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4 things you should automate in your business

August 2, 2011

1. Have a single  database that contains all your potential contacts, suppliers, and of course customers.

Businesses revolve around contacting contacts and converting them into customers. However many businesses make their lives unnecessarily complicated by NOT having all contact, customer details in a single database. If you have the same information in more than one database, then how do you know which one is correct  ? When you invoice your customer, and use the wrong address, they won’t receive the invoice and so how can they possibly pay you ?

2. Automate the generation of your quotes

If you have a database containing all your parts list then it should be easy to select the relevant items and build your quotation in a matter of minutes.  Without this, you’ll spend hours generating quotes  (I know of at least one business that spends 3 hours creating a single quote – which if automated can be done in a matter of minutes).

Time saved on generating quotes can be used more profitably in other areas.

3. Invoice generation

Once the quote has been generated, it should be easily convertible into an invoice – a click of a button. Further you should be able to track the invoice back to the quote(s).

4. Payment tracking

Of course it is no good just raising the invoice – we need to ensure that the money is paid on time. Hence every time you raise an invoice, you should know when the expected payment date is. A well run business will make its customers aware of payment terms up front and remind them on the invoice.

Hence having a database that contains the payment due date for raised invoices,  and flags any that are overdue is one of the simplest ways of improving your cashflow.

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One Comment leave one →
  1. August 2, 2011 11:41 am

    Excellent advice. These simple steps which only need to be set up once will be particularly useful to sole traders

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