We all know that 2 core functions of any businesses are to keep 'the books' in good order, and also to keep our customer relations in good order. We have put together 2 key resources for small businesses to help them manage their Customer Relationship Management (CRM) and accounting needs for FREE.

CRM

Firstly, lets look at what a CRM is. It is a central database where customer information is stored. Details like Mrs Jones always likes red capsicums with her weekly vegetable order, or Mr Smith is a particularly fussy but important customer and should be treated carefully. These aspects of a CRM are particularly important for maintaining the needs of the customer, the blood flow in your business. Particularly a CRM does 2 main things. Firstly, it saves the customer from explaining their needs every time they call you up or email you. Secondly a CRM, provides a systemisation framework for the interaction with your customer. It allows you or anyone else to automatically know how to interact with that particular customer and take proper care for them.

Worldwide, billions are spent on CRM's. Some companies have their own CRM's custom built with all sorts of features tailored to their business. This involves large amounts of computer hardware, full-time employment of software architects and a constant readjustment and maintenance of the system. Sound like a bit much for your business to take on at the moment? Sure it is, as that is hundreds of thousands of dollars of spending.

What if I said I could show you how to get a free CRM system that gives you access to the tools of big business without the cost? Bring on Insight.ly.

Insight.ly is a CRM and project management tool which in the spectrum of CRM's is relatively powerful and customisable. It is a CRM that focusses on project management and customer management, however not the sales/invoice management. This means it is more suited for service based industries rather than product based industries; however, with a bit of creativity, it can be used for product based businesses.

Insight.ly is brilliant in that it systemises and allows you to break down repeatable tasks into a series of 'activity sets' and 'pipelines'. These are essentially a series of activities which with one click you can apply to a customer. For example you are a personal trainer and Customer A would like a revision of their fitness plan. Step 1, talk to client about goals and give customer a 'welcome; information package to your program. Step 2, design a package for the customer and so forth. Under each of these steps you can have notes to describe in detail what to do at that step.

Thus we can see the systemisation occurring within the business of which the advantages start pouring in. There are time efficiency, legal considerations (i.e. record keeping), consistency of product/service, just to name a few.

How do I get my hands on this wonderful product?

Simply you just need to get yourself signed up to Google Apps, a free service offered by Google, and then sign up for Insight.ly under the Google Apps marketplace. To do this, all you will need is your own domain name (or one can be purchased through Google/your local domain reseller). The process of setting up is quite easy (depending upon your IT skill level), however it basically involves creating an account, filling out a form with Google, verifying your domain name (i.e. that you own it) and then installing the Insight.ly application. The only restriction to Insight.ly (free version) is that on the free account you will have a maximum of 3 account users. There are paid options giving you more accounts and some other extras also when you can justify this with your business. For more details on how to set up please visit https://www.google.com/a/cpanel/domain/new

ACCOUNTING

Some businesses use proprietary accounting software systems for managing their finances and those do a great job. They do cost however. For those who don't wish to spend initially on accounting software, a free option does exist to manage all your accounting needs online. It can automatically reconcile bank accounts, produce and deliver invoices, sales reports, manage business and personal finances and much more. Moving to an online system is a huge time saving that means you no longer need to use Microsoft Excel spreadsheet but rather can let well established systems manage it for you.

Free Accounting? Do those numbers add up?

Of course they do. We wouldn't be recommending it unless they did. This system is a great free alternative for anyone who wishes to manage their finances and take the hassle out of that 'grey dark cloud' which appears generally around the time you have to submit a report to the tax department.

To get started on this just go to https://app.waveaccounting.com/en/accounts/register/

We hope these two resources can help some small businesses out there. As small business owners juggling many tasks (i.e. marketing, sales, product development, branding - to name only a few), one needs the help of technology where possible. These two resources are just some of the possibilities open to small business.

Justin is associated with Empowered Websites, a business that is dedicated to helping small businesses get the most out of the internet and the resources available online. Empowered Websites specialises in and researches thoroughly tools available to small businesses who are starting up on a small operating budget. For more information on how to set up Google apps/Insight.ly or any other questions please visit http://www.empoweredwebsites.com.au