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The Main Menu provides fast access to search options - you no longer have to "dig out the file and call back" when customers phone.
Menu options are enabled according to user permissions - financial information is only available to key admin staff.
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Easily find any customer using a drop-down list or more comprehensive search options.
Add unlimited offices to each customer - one customer can have multiple delivery addresses.
Contact summary makes it easier to find telephone numbers.
Store almost unlimited general notes for each office.
Default percentage discount is applied to all quotes created for the customer, although this can be overridden.
'Account Reference' field provides continuity between Quote Tracker and your accounts package.
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Add unlimited contacts to each office.
Easily move contacts from one office to another.
Quickly create a new email simply by clicking the 'E-Mail' field.
Let customers opt in and out of marketing campaigns.
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Contact Notes allow staff to share information about telephone conversations and correspondence - customers receive a better service because the left hand knows what the right is doing.
Add unlimited contact notes to each company.
Improve clarity by assigning Note Types to each note.
Store virtually unlimited text for each contact note. |
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Fast search using partial matching on company name or office address - you never have to "dig out the file and call back".
Your customers feel that everyone is up to speed with their account.
Automatically jump to a quote if you know the reference or invoice number.
Export company and office data to Microsoft Excel (with or without contacts) to create mailing lists.
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Add unlimited quotes to each company.
Store virtually unlimited notes under three categories.
Easily track the quote's progress using pre-defined milestones - i.e. "Created", "Quoted", "Ordered", "Manufactured", "Delivered", and "Invoiced".
Create your own milestones using the Quote Status screen and monitor these using Quote Tracker's filtering system.
Easily send the quote to Word, where it can be tweaked before sending to the customer.
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The Quote Status system allows office, sales and production staff to pass messages between each other - ensuring that everyone is kept up to date.
Maintain an unlimited history of status changes for each quote.
Define your own Status Types - e.g. "Quote Sent", "Awaiting Purchase Order", "Parts Ordered", etc.
The status of each quote can be monitored using Quote Tracker's filtering system.
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Add unlimited quote items to each quote.
Each quote item consists of a product (drawn from a drop-down list) and a set of notes to describe the item in more detail. Totals are calculated automatically.
Each quote can be split into an unlimited number of "Batches" which can be delivered and invoiced separately.
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Quote items are grouped by any number of user-defined subheadings. These are used to control the order in which items appear on the final quote, ultimately adding clarity.
This system allows Tactile Signs Europe Ltd to 'walk' clients through their own buildings when quoting for new signage - i.e. they used subheadings such as "Ground Floor", "First Floor", "Outside Front", etc.
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Store an unlimited number of products.
When product prices change, everyone in the company uses the new price without needing to look it up.
Existing customers have reported that, by using Quote Tracker to record detailed product records, they can save their accounting system from becoming too cluttered.
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Each Bill of Materials (BOM) consists of a group of related products.
Quotes consisting of standard product arrangements can be generated very quickly within a few mouse clicks.
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Each BOM can be made up of any number of products, known as 'BOM Stock'.
Default 'Unit Price', 'Quantity' and 'Details' fields make it very easy to describe standard product assemblies.
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Completed quotes are exported to a Microsoft Word Template at the touch of a button.
The Quote Template can hold standard information such as logos, company contact details and terms & conditions.
Once in Microsoft Word, the quote can be fine-tuned for the recipient and the specific circumstances.
The quote document can be filed, turned into a PDF (with conversion software) and emailed to customers.
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When customers regularly place the same order, the Quote Duplication system will copy an existing quote /order at the touch of a button.
This makes it easy to be consistent when honoring long-standing pricing arrangements.
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Monitor the current status of all quotes in the system at once.
Limit the list of quotes by milestones or status.
Quote Tracker can be used to answer questions like: "What percentage of all quotes turned into orders in the last quarter?" and "Show me all the quotes where the customer is still undecided".
Generate your own reports by exporting the list of quotes to Microsoft Excel.
Easily jump to a particular quote in the list - action it and then return to continue tracking.
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The Financial Summary is filtered according to criteria in the underlying Quote Tracker screen.
The figures are password protected - only privileged users have access.
Financial data can be exported to Excel to be used in user-designed reports.
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When a quote has been ordered, it will automatically appear in the Works Order Manager.
Production staff can print their own Works Order - a detailed list of quote items along with extensive production notes.
When manufacture is complete, staff can print Delivery Notes for dispatch to the customer.
When the order has been delivered, the quote automatically appears in the Invoice Manager.
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An example of a typical Works Order.
Giving production staff the ability to produce their own Works Orders and Delivery Notes reduces the admin burden on office staff.
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An example of a typical Delivery Note.
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By maintaining each order's Status History, production staff help to keep everyone in the loop.
When a customer calls and wants an update, office staff can draw on the Status History. It might tell them that the order is, for example, "Awaiting Parts", "25% Complete" or "Ready for Wrapping", etc.
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Sort quotes by Quote Ref, Company Name, Invoice Number and Invoice Date.
Look back over the entire invoice history.
Let Quote Tracker produce the invoice for you, or use the Quote Tracker invoice as a report from which to enter data into your accounts package.
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Accounts staff can update the quote's Status History so everyone else is kept in the loop.
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Invoices are exported to a Microsoft Word Template at the touch of a button.
The Invoice Template can hold standard information such as logos, company contact details and terms & conditions.
Once in Microsoft Word, the invoice can be fine-tuned for the recipient and the specific circumstances.
The invoice document can be filed, turned into a PDF (with conversion software) and emailed to customers.
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The Maintenance Menu gives a privileged 'Admin' user access to user permissions, default subheadings, products, BOM, tax codes and currencies.
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