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Features.....

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Viewing all BusinessFlow Online Features


Built-in SMS Texting:


SMS Text messaging is an easy way to keep customers updated and this ability is built into BusinessFlow Online. Whilst the user is updating a job with the latest information they can simply send an SMS text message directly to the customer from within the program. It's simple and very effective. SMS text messages can also be used for updating sub-contractors and arranging site visits.  

.....learn more CLICK HERE


Customer Email Updates:

How do you keep your customer informed with the latest job updates? Any delays can ruin all previous efforts to generate positive customer satisfaction. BusinessFlow Online can help your staff by providing easy ways to send your customers the latest updates including: access to the Customer web portal, SMS test messages and emailing direct from the program

.....learn more CLICK HERE


Tracking Sales Leads and CRM:

BusinessFlow Online has a comprehensive sales lead module which allows tracking of each lead's progression through your sales process. You can record each interaction with the client, including the date, time, user and set any follow-up actions along with a target date. Full history of the sales lead is then available. Once the sale has been converted the lead naturally flows into a new job ready for the next installation/servicing phase.

.....learn more CLICK HERE


Job Calendar and Resource Planner:

There is a powerful set of calendars that records employee and subcontractors appointments against a job.  There are separate calendars for each person and a single company calendar to view everyone's bookings.

Each calendar can be accessed via a web page which the employee or sub-contractor can log into or you can access the calendars through the main program. Double bookings are automatically prevented.

.....learn more CLICK HERE


Assets & Safety Inspections:

BusinessFlow has a built in Asset Management system. Customer assets (e.g. production equipment, vehicles, motors, gearboxes etc) can be recorded and categorised by description, location, serial number etc. 

Each asset has an inspection frequency/schedule. Full asset details can be saved along with the history of all visits and results of inspections and servicing. Asset reports can be created and issued                             

.....learn more CLICK HERE


Job Status and Job Sub Status:

At any given time each job will be in one of three main job status options:

  • Waiting to start (i.e. in the quotation phase)
  • In progress (i.e. job started and ongoing)
  • Finished (i.e. job completed and no longer needs to be tracked) 

Within each of these main status options, each job can be further assigned to a sub-status, which comprises of a list of your own options (e.g. waiting parts, ready to invoice etc.).

.....learn more CLICK HERE


Customer Web Portal:

The customer web portal is ideal for businesses that want to keep their customers up to date with the status and details of on-going jobs and reports.

The Customer Web Portal provides your customers with web access to key data that you want to share (e.g. job status and up to date information, inspection reports, historical data and documentation such as quotes and invoices) and they can also upload documents and images direct into the job's document store.

.....learn more CLICK HERE


Customer Complaint / fault log:

This is a feature that can be turned off if not required. It provides the ability to record job specific customer complaints or it can be configured to record faults and problems.

A summary report is available which will provide a management overview of all the complaints / faults by customer, by job, by problem type and also corrective actions.

.....learn more CLICK HERE


Creating an Invoicing:

BusinessFlow provides several flexible options to invoice your clients. Each job can have one invoice or multiple invoices.

Each job has items (parts and labour) added to the required value. The user has the choice to create a single invoice for the full job value or can create a smaller invoice (e.g. say a deposit or part payment). A subsequent invoice/invoices can then be created as required.

There is a further option to add several jobs to one invoice called "Multi-Job Invoicing". To learn more Click Here

.....learn more CLICK HERE


Multi-Job Invoicing:

It is often the case that during a month several jobs have been completed for the same customer and rather than sending them an invoice for each job, a single invoice can be created for all the jobs completed.

From the jobs list you simply select the jobs to be included in a multi-job invoice. Then go to the multi-job invoice management area where you can create the invoice.

For regular invoicing options and for more information Click Here

.....learn more CLICK HERE


Sage & Quickbooks:

The majority of our customers use BusinessFlow for all their "Front End" business processes and to keep in synchronisation with their accountant they typically use Sage or Quickbooks for their accounts books.

To support our customers we provide an export management system where a CSV file is created containing the selected invoices that need to be imported into the respective Sage or Quickbooks system.

.....learn more CLICK HERE


Job Tracking & Job Management:

Our job tracking and job management software is suitable for any company wanting a simple way to manage their paperwork & employee jobs.

There are comprehensive time saving features and reports to track and manage all aspects of your business.

  • One job number links all documents together
  • Add your own job sheets and work sheets
  • Create quotes, jobs, invoices
  • Add job specific notes
  • Document store for each job
  • Appointment calendar
  • Purchase orders
  • Sub-contractor management
  • See the full feature list

 Keith from K&A Plumbing says: "I can automatically print a job sheet and issue to my fitters, once signed and returned the invoicing is a simple few clicks”

.....learn more CLICK HERE


Job Searching:

There are many ways to search, find and navigate to specific jobs and other information within BusinessFlow (e.g. invoices, payments, customer, leads etc.)

There is one specific flexible search screen allowing searching by three factors:

  • Search type: e.g.for jobs, invoices, payments
  • Job status e.g. in progress, waiting, completion
  • Fuzzy search e.g. site address, job reference, customer, job number.

Combined, these factors allow you to focus in and find the specific information that you are looking for. From the search screen a right click allows you to jump to other parts of the program. Which makes the system very easy to use and friendly.

.....learn more CLICK HERE


Image search:

Our image search option is ideal if for example you produce lots of bespoke one off items for specific customers; you can describe the item, the material, the description, but as they say "a picture paints a thousand words".

So, if you add photos and images into the job's document store, you can then search through an online web gallery of all images saved in the document store. Further you can narrow down the images by adding additional filters. Once you have located the image you can then select it and automatically open the associated job.

Of course there is the traditional comprehensive search screens. To learn more about our traditional search options then  Click Here

.....learn more CLICK HERE


Invoices Outstanding:

Managing the outstanding amount owed by all your customers is an important step in maintaining tight financial control. Having exact details of who owes what and for how long is fundamental. This is easily achieved with BusinessFlow Online; by accessing the  reports sections you will have a comprehensive overview of all invoices that have not yet been cleared along with the total value of all invoices waiting to be paid.

The user can also filter the outstanding invoices by the time outstanding e.g. those under 30 days, those between 30 - 60 days etc...

.....learn more CLICK HERE


Sub-Contractor Reports:

If Sub-Contractors are a vital part of your business, then BusinessFLow Online helps you to know exactly how they are performing against a range of measures like responding to quotes, time on site, return visits, quality of work etc.

You can:

  • Log incidents against each sub-contractor
  • Measure and rate each visit made
  • Track supplier invoices
  • Get a detailed report on which post code areas are covered and by which trades
.....learn more CLICK HERE


Quotes and Estimates:

A fundemental part of any job management system is to create, manage and follow-up on any quotes or estimates. BusinessFlow Online provides many time saving features to get this job done quickly and professionally:

  • Customer details are saved, so if it's a repeat order then simply select the customer from the customer database. To learn more about adding customers Click Here
  • Parts or labour items can be added from the parts database OR unique items can be entered. To learn more about adding and maintaining the parts database Click Here
  • Each item added can include a full paragraph describing exactly what will be provided.
  • You can be as detailed as you wish, either one item describing the whole project with one associated costs or you could split the project into multiple descriptive items, each with associated sub-costs.

Sometimes there are several scenarios, each requiring their own unique quotation. In this case BusinessFlow provides a "Multi-Quote" option. To learn more about the multi quote option Click Here

.....learn more CLICK HERE


Multi Quote:

Sometimes there are several scenarios, each requiring their own unique quotation. In this case BusinessFlow provides a "Multi-Quote" option.

The multi quote option pulls together various other quotes into a single quote package.

If you just want standard quote options Click Here

.....learn more CLICK HERE


Customer Management Database:

The life blood of any business is ultimately their customers' and maintaining an up to date comprehensive list is crucial to managing and automating your business.

BusinessFlow provides a comprehensive database of all customers used in creating and managing your jobs which means that any repeat jobs can quickly be created re-using the customer's data; a list of jobs completed for that customer and many other reports and analysis can be made available.

.....learn more CLICK HERE


Sub-Contractor Management:

Have you built up a trusted network of sub contractors all over the country? Need an electrician in Edinburgh? A Plumber in Bristol? Simply enter the post code and the skill needed and BusinessFlow will bring back only your sub contractors that match the criteria - then simply assign them to the job. There's a complete sub-contractor database to store and manage and search.

In some industries sub-contractors are a key part to the services that they provide. If this is the case then having a well managed list with the geographic areas they cover and the skills they provide can save significant time and enhance the service provided.

BusinessFlow provides a comprehensive database of all customers used in creating and managing your jobs which means that any repeat jobs can quickly be created re-using the customer's data; a list of jobs completed for that customer and many other reports and analysis can be made available.

.....learn more CLICK HERE


Parts / Materials Database & Pricing:

With BusinessFlow Online you either have the option to use a simple materials and labour database to store all the items you regularly use in a job along with the default prices, or you can turn on the stock control features to provide an enhanced part management solution. To learn more about stock control Click Here.

The simple materials and labour database allows you to create categories to easily locate and identify the parts (e.g. fittings, electrical, plumbing etc...). Each item can be assigned a detailed description and a default sales price. To add an item to a job you simply select a category which then shows all the items contained within it, select the item and the default price will automatically be used. .....learn more CLICK HERE


Stock Management Database:

You have the option to use a simple parts management system where you can sort your parts and labour items into categories and give each part a description and sales price or if you prefer you can turn on the stock control management system.

The Stock Management system keeps track of the quantity of items held at any time and a history is kept of all items used or replenished. When items are used on a job the quantity in stock will automatically be adjusted. A  purchase order can also be raised, when the items arrive and are checked into stock their numbers are automatically updated. For more details on purchase orders. Click Here

.....learn more CLICK HERE


Purchase Orders:

Any Materials added to a job can be converted to a purchase order. Preferred suppliers can be assigned as well as purchase prices. The purchase order templates layout and design are fully configurable. .....learn more CLICK HERE


Supplier Invoice tracking:

Whenever you raise a purchase order on a supplier for goods and services or if you raise a purchase order against a sub-contractor for site works, BusinessFlow provides an effective way to record and track the invoices received (or not) and lets you know how much is owed and for how long it has been owed.

There is a more detailed financial report which can be run at any point in time to see the orders that have been pre-paid (e.g. supplier invoice received, but sales invoice not yet issued) and items that need to be accrued (sales invoice issued, but supplier invoice not yet received).

.....learn more CLICK HERE


The Financial Dashboard:

Within the BusinessFlow program we distinguish between Operational reports and Financial reports.

Our Operational Reports are concerned with providing information about the management of certain jobs which would be used on a day to day basis (e.g. Jobs in Progress, Invoices Outstanding). 

Our Financial Reports are to do with the success, profit, revenue side of the business and these are all available from the Financial Dashboard.

.....learn more CLICK HERE


Reusing Site Addresses:

Clients can have a single address or they may have multiple sites which you often need to keep track of and use time and time again in jobs.

.....learn more CLICK HERE


Supplier Management Database:

Purchase orders are created against your suppliers and having a full and accurate list of suppliers is essential. BusinessFlow Online has a dedicated area to add and edit your suppliers.

The full address, email and contact phone numbers are recorded for each supplier. There is also the ability to place suppliers "on hold" if they have failed an audit or there are delivery or quality problems.

 

.....learn more CLICK HERE


Document Store:

Every job has its own special area set aside for storing any documents produced by the program and also allows the user to add their own documents for example: PDF's, excel sheets, word documents etc.

This means that any job related information can be found very easily in the future. This has been invaluable for some customers where, for example, they routinely save before and after photos, or need to refer to scanned designs or perhaps scanned fabric samples.

.....learn more CLICK HERE


Job Time Tracking:

If you have quoted a certain number of hours for a particular job and you now wish to track the actual hours used then this is the option for you.

The job can record the actual hours used against each type of labour added and produce a summary report so you know that you are in budget.

.....learn more CLICK HERE


Payment Tracking:

Any payments received from your customers are assigned to the corresponding invoice. Multiple part payments can be recorded against each invoice and a comprehensive list of invoices outstanding is easily available. To learn more about the invoices outstanding report Click Here

Once the full amount of the job value is received the job is automatically flagged to the user to see if the job should be set to 'Complete'.

.....learn more CLICK HERE


Alerts & Action Tracking:

There are two types of alert / action that can be created within BusinessFlow:

  • Linked to a specific Job
  • General alert linked to a customer

 

.....learn more CLICK HERE


Tracking Non Conformities:

A key part of any quality system or ISO program requires the business to keep track and record all incidents on "non conformities". Sometime these can be refered to as a "fault log" or "improvement program".

 

.....learn more CLICK HERE


Tracking Late Deliveries:

Improving your business performance is a key outcome of your quality system or ISO program. Understanding the current situation, the history of the problem over time and its causes, is a recurring requirement.

 

.....learn more CLICK HERE


Customer Web Portal:

Keep Your Customers Up-To-Date as it happens with Job Status, History and Reports.

The customer web portal is ideal for businesses that want to keep their customers up to date with the status and details of on-going jobs and reports.

The BusinessFlow Customer Web Portal provides your customers with web access to key data that you want to share (for example: job status and up to date information, inspection reports, historical data and documentation e.g. quotes and invoices).

.....learn more CLICK HERE


Job Notes / Job History:

The job history serves several purposes:

1) The user can record notes and information about the job.

2) Every user action on a job is recorded

3) Notes can be posted to the customer's web portal (if available) where they can respond

 

.....learn more CLICK HERE


Credit Notes:

A credit note can be raised against any existing invoice. These credit notes can also be exported to Sage or Quickbooks.

.....learn more CLICK HERE


Exporting Invoices:

Any sales invoices, sales credit notes or supplier invoices can be exported to either Sage or Quickbooks via the creation of a CSV file. 

The process is very simple and once the invoices have been exported they are removed from the list to prevent any duplication.

 

 

 

.....learn more CLICK HERE


Layouts and styles:

BusinessFlow provides a very flexible system to add standard and  bespoke documentation. You can add multiple documents to reflect your business processes.

The layouts are created in simple HTML (web style) pages for which there are many free editors available which you can use to make the changes.

 

 

.....learn more CLICK HERE


Custom Documents:

Along with regular type document templates and bespoke layouts we also have a system called "Customer Documents".

These customer documents have associated with them a set of questions which you the user has created. So for example you might create a completion certificate document with three questions. The questions would be answered for each job like "Was the job fully completed yes/no", "What was the circuit resistance?", and maybe "Was the site left clean and tidy".

The answers to these questions would be exported at the time of the creation of the document for the job in question and could be issued to the client or held on record.

 

 

.....learn more CLICK HERE


Account Statements:

If you choose to use BusinessFlow to record the payments received for the invoices that you have issued then the program provides a detailed breakdown of each account including: the number of days the invoice has been unpaid, colour coded rows, totals grouped by age.

Each account can be selected and the current status transferred onto the account statement template.

 

.....learn more CLICK HERE


Support & Help:

When you call our support number you will be answered by us in the UK. We are happy to discuss your specific needs with us whether you are a new or existing customer.

During normal business hours, requests for product support or service support are typically responded to within an hour (if not immediately wherever possible). We also realise that businesses work beyond the normal 9-5, Mon-Fri business times and we therefore operate a 'rota system' to ensure we can respond at weekends and evenings if required.

.....learn more CLICK HERE


Quick Log in / Log off:

Many customer (especially in a factory setting like an engineering workshop) have one PC situated within the workshop itself and require that their employees log comments about the jobs progress in real time.

To ensure that the right person is logged as making the comment, each employee can be given their own unique login. But to save time shutting down and restarting the program with a new user each time we provide a quick log-off and log-in button.

When the log-off is initiated, the screen displays the program basics but no job options are available until the next user logs-in.

 

 

.....learn more CLICK HERE


Support for ISO & Quality Systems:

We have created and continue to create new features which help our customers manage their quality systems. We have added these over a number of years, including recording and reporting on:

  • Scrap product
  • Late deliveries
  • Suppliers on hold
  • Non Conformities
  • Daily Data Back-ups
  • Job Tracking

And of course by the nature of how BusinessFlow Online is working you get comprehensive tracking and history of every job

 

.....learn more CLICK HERE


Invoices Outstanding:

Managing the outstanding amount owed by all your customers is a first step in maintaining tight financial control. Having exact details of who owes what and for how long is fundamental. This is easily achieved with BusinessFlow Online by accessing the reports section where a comprehensive overview of all invoices that have not yet been cleared is shown along with the total value of all invoices waiting to be paid.

The user can also filter the outstanding invoices by the time outstanding e.g. those under 30 days, those between 30 - 60 days etc...

.....learn more CLICK HERE


Staff Reports:

This page is currently under construction - apologies for any inconvenience caused.

.....learn more CLICK HERE