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Web CRM Feature List

People & Organisations

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.

CRM to Organise Activities and Tasks Feature Image

Activities & Meetings

Record activities and meetings against any record type in Workbooks and customise them to meet your specific business needs. Meetings and Activities support iCal and vCard which means you can easily share them with other systems like Outlook, Google and Lotus Notes.

Notes & Attachments

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.

Relationship Mapping

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.

Global Search

Just type a search term into the search bar on the desktop and Workbooks will search your entire database in milliseconds.The Global Search provides a quick and easy way to find any information in Workbooks and can be refined to search for specific record types.

Outbound Email

Easily send outbound email from Workbooks using your own domain name. Workbooks can be configured to send email via its own system or via your existing email infrastructure.

Mailshots

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.

MailChimp Integration

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.

Using CRM for Email Templates Feature Image

HTML Email Templates

Email templates allow you to create professional looking emails for common tasks. You can 'merge' content from Workbooks records, such as 'First Name', 'Last Name' and 'Case Number' and you can publish templates to be shared across groups of users.

Email Drop Box

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

Outlook Connector

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.

Google Apps Integration

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.

CRM for Mailing List Management Feature Image

Mailing Lists

Use Workbooks to create and manage your Mailing Lists. You can create Mailing Lists from Reports and Marketing Campaigns.

Leads

Record leads in Workbooks and allocate them to individuals or Queues for follow-up. Track leads against Marketing Campaigns and once qualified, convert Leads into Opportunities.

Web-to-Lead

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.

Marketing Campaigns

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.

Using CRM for Sales Opportunity Tracking Feature Image

Opportunities

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.

Pipeline Management

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.

Sales Forecasting

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 company wide forecast.

Contract Management

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.

Quotations

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.

Customer Sales Orders

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.

Customer Invoices & Credit Notes

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.

Sage Integration

SageLink enables users of Workbooks to sychronise orders, credit notes, new accounts and invoice information from Workbooks directly with Sage Line 50 & Sage Line 200, via the Workbooks API.

Supplier Purchase Orders

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

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.

PDF Output Documents

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.

Cases

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,

Web-to-Case

Workbooks enables you to accept Cases via an online web form. This feature requires some skills in web development to step-up, but does allow you to accept cases from either a customer portal, or directly from your website.

Notifications

Notifications enable you to keep on top of the thing you need to do, such as follow-up activities, or if you have been assigned a task. Notifications appear onscreen as 'popups' or you can configure Workbooks to send your notifications by email, or both.

Upload Library

The Upload Library enables you to store the images and documents that you want to share externally. You can upload files to Workbooks and publish these using a URL. The Upload Library is typically used to store image files for email marketing or to publish documents.

Queues

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.

Export to CSV & Excel

Exporting to CSV and Excel is as easy as clicking a button. The export tool allows you to export any view or Report and is controlled through a security permission, so you can control who can export data from Workbooks.

Import Wizard

The Import Wizard guides you through the process of importing data into Workbooks. Workbooks accepts .CSV(Comma Separated Value) format files which can easily be created from other contact management systems.

Automation

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.

Custom Fields

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.

Custom Page Layouts

Custom page layouts provide you with the ability and flexibility to change the appearance of Workbooks records, so that they reflect your business, your terminology and your processes.

Customisable Views

Using the feature rich Workbooks Desktop interface, you can sort, group and filter your data in the way you need it. Once you have what you need, you can save the views so they are easily accessible for next time.

Charting

Use the charting tools to provide visual impact to your reports. Workbooks allows you to create pie charts, line charts and bar charts.

Reporting

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.

Audit Tracking

Workbooks' audit tracking functionality enables users to see exactly when records have been created, updated and deleted, and by who, providing users with a complete information history.

Dashboards

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.

vCard Support

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.

iCal Support

iCal is a standard file format for exchanging meeting information. You can download your Meetings from Workbooks in iCal format and they will be automatically understood by popular applications including Lotus Notes, Microsoft Outlook and Google calendar.

Multiple Databases

Workbooks allows you to create up to 5 separate databases and copy databases. This feature is typically used to create training databases or 'sandboxes' to test configurations without impacting your 'live' database.

Multi Company Support

Workbooks allows you to support more than one trading entity in a single account using the Multi Company feature. This allows different entities to trade in Multiple Currencies and Tax Regimes and provide a consolidated view in a common 'home' currency.

CRM Currency Exchange Support Feature Image

Foreign Currency & Exchange Rates

Workbooks supports multiple foreign currencies and exchange rates. This allows organisations that deal in multiple currencies for opportunities and transactions to see a single consolidated value in your preferred 'home' currency.

Pricing Schemes

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.

Multiple Tax Regimes

Workbooks supports multiple tax rates and multiple tax regimes, so your UK business can be trading under the UK sales tax rules and the US operating under their rules.

Product Book

Store information about the products you buy and sell in the Product Book, including part numbers, units, descriptions, cost prices and sale prices

Security & Sharing Model

Workbooks provides a powerful security framework which allows you to control who has access to what information.

API (Application Programmatic Interface)

Workbooks provides a RESTful API which allows people with basic web programming skills to access and update information stored in Workbooks.

Knowledge Base

Workbooks provides a comprehensive knowledge base to help customers make the most of the product. It includes manuals, FAQs, implementation guides and training videos.