Catégories

Your CRM

Your CRM

A tool for customer relationship management (in English Customer Relationship Management – CRM). Its objective is to retain customers by offering them the best service. Here is what this function looks like in Collabox.

A dynamic database:

Working with a tool that helps you in an easy and fast way to reference information about your customers within the company, CRM is the best.

Collaboration is now a must in the life of a company. All customer information should be shared within a team.

If the reference to your customer information is on your accounting software (many of our customers were), it’s high time to use a CRM.

A reminder system

A CRM allows us to remember things and tasks for us. It can mean doing or postponing a follow-up with a client and remembering that you have been in contact with someone before, even if you don’t remember it at the time.

You shouldn’t be “behind” in following up with your contacts. If you are late, you have to take care of it, or push back in time. It shouldn’t be negotiable, and a CRM is a good way to manage those dunning dates.

A tool to measure our solicitation work

English speakers speak of the “sales funnel”. This is the sales funnel. From a large customer base, what revenue can you expect to get from them? In Collabox, you can specify for each quote, the percentage of chance of concluding that you estimate to have for each contract.

Opportunity statuses

By Configure your Collabox, Contacts, Your CRM

Opportunity statuses are linked to your customer records. These opportunities will complement the qualifications to help you better manage your sales activities by showing you where to find the ripest fruit.

There are 3 main actions:

1. Create your opportunity status

2. Assign opportunity statuses to customers

3. Edit an opportunity status.

Create your opportunity statuses

You will be able to use the basic statuses that we have created for you, but we have also given you the possibility to create your own opportunity statuses so that they better fit your business. To use this new functionality, you will have to start by determining the number of statuses required, their respective names and the percentages to close (chances of obtaining the contract) that will be associated with them. To determine the opportunity statuses that you will use in your Collabox, click on the module Contacts .

‘opens in a new window) In the left menu, select Opportunity statuses .

To use the basic statuses, click on Add basic opportunity statuses , then on Okay .

The following statuses will appear on your page:

To create your own statutes, click on the menu Add an opportunity status. This will create your first status, or a new one, if applicable.
Note: If you have never created a status, you will come across a blank page with the menu at the top.

You just have to fill in the free fields and click on Record. Your first opportunity status is created! Repeat the previous step, followed by this one, to complete your status creation.
Note: The % to close that you determine in this section will correspond to a default value used in the Projections report sale to weight the sums of the contracts in tender. For example, if you made a bid of $ 25,000 to a client for whom you estimate the percentage of close at 75 %, the weighted income in the report will be $ 18,750.

Sales projections report

Here’s a look at one of those reports we mentioned earlier. It is presented to you with graphics, but also with the data written in tabular form.

One of the statuses no longer suits you? No problem! You can deactivate it at any time by selecting said status, then clicking on Deactivate.

Assign opportunity statuses to customers

Knowing how to create opportunity statuses is good, but you also have to use them! After having completed the creation of the statuses, you must go to your customer files to assign an opportunity status to each person.

In the module Contacts , click on Contacts list , then on the name of the person you are interested in.

You will enter this person’s file and automatically arrive in the tab Info . The first box on this tab includes the qualifications and the opportunities .
In the red box that you see, you can: indicate the title of the opportunity in the empty field; choose the opportunity status with the drop-down menu located just below; and select a submission.

Then you need to add a follow-up date , as you can see in the following red box. You will see, in the fields under the follow-up date, an estimate of what the customer is reporting to you based on the percentage granted to their opportunity status. This is also what is found in the Sales projections report .

Edit an opportunity status

When you want to change a customer’s opportunity status, you have two choices. You can make the change from the opportunities table, with its “drag and drop” formula, or go directly back to the client file.

To access the table, go to the tab Opportunity table .

You will see this table appear, offering you an overview of the progress of the files. You will see all of your customers based on their opportunity statuses. The table is sorted by date or by amount, depending on the option you choose. Each column corresponds to a status. It includes customers who share this same status, as well as a total of the weighted sums in the last row of the table.

To change the opportunity status of a customer, select the check box corresponding to the customer using your mouse. Hold down the left click while dragging the box to below the new status, then drop it to its new location. The new status will be saved in the table and in the customer file, and the color of the rectangle will automatically change.

List of follow-up dates on mobile device

By Contacts, Follow-ups, Your CRM

Do you use our CRM?

If the answer is no, we invite you to take an overview of the module Contacts to see all the advantages of our CRM.

If so, you probably know that it is possible for you to define one or more follow-up dates for each of your assigned contact persons. They are also of great help to you, we know something about it!

The list of follow-up dates and its display is totally adapted to your mobile devices. So you can easily consult it wherever you are. To find it on your smartphone or tablet, open the main menu of Collabox and select Contacts.

You will come across a page allowing you to perform a quick search or a specific search in your contacts. At the bottom of the page, click on the link List of follow-ups to search for traces based on a predefined period of time.

Select the time period that interests you. A new page will open and display the clients, as well as the follow-up dates that correspond to this period.

If you want to do a new search, click on the drop-down menu, p uis, select a new period.

CRM

By Contacts, Your CRM
CRM

Collabox CRM is a tool for customer relationship management (in English Customer Relationship Management – CRM). Its objective is to retain customers by offering them the best service. Here is what this function looks like in Collabox.

A dynamic database

You want to have a tool that helps you in an easy and fast way to reference information about your customers within the company, CRM is the best.

Today, all information about customers must be shared within a team. If the reference to your customer information is on your accounting software (many of our customers were), it might be better for you and your team to use a CRM.

A reminder system

A CRM is made to remember things and tasks for us. It can mean doing or postponing a follow-up with a client and remembering that you have been in contact with someone before, even if you don’t remember it at the time.

You shouldn’t be “behind” in following up with your contacts. If you are late, you have to take care of it, or push back in time. It shouldn’t be negotiable, and a CRM is a good way to manage those dunning dates.

See how the follow-up of the relaunch looks on the Collabox

In the Collabox, contacts whose follow-ups are overdue appear in red. Those for the same day are in green and those planned for the future are in blue.

A qualification system

Collecting a massive callback list is easy. So easy that you can quickly get overwhelmed with the number of follow-ups to do. The solution would then be qualification. You “qualify” your contacts so that you can sort them according to their importance to you. So you will do the “A” clients first (or “Platinum”, or “premium”, or “+”, you decide) and roll over the others’ follow-up date for when you have time.

Procedures for dealing with our most valuable contacts

First of all, you need to decide on your criteria for qualification. You have complete freedom; you decide what your most qualified and least qualified contacts will be called.

Then, when you access the list of contacts, you can decide to display only those who are of a certain qualification level (or combine this criterion with another, for example to which salesperson it has been assigned).

The inventory of our offers to present

When you are in a relationship with a customer, you often have all kinds of products and services to offer them. In a business development context, for prospects or for existing customers, a well-designed CRM will highlight the products and services you can offer your customers.


Configuration of 'intervention types'

In the contact card, Collabox users can configure types of interventions. These allow you to keep notes on the products that have been presented to prospects to easily produce reports of their activities.

Here is an example of a report produced when you click on “Sales activities”, in the left bar under the “Contacts” tab, in Collabox.

The memory of your relationship with your customers

A CRM is the tool that remembers everything: discussions, agreements, multiple contacts, etc. It is perfect when you need to know what you, or one of your associates has agreed with a client. CRM therefore becomes your memory aid for your customers. Over the years, you will accumulate a real story about your relationship with your customers.

A tool to measure our solicitation work

English speakers speak of the “funnel”. This is the sales funnel. From a large customer base, what revenue can you expect to get from them? In Collabox, you can specify for each quote, the percentage of chance of concluding that you estimate to have for each contract.

Sales management

By Your CRM

Effectively manage your customer relationships and sales

Our CRM tools, email solicitation and sales goal tables allow you to quickly obtain information to manage your sales or customer follow-up activities.
Here is a rundown of everything you can do.

1. The follow-up dates

Do not miss the opportunities to communicate at the right time with all your prospects in order to follow up to develop your sales. Easy, user-friendly, accessible at all times.

2. The solicitation history

Consult the entire history of your solicitation actions, client by client. Your memory will thank you!

3. The projection table

Get an overview with graphs on the closing rate , in number of proposals , in money in addition to obtaining statistics by customer type . This valuable data will optimize your sales actions. In addition, the list of proposals makes it possible to check and validate these results.

4. The opportunities table

Use a table in which you can “click and drag” and bring your business opportunities related to amounts to life in real time. Dynamic and motivating!


5. The solicitation report

Track your salespeople’s actions weekly, by type of activity or by prospect. A tool that allows you to support your team and direct efforts.


6. Dashboards by product, by customer

Get results tracking tables by product or customer. Having all the information in hand allows you to make the right decisions.

Bonus: Alerts and notifications: a system that watches over you

The Collabox offers a series of alerts and warnings to warn you that a task has been completed, that an appointment is scheduled, that a follow-up must be carried out.

Be in control of your business!

Sales projections report

By Reports, Your CRM

Sales projections report

For salespeople, sales targets and projections, close rates, customer follow-ups, appointment management are basic tools.
The Collabox makes it possible to obtain this information thanks to several types of reports according to the chosen criteria.
When using the CRM module, you can generate sales projection reports. Get an overview with graphs on the closing rate , in number of proposals , in money in addition to obtaining statistics by customer type . This valuable data will optimize your sales actions. In addition, the list of proposals makes it possible to check and validate these results.

Opportunity table

By Your CRM

Opportunity table

When you subscribe to Collabox CRM, you have access to many functions to manage your sales and customers, but our star is – The opportunities table – which allows you to track your sales activities in real time. It is your “sales funnel” which gives you all your sales opportunities at a glance.
Use this powerful board and customizable in which you can “ click and drag »And bring to life your business opportunities linked to amounts in real time, by customer, by product or by service sold.
Here is an example of a table completed by our fictitious company: Nova

Here is an overview:

Customizable by you directly in your Collabox: colors, expressions, types of products and services sold.
A complete, dynamic and motivating tool for all!

Access to the various functions to structure your table of opportunities according to your needs
The main functions are accessible in your Collabox menu located on the left when you are in the function “CONTACT”. They allow you to personalize your table yourself so that it becomes a powerful tool.

1- Contact and follow-up dates
a) You can access the contact form directly via the clickable link in the badge.
b) You can change your contact’s follow-up date by clicking on your contact’s name link. It will take you to your contact file where you can modify the information necessary for your follow-up.

2- The qualification of your contact
You can “to qualify” your contact as you wish according to the practices of your company.
For example: Gold, Silver, Bronze

3- The status of opportunities
You can enter the different opportunity statuses according to your sales process.
You indicate the name, the color, the percentage of possibility of closing the mandate according to your tastes, in addition you can do it yourself.

4- Links to your service offers
You can view the service offer (in pdf) which is linked to the opportunity directly in the opportunities table.

5- The products or services of your organization
The opportunities table allows you to consult your “sales funnel” by product or service or for the whole.
In this example, the Nova company has 3 products: Delivery boxes, professional consultation, observation reports.
If you want to see all the opportunities grouped into one table = Check = Combine the products into one table and voila!

Whether you are in professional consultation, in the construction, manufacturing and other sectors, you can establish the directory of all your products or services and even, if necessary, explode the specificities of these. From the simplest to the most detailed according to your needs.
For example, categories, supplier of that product or service, cost and selling price, weight, etc.
To do this you must enter them in the list of your products or services.

You have more questions ? Do you want to subscribe to Collabox CRM?
It’s easy: louise.lahaie@collabox.com or 418 907-9274, ext. 120
Good discoveries and above all good sales!

Service offer and probability of closing

By Service offerings, Your CRM
SERVICE OFFER AND LIKELIHOOD OF CLOSING

When you modify a service offer (submission) you have the possibility to enter a probability of closing the service offer. This is a drop-down menu related to opportunities.

1. If you check the small box at the bottom of “Probability to close”, when saving, an opportunity will be created in the contact selected above. If no contact is selected, the registration will be refused.

2. Following registration, a link to the opportunity will replace the checkbox. And you can click on it to consult the contact sheet.


3. Once in the contact form, we can find the opportunity there. The follow-up date is the delivery date of the service offer. You can see the percentage of close and the name of the ODS. And there is on the right, the amount sold which is the amount of the service offer. In this example, I had not made an invoice in the service offer so the amount is zero.


Opportunity table

By Your CRM

Opportunity table

New for CRM users

Detailed sales funnel

Get more information about your business opportunities in your opportunity board.

To the right of your table, by clicking on the sales amount, it unfolds and you get at a glance the amounts related to the different phases related to your opportunity statuses

Followmail

By Configure your Collabox, Contacts, Followmail, Tips and tricks, Your CRM

Do you have a nice list of contacts you want to reach with a newsletter? Go no further because Collabox is your most practical tool with Followmail! It includes an email editor as well as a distribution list wizard that will look for your contacts directly in its database. No more multiple lists and software, Collabox is all-in-one!

To access the Followmail function, you must first click on “Contacts” in the navigation menu at the top of the page.

Before sending your communication, the first step is to create a distribution list. This list will include all the recipients of your message. These must absolutely be part of your Collabox contacts.

How to create a distribution list?

To create a new distribution list, click on “Distribution list” in the left sidebar menu.

Then click on “Add distribution list”.

Find a name for your list and then click on the “Add Contacts” tab.

You will then see a list of all the contacts associated with you. Select the ones you want to add to the distribution list and click “save”.

Once the distribution list has been created, you must prepare the content of your communication. To do this, click on “Messages” in the left sidebar.

Here you will find all the messages you have written. To create a new one, click on “Add message”.

This is where we let the imagination run wild. Followmail includes a free message editor. Once the message is composed, don’t forget to save. * From experience, we suggest that you write your messages in a text editor like Word. You will only have to copy and paste your message and adjust the layout. Tell yourself that it takes less time to proceed in this way than to start all over *.

Title


No problem ! Followmail is able to accept HTML files. So, the beautiful presentations made by your programmer can be integrated easily. At the bottom of the editor, you have a “Create message from HTML file” section. Select your file and save it. You can also preview it before if you want.

No programmer and no talent? We like Litmus as an online resource which offers newsletter templates that you can modify. However, you must have minimal knowledge of HTML to be able to modify them to your specifications. No knowledge? Codecademy is a tool which can teach you the basics quite quickly in programming.

Now that your message and your distribution list are complete, we can now plan the sending. To get there, click on “Shipments” in the left sidebar. You will be automatically redirected to the page containing all the shipments you have made. To create a new one, click on “Add shipment”.

Find a title for your sending, choose the sending date and the message to send. Finally, select the name of the distribution list you want from the list at the bottom. Finally, click on “Save”.

Once the message is sent, in the right column you will see the mention “Sent” as status.

Overview – Contacts module

By Contact persons, Contacts, Your CRM

When you have a ton of contacts, a management tool is invaluable. We understood that and that’s why our contact management module is great! It allows you to keep all important customer data in one place, but also it allows you to keep an eye on follow-up calls to be made. You’ve come to the right place to find your next best friend / assistant;).

First of all, you must access the module by clicking on “Contacts” in the bar at the top of the page. You will then see the list of all your customers. In our example, we only have one. We will resolve the situation by adding new ones.

To create a new contact, you must click on “Add a contact”. This section allows you to gather all the information about your contact, including their contact details. All you have to do is complete the fields on the screen and click on “save” at the bottom of the page to save the file.
Screen Shot 2016-04-29 at 09.15.18

This page has several very useful sections. The first, located in the upper left corner, allows you to enter comments.

Comments section

Very useful when you have several salespeople interacting with the same contact! The comments section allows you to enter notes to the form. You can also indicate how you contacted the person.Screen Shot 2016-04-29 at 09.15.38 By clicking on “Show comments” you will be able to see all comments, no matter who wrote them. Thus, all the information is transmitted between the people concerned.Screen Shot 2016-04-29 at 13.13.52

Another handy section is the tracking function. This allows you to select important dates to remember, to follow up with the contact.

Create a follow-up


To create a follow-up date, you must first enter a title for the follow-up. Then we choose the appropriate date for the reminder. That’s it! Screen Shot 2016-03-09 at 16.38.46Once you add follow-up dates, they will appear at the top of your contact’s page as in the example below. If you want to delete a follow-up, just click on the red “X” next to the date.Screen Shot 2016-04-29 at 15.14.34

By assigning follow-up dates to your contacts, they will be visible in the main page of the “Contacts” module (remember when you clicked on the “Contacts” icon in the top bar?).

The dates in green indicate the follow-ups to be carried out today .
Dates in blue are for follow-ups future .
Dates in red are for follow-ups missed whose date has passed.
Screen Shot 2016-04-29 at 15.15.00

Discovering the tabs

The “Assignments” tab allows you to assign the contact to your salespeople. You can tick more than one seller if necessary. If only one salesperson is assigned to the contact, the contact will only appear in the assigned salesperson’s contact list.

Screen Shot 2016-04-29 at 15.15.21The “Appointments” tab allows you to create, as its name suggests, appointments associated with the contact. Once the appointment details have been entered, it will appear in this tab and in your calendar.

Screen Shot 2016-04-29 at 15.15.43The “Customer” tab contains all the information on the customer attached to the contact. It can be a business or an organization. A customer can have more than one associate contact. For example, you can have the contact details of the President, CEO and CFO as three different contacts in your client.

Screen Shot 2016-04-29 at 15.15.59The “Sending” tab allows you to send predefined emails to your contact, for example a special offer or a newsletter. You choose the message from the list and it will be delivered. A comment will even be automatically added to the folder in order to keep track of the sending of messages.

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