Manage accounts and contacts, students, clients. Create and share quotations, orders and invoices online or as PDF. Your customer will have direct access to his customer history online. Enjoy less email traffic, no more searching to find the latest version, everything synoptic in the CRM. Quotations can now be approved online by the customer. Invoices can be payed online. Just to name a few...
Your customers are invited to use contact forms when they want contact with your company. The contact forms are 'secured': the customer has to fill in a code before the form can be sended. The customer can use this forms for several purposes: to get general information about your company, or to ask a substantive question on which he cannot find the answer in the FAQ's.
The Customer has access to all the information an employee or CRM Owner allows the customer to access, like Quotations, Orders, Invoices.
This could also include files, appointments etc.
Accounts are the companies paying the bill. Accounts can have different kind of relations. Accounts can work with a B2B (Business to Business), or B2C (Business to Consumer) model or a mix of the two, JBA supports all of three.
In the CRM structure contacts are attached to accounts. JBA can share data directly with contacts. In the basic settings of the CRM choose for global sharing: yes or no. As soon as the global sharing function is activated a share button (icon and text) is available in the right corner next to the account name. By default, this button is set on 'share off'. If the button is clicked to "share", account data function is active. Data related to the account can now be shared with the customer, contacts.
An example of an Accounts list-view:
List views are straightforward (web responsive) views of information (Accounts in this case). The colored titles can be used to sort A-Z or Z-A.
Accounts, are accountable e.g. will receive your invoices as a legal entity. Accounts can be: companies, organizations. Accounts have contacts: people that represent the account.
An example accounts detail view
The tabs at the bottom show the related items. By clicking on items you can "roller-coaster" through the application. This structure is consistently used in JBA.
Contacts are connections of accounts. A company could have one or more representative people that you can communicate with. To make the connection you must first create an account. You can find an account or a contact when you use the selector. In both ways you can find what you are searching for (account or contact).
Accounts and contacts are structured with list and detail views.
To not contaminate the list of customers with "might be, somewhere in the future, customers", there is Leads: a function where potential customers can be managed. In "Leads" it is possible to import potential accounts and contacts. Leads can be connected to a campaign. So employees know which Lead belongs to which Campaign. To easily manage sales progress in Leads we advise to use JBA TAR.
The Campaign field will show the selected Campaigns for a Lead.
Leads can be converted to accounts, contacts or to customers. This is useful when there is a businesscase.
An example of a Leads list view.
An example of a Lead detail view.
Lead detail views can hold a lot of information for an account and a contact.
Examples of participants: a student following a course, an unemployed man following a Back 2 Work program, a client guided by a guardian. Participants are individuals that have interaction with a company using JBA. The biggest difference between a contact and a participant is that the participant can not directly be billed. So he/she does not receive a quotation. But a parent in JBA can receive an invoice for a course of their child.
Information about participants will in many occasions be more personal, (compared to a business contact) like a social security number, date, place of birth.
This is an example of a customer view logged in on your company website. In this example he/she can see the quotations, the order information, the invoices, files and appointments.
The Customer will login in the public website showing:
In this CRM there is an option to share or not to share information with your customers. On the top level there is a Global, overall on/off function for Sharing managed by a CRM Owner. When turned "On" (shown as a green 'eye') per item an employee can choose to share items, like invoices, files etc...
The JBA Application Notes is for internal use only and therefore notes will not be shared with customers.
Below two documents, one shared as shown in the image at the bottom.
The customer view.
Sales functionalities can be found in many functions in JBA. In this chapter we focus on tooling to create proposals and the process towards orders, invoicing, sales status and acquisition.
Quotation, Orders and Invoices (QOI) helps to make the sales process simple when using the right tools
To make life of sales and administration simple, good tooling during the sales process and during the invoicing is key. For that reason we build a tool that will help the employee to make quotations convert to orders and/or convert them to invoices all by the push of one button. QOI can be send by the JBA CRM as pdf or as a Temporary URL, which means spending less time on attaching pdf to email.
Secondly QOI can have included attachments, making it an ideal vehicle to send extra information with a quotation without any email struggle. As the general description will give you a nice management summary on your Quotation, you can now manage all this from within the CRM. Everything managed in one place even after an update. The status function can, in case it is used with TAR, help to set reminders and send information to customers.
This QOI Tool will help to make QOI and make calculations without mistakes. Quotations can be converted to orders or Invoices by one click of a button. If a quotation is approved by the customer, it will become a read-only document.
Credits are a derivative of an invoice. You need an Invoice to create a credit. On an invoice a button 'Credit' can be found. In the invoice listviews credits are marked for easy recognition. Listview filter can be used to manage the invoices and credits.
An example of the Quotation Order Invoice Tool:
Quotations are the first step in the sales chain. In a Quotation all products and services come together for the sales proposal. Status of a quotation is very important; not only for sorting out the good ones from the bad ones, but once a quotation matures into an order, it becomes locked down to preserve the history of an order.
The listview is an overview of all the quotations. Quotations can also be viewed on a tab of an account or contact.
Quotations are attached to “Accounts”-entity or client if you like and it should always come with a contact. After you select an account from the list the contacts will be generated based on the account selection, so it will only display right contacts.
Products, services and contracts can be added to the Quotation, by pressing “Add product”, for example, will bring to the page an empty product row. The row contains on the left a numbering followed from top to bottom by position buttons. Up arrow will move the product through the list 1 position and the same goes for down arrow if there are rows after this one.
At the center of the row we have the name of the product followed by a quotation row description, followed by a product description.
To the right of product name is the product selector, if creation 'none' is selected no data will be on the row, but as soon as a product is specified, name, description, price and VAT will be visible on the row.
Changes to the list of productrows are updated automatically on the total value.
Amount, discount and VAT % are inputs for each row, on creation it will have 1 quantity of the item and 0 discount. VAT % is set as a product property and can be overwritten on quotation row.
Any changes in the product row is updated automatically but only saved after the “Save” button is pressed.
There are Copy and Delete functions.
The Order function will open the Quotation as a new order matches the Quotation and keep a copy of Quotation with status “Approved”.
The Invoice function will open the Quotation as a new invoice matches the quotation and keep a copy of Quotation with status “Approved”.
Save as PDF function will prompt a pdf download of the Quotation.
In the detail view an employee can configure a Quotation by combining all relevant information: Customer details, Management summary, products, services and pricing.
The quotation can, after it is saved, be exported to a pdf or shared online with the customer. Quotaton can be transfered to Orders and Invoices.
One of the charms of the JBA CRM: with the Joomla Web capabilities you can show Quotation online, by just sending an temporary URL to a customer. To make life of sales and administration simple, good tooling during the sales process is key. For that reason we build a tool that will help the customer to make quotations convert to orders and/or convert them to invoices all by the push of one button.
Quotations can be send by the JBA CRM as pdf or as a Temporary URL, which means spending less time on attaching pdf to email. Secondly a quotation can have included attachment making this the ideal vehicle to send information without the email struggle. As the general description will give you a nice management summary on your Quotation you can now manage all this from within the CRM. Everything managed in one place even after an update. The status function can, in case it is used with TAR (Tasks, Actions and Reminders), help to set reminders and send information to customers.
Opportunities can be defined as chances to do business with companies. Opportunities can be managed in a new and more flexible way in Joomla Business Applications. Based on thesis the opportunity can be weighted.
The thesis can be finetuned towards the sales business. As you see in the screenshot below it is possbile to add an amount, a probability and a weighted value. The probability can be measured in percentages, and those percentages are assorted. For instance: do we have a verbal commitment (10%), is our solution solving the problem (10%), did we contribute to the businesscase (10%), etc.
Also you can track the status (for example 'proposal' or 'closed won') and the expected date end.
The listview and filter can show the "Open, Closed/Won and Closed/Lost" as well as some other relevant parameters.
This detail views shows the actual thesis in action, weighting the opportunity.
Sales Campaigns is a great tool, because it makes it easier to keep track of all the campaigns your company started. The administration of the campaigns is easy to handle in this tool. It is possible to set a start-date and an end-date. You can insert the leads (contact, telephone, email, website, etc) and you can send the necessary attachments.
In this tool it is also very smart to use TAR (Tasks, Actions and Reminders). Because when you start a campaign, you want to be very precise about contacting the right persons on the right time; and the TAR can help you to remind you Send brochures. And: in the general settings you can define the different types of campaigns, for instance: 'send brochure' or 'make phonecall'. You can run different campaigns at the same time.
An example of the actions list from a campaign.
Campaigns can be based upon different themes and methods we call 'Campaign Types'. This information can be used to measure the effectiveness of type of campaigns.
An example of type of campaigns
Status let’s you organize the workflow of Quotations, Orders and Invoices. The system has some predefined statuses, but custom ones can be added. Sales status helps you to keep track in a process like: in which phase of a sale you are, did you send your invoice, was it paid? In the CRM Plus a lot of the process changes are automated. A new item will standard get the status created. Status is a function in CRM but works closely with the powerfull TAR applications in JBA.
Image: adding a new sales status
Add new steps or not
You can add statuses yourself to get a better hold on your business process. Process step describes in CRM ONE the order in which the label is shown, in CRM Plus this can affect automation.
PDF is the default export format for JBA Quotations, Orders and Invoices. You need these in case you want to send them in another way then as an online web link. For the layout there are HTML-templates that can be overwritten to personalize them, corporate branding. Overwrite uses the default Joomla structure.
- An example of an PDF Quotation.
PDF's are structured: header, details, items, footer, logo and company information are retrieved from the general (company) settings.
This example shows that, if you change a VAT on a order line from 21% VAT to 1% VAT, it will show in the VAT total at the bottom creating a new group. The VAT settings and types will not be changed by this adjustment.
Contracts are at the centre of the application. Around contracts Quotations, Orders and Invoices are generated.
The attributes that define contracts are: a name, a price, a default VAT and optional it could have a picture because what better description than a picture you can have for a contract and a text description.
Catalog checkbox and catalog description are used for a special list of contracts.
The listview is an overview of the contacts where you have the basic functions like add and delete for managing the list.
It is possible to offer products as a download, like software. Including a digital key that is generated by JBA Digital. Information of the sold products is available on the tabs of an Account or Consumer, where also a send function can be found.
Besides products and services it is also possible to sell a contract to your customers which provides in support for the customer.
Contracts are 'compiled' services that will be executed in the future.
In case of use of the JBA Agenda, products and services can be connected to Appointments.
A license is product related. A license has a duration after which the license should be extended. For instance: a customer wants support for 10 hours each year, this tool (contract execution) keeps track of how many hours the customers have used.
In case of JBA Products combined applications are offered (called "groups"). The digital product-component can handle dependencies in order to make sure the proper applications and versions are installed before installing a next update or another application.The group function can also be used for try before you buy products.
Licenses are send by email in a.lic file which can be uploaded in an upload manager. For the CRM employee there is a function to receive the keys in case of supporting a customer.
Number of downloads
It is possible to put a threshold on the amount of downloads.
Overview of sold licenses
This is a list of all the separate items that have been distributed.
The products and services of a company are stored in the CRM and can be used in Quotations, Orders and Invoices and in the Website (See Catalog). Contracts are "compiled" services that will be executed in the future, for example a 1 year contract, including 10 hours of services.
Catalog shows your products, services, contracts, employees and (CRM+) company details. If you manage catalog-content in the 'oldfashioned" way, this quickly ends in version management with content in many places. Catalog in our CRM helps you to centrally manage content and pricing (without API) for website and CRM, Quotation / Invoices.
Catalog on /off
For every product it is possible to publish it in the Catalog or not.
Extra HTML Editor
Content description for CRM does not use HTML other then row break. For the Catalog it is possible to use HTML for extra styling.
Catalog has default templates showing content. For templates overwrites it is possible to change its presentation.
An example of the actual dataset that feeds the website (Notice: only the first 3 are visible on the website).
JBA CRM makes it possible to import data from other data sources in csv format. As CRM has database relational structures, a lot of relations can be lost when importing data from csv.
To avoid this, JBA CRM has a matching function, which is activated during the during import. The data/information you want to import will automatically be checked for matching selection lists and connected in case of a match. For instance: if you want to import a contact and the Contact type is "Mr."; the CRM will search in the contact type table for a match on Mr and add the record id to the information of the contact and this will be shown in the frontend as 'Mr.'. This also applies to other types, such as 'types of accounts, types of services, etc."
"Types" helps to give attributes information in the JBA. For example 'Account types', where you can select the type of relationship with a company. Another example of a type is 'Contact titles". Types normally are setup only once.
Two examples Accounts Types and Contact titles.
Information that is stored can be different per Type.
Employees can have access to information, can create Quotations etc. The CRM-owner assigns rights to the employee. Employees can get different types of rights, which means they have different types of access to the system. Each employee can have different rights. So each employee has his/hers own view.
This Yes/No will give you the option to show information about employees on the public website.
Will give the employee access to the CRM.
Will block the use of the login function.
If "Yes" the user will have access to all kind of settings in the CRM.
JBA CRM by default gives an employee only access to accounts, contacts on his/her name. By choosing "Yes" an employee will have access to all accounts and contacts.
If "Not Active" an employee is not visible in the agenda and related functions. This function does not block the user.
Rights (on the Tab)
A sick colleague: the need to take over some responsibilities: this is the function to arrange it.
JBA will by default use a global signature with the email templates. Personalized signatures will be used for that employee.
An example of signatures
- An example of a personalized mail signature, using html style
An example for a label based global email signature, also resulting in a personalized signature.
It is also possible to add a fixed signature in an email template and not use these signatures.