had two of them that were on my to-do list and there was a third one that was on my calendar, but you see this screen check mark. That means it's completed and because it's completed that doesn't show up on my to-do list. You're seeing the related data between the two entities that are on your to-do list versus seeing them from your calendar.
With your calendar you're also able to see other individual’s calendar, if you're not able to get to this yourself here, you can move it actually and provide it to another person and then that will drop out of your to-do list because it's no longer yours. It's now Franks issue or Franks ticket to follow up on.
The next Kanban style board for visual representation is our Sales Opportunities here. You're seeing the information automatically displayed in a visual way. This is based on your sales stages and if you look at this here this is sample data by the way. In this case we have, the where possible, your emotional selling stages as your typical style of stages that are presented here. Yours might be different. There might be a three stage. It might be a seven stage, a nine stage, whatever it is that you do, the system will respond to that work up table values and put those in columns on the top, and it'll show you what opportunities belong to each of those and be able to display that data. As you work through the processes that are part of this sales opportunity at this stage you're able to move it better stages towards closing it and making it into a project.
Sales Opportunities by the way Results is unique in the fact that it's not just about sales and marketing, but it's also about business management. One of the things that we do uniquely is that when your opportunities are a one, you get the proposal, you get the approval on the quotation or the proposal. Then you have the option to get that sales opportunity and all the connected data on that opportunity and move it into a project. This way you have a continuum within your organization where your team won the project delivery, and the operations side has visibility into what was discussed and what was done during the selling stages and be able to have work from that knowledge to do a better and more complete job because they're able to see all the information that was engaged during the selling process.
Those activities, by the way, and opportunities once they're converted they come in here. That's your converted sales offer, and you can drag them. Let's say there's one here already. You're able to drag it then from the converted all the way over to your proper stage. That's part of setting up a new project.
Also as your working with your project you're moving them from left to right to work these stages. Stages, of course, for project management are different than stages for sales opportunity. These are still sample data, whatever you set up in the system is yours to set up, and the system will have those in there.
The next and final item I wanted to review with you is the contact level data. This is the end to end relationship management, right. Whether you're looking at Stephan Anderson and he's one of the companies that you're doing business with, and you're able to go to their contact record, and you can set that contact record to the way you operate, and the way you work. In this case I might opt to, excuse me, take a look at their billing history and see whether they have a balance due as soon as I talk to them on the phone. Maybe this is information is less important so that piece of data can be moved out of the way, but we want to see their email address information up front. Maybe that's the way you want to set up your contact record information. You also have additional data with in Results that allows you to control who the sales rep is, what territory are they in, are they referred by another entity, are they assigned to a certain person that's the account manager for them. All this data becomes something that is accessible to you and easy to manage.
On the far left hand side these are the various pieces of data you're able to work with or see per account. You can jump in and take a look at the associated data. Associates or other job sites within that location or other people that work there, you're able to jump ahead and take a look at your invoices. In this case this is every single invoice that was every issued to this account or every single line item detail that appeared on those invoices with a reference name or number, so you can see that those two items appear on the same invoice 5000. You're able to see any payments received and have a reference to that information. Now, those payments didn't have to be entered in Results. They could have been entered in the accounting system and brought into Results via the last sync so that there's always visibility to accurate data came in from accounting without your necessarily needing to meet with accounting or wait for accounting to get back to you.
The other thing that's important here is that if invoices you want to see all the time you can actually reposition the layout. Not only are repositioning the cards, the tiles we call them or cards, that are up here, but you're also able to then say, "Look I engaged invoices first, I don't need to scroll too much or click on the icon to get there. I'm able to get to that information quickly." In addition to all of that you're also able to put your grid, if you want to, at exactly on your card area. In this case my associates notice are now here. I don't even have to scroll down to see them. If i prefer to the invoices be right here also then I can also do that. This kind of allows you to see multiple pieces of data whether they are grids from another table or they're actual fields on the contacts record. It really doesn't matter. The system will worry about those details. It's a technical thing and you'll be able to work the way you're comfortable.
You're also able to decide based on your job function without effecting any other user that are thing that you don't work with, maybe you don't work with project data, you can take those away. Maybe you don't deal with payments at all, you can take those away. You're able to control and manage and save the actual list, the sub list of tabs and data that is important to you within the system.
Final thing to show you and share with you is the powerful search capabilities that we have with the Results system. As an example, let's say you have a phone call came in and the person on the phone has a last name of Smith. Now, we want to find their record. We click apply and we find four records. Now, you're not going to be fully surprised as to why we found those three because they're last name is Smith, but what in the world is Anderson doing up here on a search for Smith. Well, it's not actually a bug, it's a feature because if you open this Stephan Anderson's record you'll notice that one of the people that work there, one of the partners actually is Jane Smith.
The idea there is that we're empowering your user, your staff to be able to find an entity in the system regardless whether they were the primary account holder or whether they're people that work. If they're people that work there and know about them you're going to be able to find their record. Now, you can insist that you don't want to do that. In other words you can scroll down to the bottom and say, in this case I don't want you to include the associates in the search. I want you to exclude that subset of data. I'm only looking for primary people and that's fine. When you click apply you're only going to, in this case end up with three because we limited the search to the top records not to the associate or sub customer records at the same time. You have that choice.
How about we take a more complex search example? We have the phone ringing, but the person calling in has a last name of MacKenzie. MacKenzie as you can imagine can be a tough name to guess on how it can be written, and we just weren't able to find it so what we do in Results is able to go to this thing called Phonetic Search. If Phonetic Search capability allows the system to find for you and it does find one. Let's bring that up just to see what it ... We wrote it that way. The actual thing was written, the actual record hadn't been uploaded in different, but they sure sound the same. The system found them. We're able to do Phonetic Search for you on last name, first name as well as company name. What I'm saying then basically is that even if you guessed on the first name generally being written that way Jenny Mackenzie, you're still going to find the record even though it's written with a double N. I, E. The bottom line there is that this is going to empower you to find the data regardless where it is.
One other thing to note is that as we have other things come in, and we search for them we never close or canceled what you were looking at before. Remember when you were looking for the Smith? They were still here, which just we opened another work area for you. In Results you can have unlimited number of work areas. Actually, not only can you do that, but you can also take those work areas and make them work in sessions. What does that mean? That means I can take this calendar and put it on another monitor if I want to. I can slide if off right here and put it on the monitor to the left side. I can also take things that are visually here, like this project area, and I can also go and open up the sales opportunity area and put those slide to slide if I want to. The idea there is that I'm able to work with this or able to work with this, and it's all within the same system. I'm just having as many sessions as I would like to, to get the work done.
All right. We are at the 30 minutes mark, and I hope that this has been helpful session for you. I see a number of questions here. Just to be respectful of the time, we're at the 30 minute mark, so we're going to basically follow up directly with you for those that have asked the questions and respond to you directly. We have your contact information, email address and who asked the questions. At this time thank you so much for being part of today's demo. Please engage your account manager to get you more information or to follow up them. This was intended to give you a big picture view of what's available to you and we're here to work with you to further answer your questions and do the business needs analysis with you to make sure that the Results system is the right fit for your company. Thank you being with us today. Amanda back to you.
Thank you Sam. As always this demo will be available on our website and also sent to all attendees. Thank you everyone and have a great day and thank you to Sam Saab.