What Our Quote Software Can Do For Your Business

While usually not the first impression one makes with a client, a quote or estimate to a client is usually the first formal document they receive. Additionally, the estimate is implicitly a call-to-action to a client and represents the last step before a deal is reached. As such, it is of incredible importance that your quotes present your company in the best light by looking clean and professional, as well as presenting information in an easily readable format for your prospective client’s consumption.

The creation of estimates was once a tedious process that required the painstaking entry of information into spreadsheet software and then its meticulous transfer to a word processor for formatting. In 2016, however, the use of quote software can both speed up the process, as well as ensure that each estimate your company sends out is beautifully formatted and without the typos and errors that can be produced as a result of repeated, manual quote creation.

Speed & Efficiency

Our CloudBooks software is built to allow your company to generate estimates quickly. This means that we attempt to reduce the amount of work your company needs to do, as often as possible. When you enter into the estimate generator, everything from the client’s name to items included in the estimate to tasks your employees will be performing can be selected from predetermined lists. This means that, rather than entering information over and over each time an estimate needs to be sent out, any standardized or regularly used items can simply be added to the estimate in seconds flat and without referring to price-books or calculating labor-hours for some task. Additionally, specific tax rates can be applied to items or tasks on-the-fly from our easy drop-down lists, while a client-specific discount can be added simply by inputting it in a discounts cell at the top of the generator.

More Details

Our goal with CloudBooks estimate generator was to produce quotes quickly and efficiently to save companies on administrative time and let them get back to doing the important work of running a business. What we did not want, however, was for that goal to lead to uninspiring estimates with little information on them; the goal was to attain both detail and speed. As such, the estimates our software generates contain not only an itemized list of goods and services to be provided, as well as a detailed breakdown of quantity, taxes and totals, but also a full set of administrative information such as the date the estimate was issued, as well as the mailing information for both the prospective client and your business. You can even add your company’s logo if you so desire!

Estimate Management

Anyone who runs a successful business knows that it can often be hard to track all of the different estimates you send out. Sometimes it can be difficult to match customers to their proper estimates when they call for more information, and sometimes quotes are misplaced or lost forever. This difficulty can cause any number of headaches, especially if you are trying to negotiate with a customer while only guessing at what items are on the estimate which they received. For this reason our CloudBooks software is built to create an easily searchable database of all the estimates that you send out. You can sort it by name, by number, by the day it was sent out, or even the total amount. It also keeps track of the status of each invoice — whether it is a draft or whether it was sent — so that you can more readily gauge what you have out to prospective clients.

Please contact us to learn about what our CloudBooks software can do for your company, from quotes and estimates to invoicing and expense management.

The Advantages of Using Billing Software

In 2016 it makes little sense to attempt to track and manage one’s accounts via outdated, paper-based methods. Billing software is an asset to any business, no matter how large are small. Such software streamlines and manages a great number of processes which would otherwise take a large amount of labor to complete, with all the mistakes and oversights that come from the unpredictability of the human mind.

CloudBooks is an all-in-one billing software solution that seeks to bring paper-based companies out of the dark ages with the latest in digital technology. Our goal is to increase the efficiency of the corporate billing process by streamlining payments and offering a number of analytic tools so that business owners can get a real-time understanding of where their money is going and what their employees are working on.

Our software offers a number of features which can help you get back to doing business instead of spending your time on billing.

Payment Options

Our CloudBooks software offers a number of different ways for your clients to make payments to you. We allow payment via all major credit cards, but also offer PayPal and Google Wallet as options, as well as checks and cash. When your customers can pay you in any way they choose, you get paid more quickly and on-time. Additionally, our software can be configured to send automated, personalized thank you notes to your clients.

Tracking Billable Time

With our billing software you will no longer have to rely on scraps of paper jotted with half-legible records of when you and your employees spent time working on a client’s project. Our software tracks every minute of time, making sure you get paid for every last second you spend working. As our software can work with all types of billing models, never again will you need to under-bill a client because you cannot find a time-sheet.

Expense Tracking

Similar to most paper solutions, expense tracking tends to be a nightmare: receipts and highlighted credit card statements pile up, and before long it becomes almost too difficult to file for reimbursement from a client. With our expense tracking features, employees and business owners can monitor and recoup expenses with an unparalleled ease. CloudBooks tracks expenses in real-time and associates all charges with particular clients so that you never bill the wrong one.

Simplify Recurring Payments

As always, seek to maximize the efficiency of those businesses using our software. One feature that has shown to improve efficiency drastically is our recurring payment option: set a billing schedule for your regular clients and they will automatically receive an invoice at the end of each billing period. If your business uses subscriptions regularly, our software can also handle easy subscription set-up and maintenance so you can spend more time worrying about business and less time making sure you are getting paid.

Manage Your Team’s Time and Budget

Those who have worked with a full staff below them know just how hard it can be to keep accurate tabs on where they are directing their energies. With our software you can keep track of each employee to the minute and to the dollar. Whether you generate on-the-fly graphics or look right at the numbers on the spreadsheet, the degree of control you can have when you know what is actually going on is unparalleled. We also offer permissions-based access so that your employees can get a handle on who is doing what without compromising critical financial information.

Please contact us to learn more about how our billing software can help your business become both more efficient and less wasteful.

Get Paid with PayPal Online

Get Paid with PayPal Online:
CloudBooks is now fully integrated with PayPal and once your customer paid the invoice with PayPal, it will automatically change the invoice status to Paid. No manual task involved:

Please see below screenshots of the process:

Once you sent your first invoice, your client will open it online and click Pay Online option:
1 - client Unpaid Invoice

Check mark the PayPal option:
2 - gonna pay invoice

It will redirect your Client to PayPal payment gateway:
3 - Redirect To Login Page of PayPal

Your clients will login to PayPal:
4 - Login to Paypal

Your client will review the amount:
5 - Login Complete

Your client will click on Pay Now option:
6 - Processing Payment

Payment will be processed once they click on Pay Now option:
7 - Payment Done

Your client will see Thank you for your order message:
8 - Returning to Buyers Account

9 - Waiting to return to Buyers account in 10 Second

Your client will redirect to PayPal auto payment update URL and you need to click on go to Dashboard link so it will redirect you to CloudBooks client portal and your client will see the invoice status changed to paid:
10 - Payment done with redirect URL

11 - Now Invoice is showing as Its paid

12 - Finally Paid Invoice Generated

Time Tracking Software: Help Employees Feel Like Freelancers

We live in a world in which the makeup of an organization has changed. Many organizations have fewer full-time employees and instead rely on a series of part-time and freelance workers to implement critical business activities. If you have a diverse business model, you want the benefits of time tracking software. It can benefit both traditional employees and part-time and contracted workers.

Help Employees Feel Like Freelancers

The dream for many people is owning their own business or at least finding a job that gives them the flexibility to work from anywhere. It’s possible to restructure your business so that internal employees and external contractors choose from a dashboard the tasks they will work on each day. They can track their productivity and self-determine how much they will earn. This is easy with time tracking software. Using a work-task tracking software helps employees feel like freelancers. They get to decide what they spend their time on and earn more if they put forth more effort.

Use Task Codes to Restructure Your Business Activities

In some businesses, not just those following a process management model, it’s feasible to restructure all business activities to fit into a set of task codes. This is a way of thinking similar to what code will be assigned to a medical service in a doctor’s office. In many organizations, a physician will not perform a service if it is not billable under current federal Medicare and Medicaid rules. Your organization can create a set of task codes, one for each business task. This could look like a hierarchy of codes, one belonging to each department or team. Or, you can use universal task codes across the organization. That’s because taking a business call or typing a letter of correspondence looks the same in every operational area.

Give Employees More Ownership of Their Work = Pride

Just because people don’t work in your office doesn’t mean that they cannot take pride in their contractual employment and get the flexibility of working like freelancers. When you use time tracking software and employees of all types track their work and manage their time, they get to feel like freelancers. You can redesign your positions to be more flexible. Employees can begin to serve different client accounts or work in different geographical areas, but they can qualify to work on an increasing range of tasks. The longer they stay with your company, they get to enjoy more flexibility in work assignments. They become experts in your entire business model, and they can shift easily to different accounts or projects based on business needs.

Move to Cross-Functional Teams

If you set up all of your activities to fit a list of task codes, employees can truly work anywhere in the organization. They will have access to more tasks as they develop the subject-matter knowledge required to perform them. They are more like freelancers. Your company can reap the benefits of process management organizations, which often use cross-functional teams to increase productivity. Let’s see what this looks like. A company makes every task into a code that can be performed by anyone with the right qualifications. If employees want to move to a different cross-functional team, such as working on the marketing team or providing customer service, they can shift. This only requires a conversation between the leaders of the two teams. At the same time, employees from marketing can temporarily assist the customer service team with certain tasks to address business shortages or take advantage of limited-duration business opportunities.

We have more ideas on using time tracking software to change how work is managed in your company. Please contact us today.

Close More Deals With Quote Software and Keep Your Sales Cycle Running Smoothly

Online Quoting & Proposal Software

Online Quoting & Proposal Software

Whether you view it as a rewarding challenge or a dreaded task, responding to Requests for Quotes (RFQ) and Requests for Proposals (RFP) is a crucial part of running and growing a business. A professional accurate document that puts you in the running requires meticulous attention to every detail, and this requires valuable time. Therefore, as much as you may want to reply to every RFQ that comes in, it is a prudent practice to step back and realistically assess each opportunity and respond only to those you have a chance of winning.

Questions to Ask Yourself

Is this RFQ prompted by a present need or is the requester just testing the waters?
Does the purchasing agent express resolve and commitment?
Is there a budget involved?
Have you ever done business with this customer?
Can you effectively compete?

If you decide to respond, fire up your quote software, it’s time to deliver a quote that stands out from the competition.

Preparing Your Quote

More About Them Less About You

At this point, forget about the basic features and costs of your service or products, they will come next. Concentrate on the needs of the prospect and clothe your deliverables in language that details how your offerings will fit in with the culture of their company. Focus on the outcomes and beneficial results that will come with accepting your quote; the particular problems it will solve.

Offer More than One Option

Since your competitors will, most likely, be responding conventionally and offering one option, providing multiple ones will make your proposal stand out. Customers like to feel they are doing due diligence. By giving them a set of options, you’re helping them out in that regard. In essence, you’ll be acting like a competitor to yourself, filling their need to shop around and hopefully dissuading them from looking elsewhere.

Another benefit from taking this forked road is that you’ll be able to offer both a higher level of service, i.e., a more expensive one, and they just may choose it. But if they cannot afford it, your lower priced option, the one they actually had in mind, will look like a bargain.

Keep it Short

Remember that the requester will be receiving several responses. Making yours relevant and concise, mentioning only areas that are important to the prospect will increase the chances that rather than just thumbing through it, he will read it all the way through. A good rule of thumb is to limit quotes to a maximum of two pages, focusing only on what you think will close the particular deal.

The Quote as Contract

Include a final paragraph that gives the requester the opportunity to signify (s)he accepts your proposal by signing it. Being able to turn the quote into a contractual agreement shows your commitment and may increase the likelihood of the customer’s doing business with you.

Our cloud-based software presents you with templates that can match the varying needs of each and every prospective client, allowing you to create an attractively formatted estimate that includes your company logo, address, and contact information. But that is only the beginning of the benefits our system offers. With Cloudbooks, you’ll be able to see which quotes have been accepted and which have been declined, and with just one click, convert those accepted estimates into invoices.

Contact us to find out how Cloudbooks SAAS can help you take charge of your business and automate your entire sales cycle, not only turning quotes into invoices, but also tracking those invoices, creating recurring ones, and giving you detailed reports that help you maintain the cash flow needed to keep the wheels of your business turning.