The Resources module allows you to review all of the clients, prospects, suppliers, etc. stored within your WorkBook. By using the search and filter capabilities within this module, you can narrow down the resources you wish to view. You can use the information stored here to set job defaults on clients, debtor setup, and more. Read more in-depth information on this module here.
CRM and Pipeline Management
Creating a New Pipeline
You can create a new pipeline in a variety of ways within WorkBook. One way to do this is to access the Resource card of the client / prospect you wish to add a new pipeline for.
Select the “Create a new pipeline” button in order to create your pipeline. You’ll be prompted for some basic information regarding this pipeline.
Once you have created your pipeline, you will be able to review it within the “Pipelines” section of your client / prospect’s Resource card.
You can also create a new pipeline from the “Pipelines” sub-module, by selecting the button below. In this case, notice that we have searched for “brand,” and our new pipeline for Sweet Coke Ltd. has populated in the list for us.
When highlighting a pipeline, you can review and edit basic information on it using the Pipeline card.
Give your pipeline a Rating, Status, and Gross profit – this will change the Probability depending on the setup. The Expected GP and Expected monthly GP will populate depending on the probability applied to the Gross profit, and how many Months have been designated for this pipeline.
When you are ready to generate a price quote for your client / prospect, you can convert your pipeline into a job.
Creating a new job from a Pipeline
In order to create a new job from a pipeline, navigate to the “Convert pipeline to job” section of the Pipeline card and hit the outlined button.
From here, you will be prompted to make sure you actually do want to create a new job from this pipeline. If you are creating a job from the pipeline of a prospect, you can choose whether you would like to convert that prospect to a client, or select another client to create the job underneath. We recommend using the internal “Sales” client for this purpose.
Once your job has been created, all of the pipeline information will now be drawn from the price quote on the job. Probability, amount, etc. were created automatically from the pipeline, but now if any changes are made within the price quote on the job, it will be reflected accurately within the pipeline in the CRM.
Pipeline Summary Forecast
All of your pipeline information is compiled and projected within the Pipeline Summary Forecast. Here, you can review a line graph and numerical values detailing the different stages of your pipelines and dollar amounts associated. You can use the filter on the top right hand corner to focus on a particular date range, company, or dimension. This feature is perfect for monthly sales meetings!
The “Jobs in process” tab details out all of the jobs that are In process or Quotation stage. These jobs do not have to be tied to a pipeline in order to be reflected here.
The “Pipeline projects” detail the pipelines in Lead or Opportunity stage, that do not yet have an associated job tied to them.
Creating a new job
The Scheduling module is an invaluable resource for your project managers, traffic coordinators, and other high-level resources within your company. It allows you to see company-wide scheduling and bookings, so you can make informed decisions about how you are going to allocate future jobs and tasks. Three important views within this module are the Weekly schedule, Employee task summary, and Capacity status graph. You should review all of these views and play around with the filters in order to find the method that works best for you!
Weekly schedule – Allows you to review the overall capacity for your resources. Click one of the days in order to review the task(s) they are assigned to.
Employee task summary – Review the total amount of tasks assigned to each of your resources, as well as their overall status.
Capacity status graph – Filter by Department, Position, etc. to get real-time data regarding your overall capacity. Easily discern whether you need to add more freelancers or full-time employees, or whether if sales team needs to be more proactive.