2015-04-29 00:00:00 Productivity English Entrepreneurs often struggle to manage leads, often keeping them in QuickBooks. Here are 3 reasons this practice is making life harder on... https://quickbooks.intuit.com/ca/resources/ca_qrc/uploads/2017/03/Delivery-driver-in-car-on-street-viewing-lead-tracking-software-on-smartphone.jpg https://quickbooks.intuit.com/ca/resources/productivity/quit-using-quickbooks-as-your-lead-tracking-software/ Quit Using QuickBooks and Spreadsheets as Your Lead Tracking Software

Quit Using QuickBooks and Spreadsheets as Your Lead Tracking Software

4 min read

You’re used to getting creative on a limited budget to get things done in your small business. Making the tools you have stretch to handle multiple duties makes sense. But by using QuickBooks or spreadsheets to manage your leads, you’re missing out on more robust lead tracking software that can offer time-saving efficiencies for you and your staff. Moving your prospects from QuickBooks or a spreadsheet into designated lead tracking software may help you improve your processes.

Basics of QuickBooks and Spreadsheets

QuickBooks provides you with a robust understanding of your small business financials. It’s really good at what it does, but it’s not built to manage every aspect of your operation. Just like you don’t expect a server to also work as the chef and dishwasher, it’s unrealistic to expect your accounting software to manage all areas of your business. Likewise, spreadsheets serve their purpose for many tasks, but they’re not optimized for tracking and following up on leads. Switching to lead tracking or customer relationship management (CRM) software comes with many advantages.

Easier Bookkeeping

If you run a business that tracks non-paying business contacts in Quickbooks, you can end up with a significant number of “customers” in your accounting software that don’t actually bring in any revenue. When you save your leads in an app such as Method:CRM, you clean up your QuickBooks account by removing leads posing as customers. Method:CRM integrates with QuickBooks, so when a lead converts into a customer, the lead details transfer into QuickBooks without the need to reenter that information. You can then invoice from QuickBooks or Method. It’s a quick, easy process that simplifies bookkeeping and saves you time.

How to Manage Sales Leads

When you manage your leads in QuickBooks, you limit who can access the information. You may not want to give your QuickBooks login information to everyone who generates or follows up on new leads because not everyone knows their way around accounting software. In that case, if a lead calls the office with questions, the your employee may not have instant access to the information they need to help.

When you use a QuickBooks-integrated CRM app, your salesforce doesn’t need access to your QuickBooks account to do its job. Your sales team can instead perform the tasks necessary to close a sale in their own CRM system without you worrying about too many cooks in the QuickBooks kitchen.

Improved Order Management

Managing leads in QuickBooks means you need to notify other teams manually for order processing once a lead converts to a customer. If the order comes through when you’re busy, you either have to stop what you’re doing or delay the order until you’re free. That can delay the order processing, or you may forget to give the information to the appropriate person completely. When you manage your leads in a CRM app, you can create automated workflows that kickstart the order processing engine as soon as you get the green light from a client.

Reduced Data Entry for Leads Tracking

Leads stored in Excel can require more work when the lead turns into a customer because you have to reenter the information in QuickBooks. When your team works in a QuickBooks-integrated CRM system, you can capture, organize, and protect lead information. If you turn a lead into a client, you can transfer the data into QuickBooks without manually reentering it, which saves on labour costs. You can also share lead info easily, because everyone involved in the process can access the app instead of sharing spreadsheets.

Better Lead Management

It’s not always obvious where to begin your lead follow-up when you’re looking at spreadsheet. In a CRM system, you can look at your leads over time to see how they interact with and respond to you. For example, you can see if a lead continues responding to your emails and calls or if they’ve gone cold. Putting your efforts toward those warm leads increases your chances of actually converting them into customers. The historical data on your leads also gives you more insight into what they respond to and what isn’t working with specific leads. This data helps you manage your leads and focus your attention on the best prospects.

Easier Return on Investment Analysis

Knowing what works and what doesn’t in terms of marketing helps you manage your budget effectively. In a CRM system, you can associate your leads with the campaigns you create. For example, if you collect 200 business cards at a trade show, you can associate those 200 new leads with a Trade Show campaign in your CRM app. This way, you can view the overall success of your campaigns and make future marketing decisions based on real sales metrics.

Retiring your Excel spreadsheet or QuickBooks lead management strategy in favour of a small business CRM program that integrates into QuickBooks can support your sales goals. You save money and increase productivity while making sure no lead is left behind. The QuickBooks Self-Employed app helps freelancers, contractors, and sole proprietors track and manage business on the go. Download the app.

Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.

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