Workbooks CRM & Workbooks Business

Workbooks is one of the fastest growing providers of web based CRM and business applications designed specifically for small and mid-size organisations.

Headquartered in the UK, their suite of products enables customers to accelerate sales growth, improve marketing execution, streamline business processes and improve the quality of customer support they deliver.

There are two 'Editions' available - CRM and Business. The Workbooks CRM Edition delivers easy to use sales force automation, marketing management and customer support tools. The Workbooks Business Edition extends CRM to include the generation of transaction documents, such as customer orders, supplier purchase orders and customer invoices.

 

Full 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.

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 & HTML Email Templates
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. 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.

 

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.

 

Outlook Integration
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.

 

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.

 

Opportunities & Pipeline Management
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.

 

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 & Customer Sales Orders
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.

 

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.

 

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.

 

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. 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.

 

Export to CSV & Excel & Importing
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. 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.

 

Custom Fields & Layouts
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 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. 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, Dashboard & Reporting
Use the charting tools to provide visual impact to your reports. Workbooks allows you to create pie charts, line charts and bar charts. 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.

 

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.

 

 

For more information on Workbooks and a presentation, please contact Wizard Systems.