Office Titan CRM Software Overview - Defined

Office Titan is sales force automation software. Office Titan is a full feature Customer Relationship Management (CRM) Solution for small to mid-size businesses with integrated quotations, sales accounting system, inventory control, direct mail, telemarketing and e-mail serving software for opted-in clients. Office Titan has complete customer sales fulfillment tools from the back office to front line sales desk to manage your clients. Increase your profits with one powerful software package that is easy to learn and implement. 

Automate your office with Office Titan.

To start automating your office, several initial items have to be done. Depending on the size of your office, whether it is a one-man show or multiple location with a national sales force, certain information has to be installed.

On initial setup the following information has to be inputted.

• Business information - address, tax information etc.

• Client Survey

• Staff names and passkeys

• Inventory

• Client lists

This initial information will get you started. If you already have a digital client and or inventory list, we can install it for you to avoid typing it in.

Start the sales cycle. Get the client information.

All sales start with the client list. Perhaps you already have your list, or they are inquiring from advertising or your web site. It is important to receive as much information as possible and enter it into the database. If you do not have their street address, they will be removed from the direct mail list. If you do not have their e-mail address they will be removed from the e-mail list serving.

You may want to classify your clients into categories:

• Sales region – Geographic area

• Salesman assignment – Which salesman is their contact

• Client type – Are they different from other clients (More later)

• Recall date – When should you contact them next?

• Survey – What are their buying needs?

• Set credit limit - Know their buying limits.

For practical purposes, let’s start with a business model. We will pretend that we are operating a shoe company. We will call is Super shoe. For our shoe company, we have many shoe products, running shoes, snowshoes, beach sandals etc. With Office Titan we can set up default client types. Default means item descriptions that we routinely use. In our example, we may classify one of our clients as a company that buys beachwear. This client we will tag as client type “Beach Wear”. With this classification, we can market only our beach shoes to them. Perhaps we have a new line of beach sandals that we are selling. With the marketing tools that we have, we can query the database for all clients with the tag “Beach Wear”.

Marketing  

Creating a client list that is usable to your business is what Office Titan is all about. You will have to start with your existing clients. You may have them is digital form whereby our technical department can convert them into an Office Titan Database. If they are in print, you will have to hire data input staff. 

How do you get new clients?

• Use your existing advertising programs to continue your current format.
• Use the internet to tap a brand new market. Office Titan connects with on-line Web submission forms to harvest clients with virtually no work on your part. They fill in all the information. Once you have a web-site to attract your clients, you can use the automated "Web Data Import" tools to load their information into Office Titan. 

Once your database is created, we will have several options to market them.

• E-mail them a list of new products or newsletters

• Make post card labels for advertising

• Make phone/address lists for salesman to visit or to call

• Make letters for posting

• Make appointment recalls via e-mail or direct mail

With these tools, you are continuing a stream of information to your clients that is attenuated to their needs. Clients receive information every day; they do not want to be solicited information that is not of their interest. Office Titan comes with a survey tool to further help classify your clients buying needs. Within the business information set up, you may create these questions and answers for your sales staff to itemize.

Making the Sale

Once contact with the client has been made, several things may happen. They may wish for you to contact them another day. In this instance, setting the recall date, to make a reminder to call is very important. Losing a call may mean losing a sale. On the client address list, while in the edit mode simply select the date calendar to create a recall date. These dates are available under the “Pending Recall” screen. Select the client to recall on the list and push “Go to File”. This screen will navigate directly to the file.

Your client may want a quotation. Use the “Quotation” tool to create a quote using the inventory. If the item is in back order, it will show at this time as well. Discounts can be applied per line item if required. This tool can also create a purchase order for confirmation as well. Use this screen to also create pending files for future reference and tracking.

Creating an invoice is easy. If a quotation has been sent and it is acceptable to the client, you may “Make Invoice” from the quotation screen and it will generate automatically. Otherwise, you add an invoice and “Insert” the items from inventory. If there is a change, deleting the item from the invoice will return the item back to inventory. Items that are on back order will be tracked on the “Back Orders” tool.

Payments can be made with the “Add Payment” tool. Multiple payments with different pay methods can easily be transacted. Monthly statements can be generated with 30-60-90 day billing. Payment terms are specified per customer and start with a default that you created in Business Information under “Terms and Messages”.

Office Titan can now generate packing slips, shipping addresses, labels, and commercial shipping invoices as required.

With the transaction can complete; you may want to set the recall date for the next visit or call to this client.

Analysis

Viewing your sales can be done in many methods:

• Cost of Goods Sold by product

• Sales by Staff member

• Sales by Client tag

• Sales By Sales Region

• Sales By Buying Group

• Business analysis by chronological comparison

• Sales staff job tracking

Using any or all of these tools will help you further define your marketing strategy. Keeping a good eye on your staff will help define who is performing and who needs help. Office Titan will give your staff the structure they need to do their job completely. Use comparisons to figure out which products sell quicker and at what time of year. Streamline your inventory to remove excess product that rarely moves.

Save Time, Save Money

Office Titan is all about saving time and money. Office Titan will pay for itself many times over. Office Titan is an Enterprise solution with the power to handle a large sales force with inventory control and sales accounting. Networking on Local area network or tunneling through the Internet will connect your staff to a common database to move information easily. Monitor your company’s performance real time from your home or your office. Feel secure that you can connect to your office at any time. If you are out of town, use the Internet to connect and keep in touch. A telephone used to be the most valuable communication tool. A computer using Office Titan is many times more powerful. This article explains some of the finer points of CRM. Many other tools are available for even more efficiencies to explore. Download or order a demo copy of Office Titan today!