Introducing The Insightly Insider Discussion Series

Discussion-Series
Image courtesy of FreeDigitalPhotos.net

It’s here! The new Insightly Insider Discussion Series.

We’re launching a new live discussion series that will give you direct access to an Insightly expert. This three part, inaugural ‘Ask the Expert’ session is all about maximizing your use of Insightly for sales with the help  of pipelines and activity sets. During this sessionStreamlining your Sales Process with Pipelines and Activity Setswe’ll cover:

  • What is your sales process?
  • Why should you use pipelines and activity sets?
  • How to setup pipelines and activity sets

Part One

Put some thought into your sales process. Is it consistent? Are there different steps based on certain factors? How can you build out your sales process in Insightly?

Insightly’s pipelines and activity sets are templates that can help you to streamline your sales process. In order to set them up efficiently, you must have a solid understanding of your company’s sales process, and what the different steps entail.

Part Two: Intro to Pipelines and Activity Sets, Why Should I Use Them?

With Insightly, you can ensure that nothing will fall through the cracks and that all of your sales people are following the same steps to complete a sale. And, perhaps most importantly, you can report on all of this as you go! Insightly helps you to easily see how many deals you have in the pipeline, how much they are worth monetarily and if any of them are lagging behind.

Part Three: How to Setup and Use Pipelines and Activity Sets

A pipeline is a linear series of steps (stages) that can be defined for both projects and for opportunities. Insightly shows a pipeline as a visual aid to indicate progress along a path.

Join Live or Watch At Your Leisure

Our next

Not available to attend? No problem. The series will be archived and available on Insightly.com.

 

At Insightly, we have a CRM for all kinds of businesses and all kinds of users. Learn about all of Insightly’s features and plans on our pricing page or sign up for a free trial.

Free-trial-button

Books Every Sales Manager Should Read

Sales-Books
Image courtesy of DigitalPhotos.net

Becoming a successful sales manager isn’t a one-and-done deal. It’s important to keep growing and sharpening your craft, especially amid such a fast-paced industry. We have access to the wise words of several sales experts out there, so why not take the time to learn from them?

I’ve pulled together a list of the best sales books that changed the way I approach selling, and that have ultimately improved the way my team works together.

Here are a few of the best sales books every sales manager should read:

SPIN Selling

What it’s about: In SPIN Selling, the former founder of Huthwaite Corporation, Neil Rackham, provides expert wisdom from years of experience advising companies like IBM and Honeywell. Rackham answers questions like “What makes success in major sales?” and “Why do techniques like closing work in small sales but fail in larger ones?”

Why you should read it: While it’s not the newest book out there, this classic is still filled with essentials for anyone running or managing a salesforce. You’ll learn why traditional sales methods created for small consumer sales don’t work for large sales and why traditional methods fail in major sales. This is the book you need to read if you want to dramatically increase your sales volume from major accounts.

Predictable Revenue

What it’s about: This is not another book about how to improve cold calls or get deals to close faster. Instead, Aaron Ross’ Predictable Revenue examines the outbound sales process that generated $100 million in recurring revenue to Salesforce.com — nearly doubling their enterprise growth without cold calls in just a few years.

Why you should read it: Predictable Revenue revolutionized outbound sales. Today, it is now the foundation of many great inside sales teams. Ross provides tips for developing a self-managing sales organization and making outbound enjoyable. You’ll also learn seven fatal mistakes to avoid and how to boost your response rate to nine percent with cold prospects on virtually no budget.

The Sales Acceleration Formula

What it’s about: In this book, Mark Roberge gives a scalable approach to building a winning sales team and increasing revenue. Roberge shares how he built his $100 million business by challenging conventional methods. Using the metrics-driven and process-oriented lens, through which he sees the world, he developed new formulas for success.

Why you should read it: This is one of the best sales books you can read as a sales manager. You’ll learn how to apply data and technology to accelerate sales. You’ll also learn how aspects like hiring, training, managing, and generating demand affect sales acceleration.

Secrets of Question-Based Selling

What it’s about: Written by Thomas Freese, this book takes a commonsense approach to demonstrate how asking the right questions at the right time can identify your customer’s needs accurately.

Why you should read it: This hands-on guide will teach you how to penetrate more accounts, overcome consumer skepticism, build credibility sooner, increase return calls, and motivate different types of buyers.

Of course, there are plenty of other great books out there so by no means should you limit your education to these books. These are just some of the best sales books that made a significant difference in how my team approaches sales.

Go ahead and do your own research to see what you find. You never know what great books you’ll stumble upon.

 

At Insightly, we have a CRM for all kinds of businesses and all kinds of users. Learn about all of Insightly’s features and plans on our pricing page or sign up for a free trial.

Free-trial-button

Mikado-V2

 

Mikita Mikado is the Co-Founder & CEO of PandaDoc, a platform helping sales teams create, deliver, and track intelligent sales content to close deals faster. To learn more about simplifying your sales documents, connect with Mikita and the PandaDoc team on Twitter, Facebook, and LinkedIn.

Insightly CRM Integrates with Beautiful Accounting Software from Xero

Insightly and Xero logos

Customers of Insightly CRM and customers of Xero accounting software are familiar with the benefits that great cloud-based tools bring to their small businesses. With better collaboration and easily accessible customer information, people are saving time, earning more business, and staying on track.

Our new Xero integration can help you raise your productivity even higher by letting you view Xero information in Insightly, copy data between both applications, and create invoice drafts directly from your CRM.
 

 
By activating the Xero integration, you’ll be able to view invoices, bills, and summaries on the Xero subtab in Insightly under any contact, organization, opportunity, or project.

Screenshot of Xero subtab

Your Insightly administrator can set up the integration with Xero through the system settings on your account, and you can even designate which of your Insightly users will have access to this information. We have articles on our support site to help you get started and learn all about these new features, so if you’re a Xero user, set up your integration and bring your CRM and accounting software together.

You’ll love your CRM with beautiful accounting software. You’ll love Insightly + Xero.

Is The Customer Always Right?

Turn It Up Tuesday: Tips from Insightly to Take Your Business to 11

Welcome to Turn It Up Tuesday, where we bring you 3 weekly tips—a tip on running your business, a tip on using Insightly CRM, and a tip on improving your life.

tips on tuesday logo 198x194

tip-for-biz 60x58

Turning Complaints Into Compliments

We’ve all been there. You’re in throes of excitement about getting acquainted with a new product or service only to have something break or malfunction. Whether it’s a glitch in the software or a tear in a new shirt, when something goes wrong we want somebody to “fix it” as soon as possible.

As a business owner, it’s inevitable that a customer will run into some sort of issue with your product or service and need to make contact. Rather than viewing customer complaints as a mark against the quality of your business, why not flip it around and use it as an exercise for improvement and an opportunity to earn trust and loyalty from your customers.

Customer-Service
Image courtesy of DigitalPhotos.net

Acknowledgement and validation

You must find out what’s important to the customer, which ties directly back to that person’s value system. You may not agree with the complaint, but the customer wants to feel right (justified) for their grievance. For instance, if a customer complains about slow service, validate them by saying something like, “You absolutely deserve prompt service …”

Apologize once up front

As customers we’re not always right and we know it. But it doesn’t stop us from feeling as if being right or wrong is beside the point. Whether you are on the giving or receiving end of a complaint, once a customer always a customer. An upfront apology goes a very long way, so when you offer one make it clear that you are sorry for any inconvenience. This demonstrates empathy and understanding.

Explain your company’s desire to improve

Once you understand a customer’s values (e.g. speedy delivery) then you can use that as a framework for a playback of the value statement. “We understand that prompt delivery is very important to our customers, and we’re working on improving in that area.” What’s most important is to be honest. If a fix for the issue isn’t on the immediate horizon, at the very least let the customer know that their input is valued and will be noted.

tip-for-insightly 60x58

Leads to Opportunities

If you are concerned about losing information when converting Leads to Contacts and Opportunities, try importing all your Contacts as “Leads”.

Create a custom drop down field labeled Type: Lead, Prospect, Partner, Customer, etc. When you import your Contacts that are leads, include an extra column in your CSV file with the header labeled as Type, and input the keyword Lead for that entire column.

When you create an Opportunity for the Contact or you make a sale, you will want to manually change that custom field in the Contact Record to Prospect or Customer.

(Tip compliments of Insightly power user, Micah FeldKamp, of cloudreferrals.com)

 

Settings-to-Custom-fields-v1FieldsContacts_to_AddGroupCSV-Leads-Arrow

tip-for-life 61x58

On the Road Again

If your business takes you out on the road for customer visits, there’s little time to waste on logistics. Whether you’re traveling across town or to another continent, the proliferation of travel-related smartphone apps make it finger-tap simple to do everything from booking flights and hotel rooms to finding the best gym in town. Here are a few favorites that are worth exploring:

Uber

Uber offers travelers a reasonably priced option to get around town in 60 cities around the world. For the uninitiated, Uber pairs riders with private drivers. While the sign up process requires you to include your credit card information, once you’re in the system you can use the app to request a ride, prepay for the service, and get picked up in matter of minutes. No cash required.

The Uber app is free and can be accessed from your iPhone, iPad, Android, BlackBerry, Mac, or Windows devices.

WheatherPro

Bad weather conditions can definitely put a damper on business travel. WeatherPro provides weather information from every possible angle, including wind direction and speed, air pressure, UV index, humidity, and more.

WeatherPro can be accessed on your iPhone, iPad, Android, BlackBerry, Mac, or Windows devices. Price starts at $1.99.

 

Biz-Travel

TripIt

Booking a trip is only part of the equation. Keeping all of the details organized is another. TripIt is an app that organizes all your travel plans into one master itinerary that you can access anytime, anywhere, on any device.

The app can be accessed from any platform – the web, iOS, Android, BlackBerry, and Windows Phone. It’s free to use, but for ad-free options, the mobile app can be downloaded from Google Play and iTunes for $0.99.

GasBuddy

If road trips are your preferred mode of travel, saving money on gasoline is great. GasBuddy is a mobile app that allows you to find the cheapest gas prices in the immediate area. Through the benefit of crowdsourced pricing data, you can be sort your search by price or location (via GPS or zip code).

The GasBuddy mobile app is available on iOS, Android, Windows Phone, and BlackBerry device users.

Send Us Your TipsWould you like to share your tips with Insightly customers? Send them to us!
If we use one in our weekly feature we’ll send you a $10 Amazon Gift Card!Contact us on Facebook, Twitter, Google+, or send us an email.

 

Check out Insightly’s features and plans on our pricing page or sign up for a free trial right now.Free-trial-button
Send Us Your TipsWould you like to share your tips with Insightly customers? Send them to us!
If we use one in our weekly feature we’ll send you a $10 Amazon Gift Card!Contact us on Facebook, Twitter, Google+, or send us an email.

About the author: Marta Bright is Insightly’s Content Manager. She’s been writing about the “business of technology” in the Silicon Valley for more than a decade.

 

High School, College or PhD… How Good is Your CRM System?

My company has implemented hundreds of CRM systems at clients all across the country and this is what I’ve learned: a CRM system is only as good as the company using it. Today’s CRM systems are mature, work well and can be a very productive tool. Just like higher education. The better your education, the more opportunities you have. So where do you fall?

Are you a High School CRM company? We all know by now that, in many cases, graduating from high school just isn’t enough nowadays to truly succeed in the real world. And the same goes with CRM. Is your CRM use at the high school level only? A high school degree provides the most rudimentary of skills. A High School CRM system is a similar. Even after great amounts effort, some companies never rise above the high school level. They’re using their CRM system as a mail list at best. There is contact data only and even that data is made up of mostly just names and addresses. Sure, users can look up phone numbers and send out holiday cards. But not a lot more. High school CRM systems are not successful CRM systems. They are the equivalent of a glorified rolodex at best. If this is your system, try using a spreadsheet instead.

 

Graduation-CRM-Accounting

 

Or (hopefully) a University CRM? College degrees are good. And so are University CRM systems. These are the companies that getting a good deal of productivity from their CRM system and represent the bulk of our client base. Like today’s college education, it’s respectable, valuable and opens doors/creates opportunities. A University CRM system is more than just a database of contacts. It’s a good database of contacts, where the information is accurate, complete and controlled so that it can be relied on. Not only that but there are more than just the basic address fields – there are fields for census and profile data. And the system is being used beyond just storing contact data. Activities are scheduled and completed. Emails are stored. Opportunities and forecasts are entered and updated and there are even a few good reports that managers are using to supervise their team and measure success. A University CRM is a respectable, productive and valuable system. Sure, you’re only using about 30% of what the system does – but then again how much of what you learned in college are you using in the real world anyway?

But maybe, just maybe, you’re a PhD CRM. The PhD CRMs are truly the smartest systems of the bunch – just like in real life. These are people that take their CRM to a whole new level. Because there is a level of CRM that goes well beyond the basic contact, activity and opportunity management that the University CRM user is doing. This involves workflows, alerts and integration. A PhD CRM system utilizes workflows to make sure that nothing falls through the cracks and opportunities are following an agreed on process. A workflow means that once one thing is done, another thing is triggered. And if it’s not triggered…someone gets alerted about it, usually by email or text. Companies with bona fide sales processes rely on their CRM workflows to manage and maximize their pipeline. The PhD CRM is also big on integrating, particularly with other systems and online. Accounting, inventory and website data is brought or displayed in the system to avoid duplicate data entry or additional work. Web forms are created so that employees and customers can enter data from any device and that data can automatically update the company’s CRM system (and trigger a workflow or alert!). The University CRM system really is just advanced contact management. But a PhD? That’s a true CRM system. And that’s where you want to be.

Three types of CRM systems. Which one do you have?

 

At Insightly, we offer a CRM used by small and mid-sized businesses from a huge variety of verticals. Learn about all of Insightly’s features and plans on our pricing page or sign up for a free trial.

Free-trial-button

Gene_Marksx160About the Author: Gene Marks is a small business owner, technology expert, author and columnist. He writes regularly for leading US media outlets such as The New York Times, Forbes, Inc. Magazine and Entrepreneur. He has authored five books on business management and appears regularly on Fox News, Fox Business, MSNBC and CNBC. Gene runs a ten-person CRM and technology consulting firm outside of Philadelphia. Learn more at genemarks.com

Share Your Thoughts About Insightly CRM

Hello Insightly customers!

We need your input to help us make the CRM you love even better. Provide a review on one or more of the independent review sites below and tell the world what you think of Insightly CRM – positive or what you think we need to work on – we want to know.

Hey, we know your time is valuable. We’d like to say thanks by offering a free Insightly t-shirt. You’ve got to “say to win,” so the three customers who provide the most number of reviews between now and October 31, 2015 will each get a cool Insightly t-shirt. Feel free to leave a review on any of the sites below, and be sure to tweet us with a link to the review.

Your feedback is important. We’re here to listen. Start your reviews now.

Thank you!

The Insightly Team

 

 

At Insightly, we have a CRM for all kinds of businesses and all kinds of users. Learn about all of Insightly’s features and plans on our pricing page or sign up for a free trial.

Free-trial-button

Don’t Let Your Customers (or Employees) Go Hungry

Turn It Up Tuesday: Tips from Insightly to Take Your Business to 11

Welcome to Turn It Up Tuesday, where we bring you 3 weekly tips—a tip on running your business, a tip on using Insightly CRM, and a tip on improving your life.

tips on tuesday logo 198x194

tip-for-biz 60x58

Content Marketing on a Budget

Content-Success

The benefit of content marketing is that it sets the stage for you to showcase your brand by creating and distributing relevant, high quality content (such as e-books and comparison-guides) that are targeted at your specific customer audience. Hiring a marketing agency to get help get your content noticed can be expensive, however, so for small businesses content marketing can seem a bit out of reach. If you break it down into a few essential components, there are steps you can take to launch your own content marketing program.

According to the CMO Council, adding social sharing buttons to email messages can increase click-through rates by more than 150%. Pair social sharing buttons with meaningful content posted on your social media channels (as well as your website), and you’re on your way to content marketing on a budget.

Blogging is a smart way to attract strangers to your business, and you can use your own website to host and post it. If you don’t already have a web presence, get started on creating one right away. For little or no money, cloud-based web development platforms like Wix give you access to templates and forms that can get you up and running with a good looking website in a matter of hours. Create an area on your website for a blog and begin posting at least once per week. If you handle the writing yourself, the blog post wont’ cost you more than the hour or two of your time. An alternative is to ask your employees to become regular contributors.

Another tactic is to prominently display your social profile icons in your website’s header or sidebar with links that lead directly to your profiles. You can further increase value by integrating live social media feeds like the ones found on Facebook and Twitter. Add a simple web form to the mix and you’ll be converting web visitors into leads in no time.

tip-for-insightly 60x58

It’s All In a Name

Did you know that customizing your email signature with details such as your name, company title, address and phone number will reduce the chances of your outbound emails ending up in the recipient’s spam folder? If you are an Insightly email user on a paid subscription plan, with a few clicks you can personalize your email signature with your own branded signature that contains up to 500 characters. To edit your custom email signature:

  1. Navigate to the profile icon menu (upper right corner of your screen)
  2. Go to the User Settings > Email Signature page
  3. Enter the text for your new signature
  4. Click the Save Email Signature button

User_settings-to-Email_signatureEmail_signature-Save

tip-for-life 61x58

Snacking for Success

USA Today cited the findings of a research survey sponsored by US-based grocery delivery service, Peapod. Of the 1,000 people surveyed, most (especially millennials) reported a higher degree of happiness in their workplace because they have access to a variety of quality snacks. And that doesn’t mean junk food. The survey showed that among the top 10 favorite snacks were apples, bananas, and strawberries. Additional findings suggest that yogurt and string cheese also rank as top favorites. Here’s some food for thought: Medical research shows that healthy snacking increases energy—and quite likely employee productivity

Brain-Food-2

 

Check out Insightly’s features and plans on our pricing page or sign up for a free trial right now.Free-trial-button
Send Us Your TipsWould you like to share your tips with Insightly customers? Send them to us!
If we use one in our weekly feature we’ll send you a $10 Amazon Gift Card!Contact us on Facebook, Twitter, Google+, or send us an email.

About the author: Marta Bright is Insightly’s Content Manager. has been writing about the “business of technology” in the Silicon Valley for more than a decade.

The Secret to Engagement

Dial showing high interest level

Dial showing high interest level

You’re going to hate me for this, but it has to be said: The secret to engagement is engagement. Usually when you click on a title that promises some method to ensure your content is shared, the advice offered boils down to “write great content.”

If only it were that simple.

You can write great content all day long (well, maybe you can, most people can’t) and still not see any shares. Content written by an author might be shared thousands of times on one high-traffic blog, and zero times on another. No comments, no shares, no nothing. Why? The quality of writing is the same. So what gives?

Well, guess what? Research shows that most of your readers won’t read your content anyway. I know, I was as horrified as you are. Better give that first paragraph some serious punch.

Writing a successful blog takes time and strategy. Here are 8 things you can do to engage your customers, increase shares, and build traffic to your blog.

  1. Focus on the customer

No one knows your business better than you do, and getting your employees to blog is a great first step…as long as you have established standards. Company blogs are not personal diaries. It’s great to give your customers peeks inside your office and a chance to get to know your employees, but your main focus has to be about the customer.

  1. Hire high-profile writers

Starting a blog from scratch takes a lot of patience, and building traffic to your blog takes time. It helps if you have a few writers who are recognized authorities in your industry. Well-known writers come with their own audiences.

  1. Guest post to stardom

To drive traffic to your own blog, you need to spread your own fame. Name recognition. The fastest and most reliable way to do that is by guest posting on blogs that already have the readers you want. Most high-traffic multi-author blogs (like this one) depend on quality submissions made by expert authors.

Choose blogs most likely to be read by your customers. Here’s Ann Smarty’s seminal post on finding guest post opportunities. It’s old, but the methods are still sound.

Thing is, no matter where you post, you can’t phone it in. Every word with your name on it should be authoritative and insightful. Make people hang on your every word. Producing great content is part of the equation. It’s just not the only thing. As a bonus, you’ll get quality backlinks to your site. Your SEO needs backlinks.

If writing is not your thing or you don’t have time, hire a talented writer to ghost for you and provide him or her with the kind of inside information that will make you look genius.

  1. Make your brand story interesting

Don’t bore your readers with a lame story about how your founder grew up on a chicken farm (unless your desired audience is chicken farmers). Make your story dynamic, relevant, and consistent with your corporate culture and – this is important – with the values of your customers.

  1. Really get to know your audience

Demographic groups care about different things, and it’s important to drill down into your customer data and really get to know the person you most want to address. It’s not going to be easy to build a complete picture, but before you base your brand story around what your customers value, it’s critical to know what those values are.

You also need to know what they are interested in, what they are looking for, and what ticks them off. You’ve probably read all about monitoring social media. While it’s good advice, if you want to access that data, you’ll need to make notes and store all your customer data in your CRM for your entire sales and marketing team to access. If you don’t, your efforts are useless.

You have the tools to collect data on every facet on your customer’s lives, but most businesses aren’t using it to advantage. Your greatest data advantage is in making connections. Finding commonalities between customers in order to speak to the largest swath of customers at once.

  1. Learn to use social media analytics

Succeeding at social media is not a crapshoot. Giving good social takes planning, testing, and data. Lots and lots of data. Analyzing social signals and checking out your competition’s social media efforts will help you make informed decisions about what kind of content makes the most impact, where to maintain an active social presence, and how frequently you should post.

  1. Find industry influencers

Influencers are people whom other people trust. When they share your content, other people pay attention and pass it along. If you produce content influencers will share, their audience amplifies yours.

Influencers you want to reach may already be interacting with your competitors. Social listening and competitor research will help you identify them.

  1. Engage, Mr. Sulu. Full speed ahead.

I knew my knowledge of Star Trek would come in handy someday.

Engagement is more than just sending out clever tweets and responding to Facebook comments. It’s getting involved on a deep level. It’s actively listening to find out what your customers want to know, and then delivering the best possible version of the answer. It’s asking your customers for input, and making decisions based on their answers. It’s meaningful two-way conversations. It’s giving back more than you get – you have to become an influencer for others.

You already know how traffic affects your search engine rank. Your content can’t just be plentiful and well-written. It must be effective, accessible, and visible.

There are a lot of moving parts to a successful content marketing effort – or, if you prefer, blog. You’re not just writing blog posts. You’re building your company reputation, forging a relationship with your customers, giving the public a window into your beliefs, your vision, your direction.

 

 

At Insightly, we offer a CRM used by small and mid-sized businesses from a huge variety of verticals. Learn about all of Insightly’s features and plans on our pricing page or sign up for a free trial.

Free-trial-button

Create Your Own Audience

Turn It Up Tuesday: Tips from Insightly to Take Your Business to 11

Welcome to Turn It Up Tuesday, where we bring you 3 weekly tips—a tip on running your business, a tip on using Insightly CRM, and a tip on improving your life. Enjoy this week’s tips!

tips on tuesday logo 198x194

tip-for-biz 60x58

Say It Out Loud

Have you ever thought about starting a podcast to promote your business expertise? Absorb this: BloombergBusiness reported that the number of smartphones in use globally hit the 1 billion mark back in 2012. That number is estimated to surpass 2 billion in 2016. That’s an impressive audience that’s ripe for downloading podcasts to their smartphones.

While it’s true that most of us won’t reach the popularity of heavyweight podcasters like Entrepreneur On Fire or the BBC Business Daily, with time and persistence you can start your own podcast and begin to establish a respectable following.

Before you run out and purchase a broadcast quality microphone (which is important, by the way), choose a topic you’re passionate about. Next, brand your podcast with a name that’s both memorable and descriptive. Once you’ve got your moniker in place, begin creating a format and structure for your show, then start planning your content. Think of it like a print publication editorial calendar and plan at least four weeks of content in advance.  At this stage you’ll be ready to begin recording and editing.

Here’s the kicker. To capture a solid listener base you need to be consistent and committed to the effort. In other words, if your business is widget manufacturing and you want to establish yourself as the Thursday at 8 pm “go to” person for hot tips on streamlining your supply, be there without fail.

Retro-Mic-2

tip-for-insightly 60x58

Connect The Dots

Insightly has multiple features to keep information organized and interconnected. Think of a contact, project, or opportunity as the information hub and any associated information as the spokes. For example, if you are negotiating with a prospect on more than one opportunity, you don’t have to enter the prospect’s details multiple times for each opportunity. Instead, just create one link for each opportunity and associate those links with the prospect. To add links, open up the prospect’s original record and use the Add New Link field.

2015-09-14_12h32_11

tip-for-life 61x58

Scan Your Business Horizons

We recently launched a business card scanner on the Insightly mobile app… and it’s free! Hold on. Before you toss out those business cards, keep them on hand to use for short grocery and “to do” lists, as well as for jotting down miscellaneous notes. Business cards are more durable than a sticky note and they’re easy to tuck into your pocket or wallet.

 

Check out Insightly’s features and plans on our pricing page or sign up for a free trial right now.

Free-trial-button

Send Us Your Tips

Would you like to share your tips with Insightly customers? Send them to us!
If we use one in our weekly feature we’ll send you a $10 Amazon Gift Card!

Contact us on Facebook, Twitter, Google+, or send us an email.

About the author: Marta Bright is Insightly’s Content Manager. She’s been writing about the “business of technology” in the Silicon Valley for more than a decade.

5 Myths When Integrating Your CRM To Your Accounting System

Almost every time we implement a CRM system, clients frequently ask: “Hey, can we integrate our CRM system with our accounting system?” The answer is usually yes. But at what price? Today’s good CRM systems, like Insightly and others, enable integrations to popular accounting applications like QuickBooks Online and Xero. And there’s no question that integrating your CRM application with an accounting application is much easier than it ever was. But it’s not a piece of cake. In fact, there are some myths about integrating these systems that you should know.

Myth #1: I need to integrate my CRM with my accounting system. I hate to break it to you, but it’s not as important as you think. In fact, no less than 80% of our CRM implementation never integrate with their accounting system. They talk a big game at the beginning, but in the end they hold off. Why? Most discover it’s not that necessary. Sure, it would be nice to see invoices in their CRM system but it’s just as easy to view those invoices in a separate Window or through a simple report. Sure, it’s helpful to make sure that customer information is synchronized but unless you’re making hundreds of changes a day, simply updating the information in both systems, while duplicating work, is still faster and more affordable than worrying about the challenges of integrating. In the end, it’s about cost and value of the work and many of my clients don’t see the ROI.

Accounting-CRM-Integration
Image courtesy of FreeDigitalPhotos.net

Myth #2: Integration to my accounting system is costly. Not really, as long as it’s already built. Insightly’s QuickBooks Online integration allows customers with paid subscriptions to view records from QuickBooks Online and copy data between the two systems. Other good CRM systems also have integrations already built with accounting systems. When this is the case, configuring these integrations is relatively simple and inexpensive. That said, if pre-built integration is not available then your integration options do become more costly. See below.

Myth #3: Integration to my accounting system is easy. If something is pre-built, like the example I gave above, then yes it’s pretty easy to set up. But if you’re using an accounting application that’s less popular or doesn’t have integration already pre-built then it’s not easy at all. You’ll need to use import/export tools or a programmer. And once integration is completed it doesn’t end there. Going forward it will need to be supported because software, databases and the environment will change. Which brings me to the next myth.

Myth #4: I can’t integrate if I’m not a programmer. Not true. If you want to integrate Insightly, for example, with your non-QuickBooks Online accounting system there are tools to help you do this. For example, there’s Zapier, an Insightly partner that will not only move data from/to Insightly to other accounting applications like QuickBooks, FreshBooks and Xero but also trigger workflows to send emails or schedule reminders. Most good CRM applications like Insightly have date integration tools that a non-programmer can work with.

Myth #5: Having the API solves your accounting system integration challenges. It’s good but it won’t solve everything. Application Programming Interfaces are great tools for developers but know that this is not source code. It’s just a tool. You may hit barriers with what you can integrate if your needs are complex so make sure you do your due diligence. Accounting vendors are picky about what data can be manipulated with and for obvious reasons. Also, if you’re going to need an API that means you’ll need a developer to work with it. Someone familiar with the API, with good communication skills and affordable to work with. Judging on my long experiences working with developers, this is no easy task either! That said, a good developer and a good API can do wonders.

The bottom line: think long and hard if you really need to integrate your CRM system with your accounting system. Sure, it’s often possible. But is it really worth it? That’s a business decision you’ll have to consider.

 

At Insightly, we offer a CRM used by small and mid-sized businesses from a huge variety of verticals. Learn about all of Insightly’s features and plans on our pricing page or sign up for a free trial.

Free-trial-button

Gene_Marksx160About the Author: Gene Marks is a small business owner, technology expert, author and columnist. He writes regularly for leading US media outlets such as The New York Times, Forbes, Inc. Magazine and Entrepreneur. He has authored five books on business management and appears regularly on Fox News, Fox Business, MSNBC and CNBC. Gene runs a ten-person CRM and technology consulting firm outside of Philadelphia. Learn more at genemarks.com