Record information about all the people and organisations you do business with and categorise and sort your information based on roles and interests. From a single screen you may also see all interactions, including activities, emails, opportunities, cases, orders and invoices.
Store Notes and Attachments against any record in Workbooks. Notes can be written using a rich HTML editor so you can highlight and format information. You can also restrict access to Notes so only authorised people have access, making Workbooks an ideal place to store sensitive documents like supplier contracts or contractor agreements.
Track relationships between Organisations and People to build up a picture of your ecosystem. You can manage relationships, including your customers, partners, suppliers and competitors, as well as track relationships between people. In addition you can track third party relationships, such as your competitors customers or reseller/distribution relationships.
Send personalised emails in bulk and link these to the Person or Lead record, enabling you to easily see the history of the communication with your sales prospects. The mailshot functionality also enables you to specify the 'from' and 'reply to' email address for the mailshot, as well as providing 'unsubscibe' functionality, thus allowing better management of the email marketing process.
The MailChimp integration enables users to synchronise records between Workbooks and MailChimp automatically, enabling users to effectively target their Workbooks contacts using MailChimp's powerful email marketing tools.
Easily store all your email communications in Workbooks using the Email Drop Box. This allows you to store any email from any email application in Workbooks by either forwarding or copying (cc or bcc) the message to your secure drop box. Workbooks scans the emails and records the message against the relevant people and records
A plug-in application for Outlook which provides automatic synchronisation of Contacts, Activities and Emails with Workbooks. The plug-in performs the synchronisation as a background task, ensuring your Outlook database is up to date. You can also define rules to control which records are synchronised.
Seamlessly create Google docs, including spreadsheets, word documents and presentations from within Workbooks, and link these to specific records. Integration with Google Apps additionally provides users with the flexibility to create their own HTML templates for nearly every type of record, including quotes, orders and invoices.
Capture leads directly from your website into Workbooks using the web to lead functionality. You can create different forms to capture different types of leads and also track which Marketing Campaign generate the lead. If you use Google Adwords, you can also capture the Google Campaign as part of the lead capture process.
Campaigns are a powerful feature in Workbooks, which allow you to group prospects together for targeted marketing activities. You can associate costs and purchase orders against a campaign to measure your expenditure. Importantly, you can track which leads ultimately convert into orders and invoices, allowing you to truly measure the return on your marketing investment.
Use Opportunities to track potential Sales. Opportunities are assigned to Sales Reps or Queues and allow you to track close dates, opportunity stages and percentages. You can store individual product line items against an opportunity, including cost and sales prices, enabling you to track revenue and gross margin. You can also record the key people involved in the decision making process, along with any other organisations involved, such as competitors or third-party suppliers. Opportunity stages can be customised to support your sales process.
You can build Views, Reports and Dashboards of your Opportunities, enabling you to build up a picture of your sales pipeline. Sort, filter and group on any attribute of the opportunity stage, sales rep and product, enabling you to 'slice and dice' your data to get the management information you need.
Use the Forecasting tool to create accurate sales forecasts for your financial periods. Workbooks allows you to customise the forecasting tool to include or exclude opportunities based on opportunity stage, as well as allowing you to create 'best case' and 'commit' sales forecasts. You can also 'roll up' forecasts to create a team or companyAwide forecast.
Contract Management is a module that allows customers to maintain and manage customer contracts within Workbooks. A customer contract is a type of Transaction Document which allows customers to track the start and end dates of contracts, as well as, for example, the revenue and profitability of contracts at a line item level.
With a single click, you can create a quotation from a sales Opportunity and turn it into a professional PDF Output Document that you can send to your customer. Quotations support customisable templates, enabling you to design your own quotations and 'merge in' information from Workbooks.
Use Sales Orders in Workbooks to manage the delivery of your products and services to your customers and to track gross margin and revenue. With a single click you can convert a Quotation into a Sales Order, copying across all the relevant line items and customer details. As Sales Orders are stored alongside your customer information, your sales team can track the process of orders as they are fulfilled. Workbooks allows you to create Activities and Notes against orders, and place Sales Orders on Queues to support work flow and approvals. You can also create PDF Output Documents from Sales Orders if you wish to send your customers confirmation that an order has been received.
Convert your Sales Orders into Invoices at a click of a button using Workbooks. Invoices can be created in multiple currencies and can be converted into PDF Output Documents so you can send them to your customer.
Use Supplier Purchase Orders to track the goods and services you purchase. Purchase Orders can be linked to Customer Orders if you resell goods and they can also be linked to Marketing Campaigns so your marketing team can track expenditure and measure marketing return on investment.
Transaction Documents is a term used to describe all Opportunities, Customer Sales Orders, Supplier Purchase Orders, Customer Invoices, Credit Notes and Contracts. Workbooks enables you to use Reports and Dashboards across each of these different types of transactions, so you can get easily view key business information such as Customer Orders received, compared with Customer Invoices in any given period.
All Transaction Documents in Workbooks can be exported into PDF using customisable templates. This allows you to design your own output documents and merge information from the Workbooks system into these documents to create professional looking documents which suit your business needs.
Use the case management tools to track customer enquiries, support calls and project delivery. All Cases are allocated unique case numbers and can be assigned to users or Queues for effective management. Workbooks also allows you to define priorities and customise case types. Against a Case you can track the primary contact and other People and Organisations involved in the case and describe their roles. You can additionally track Notes, Activities and Emails against a Case, giving complete visibility of your customer enquiry,
Queues work like a 'group in-tray' whereby users subscribe to a Queue and are then automatically notified if something is added to that Queue. Queues can be created for different types of records and it is possible to control who can access each queue. Queues are typically used to assign tasks to groups of people or to manage basic work flows such as approving an order.
The Automation Engine allows you to use scripts to automate processes. Processes can either be run on a schedule, for instance, every hour, or you can link a process to a button on a form, so it can be run by your users. We provide a library of scripts for common tasks, which you can take and adapt or you can write your own.
Virtually every record type in Workbooks can be extended with Custom Fields. Various different types of custom fields are supported including plain text, pick lists, dates, currencies and numbers.
Workbooks provides extensive reporting capabilities, allowing you to query records and build queries across record types. Known as 'database joins' this powerful technique allows you to extract key business information. For example, with Workbooks it is possible to write a report which asks for 'All Marketing Directors of companies employing over 100 people in London, who have purchased Product X in the last 6 months'. This report joins data from Organisation, People and Sales Orders records.
Create real time management dashboards to track key business information, which can include charts, graphs and reports. Dashboards can be personal or shared with other team members and additionally allow you to drill down into the key data.
At a click of a button you can export a Person record into a vCard file. vCard is an industry standard format for electronic business cards and is supported by popular applications including Outlook and Notes. If you download the vCard Outlook or Notes will automatically create the record in the address book.
Pricing Schemes build upon the Product Book Feature to give you greater control over pricing and which products can be purchased from Suppliers. Customer Pricing Schemes allow you to define different pricing for the same item, enabling you to support volume prices or promotional discounts. Supplier Pricing Schemes allow you to track which products are purchased from which Suppliers and track appropriate cost prices.