CRM module

Here, you’ll find general information about the CRM module in the system, as well as an overview of key functions and a walkthrough on how to create new customers.

RecMan is a cloud-based CRM software.

CRM means “Customer Relationship Management” and is part of the system that provides an overview of the companies you’ve registered in your system. Briefly, everything that relates to the companies you work with is handled through the CRM module, whether a customer, prospect, provider/supplier etc.

Key functions of the CRM module

• You can search for existing companies in the CRM database, and in the overview, you can see how many active projects you have, the number of unsolved tasks and unsigned agreements, and how much you’ve billed the customer this year.
• Update the information on the customer card, such as changing the visiting address or invoice information.
• Add, view and edit contact persons.
• Can filter companies and thereby narrow your search, e.g., based on location, customer relations, industry etc.
• Book customer meetings and make follow-ups.
• Create new projects.
• Logging activity, such as a phone call or a customer visit.
• Add new companies to your CRM database.

Credit rating and credit monitoring

When a company is rated in the CRM database, it is also automatically added to credit monitoring. RecBot will monitor a company's credit rating in the background. For more information, see Credit check with Creditsafe.

Overview of customers

In the CRM module, you will find an overview of the company's existing customers. On the left, you have the filter menu with various filtering options, such as company relation, location, industry, etc. For each customer, you can see how many active projects are linked to it, how many unsolved tasks and unsigned agreements it has, and how much the company has invoiced the customer this year.

If you select one or more customers, a series of buttons (options) will appear. Here, you can send emails to the selected customers (as well as their contact persons), extract an Excel report from the selection, add company attributes to several customers, assign tags to several customers, and update cooperation relationships for several customers simultaneously.

Add a new company to your CRM

If the customer you’re going to work with doesn’t exist in your CRM, you must add the company. RecMan has an integrated corporate database that makes this job easy for you. To add a new company, press the plus button and then Company.

Start typing the name of the company you want to add in the search field (near the top). The system will automatically start searching for you. The more of the company name you type, the closer you’ll get to a match. If the company name is unique, it’s usually enough to type a few letters. When you see the correct name, click on it. The system will now automatically fill in the form based on information from CDB (organizational number, number of employees etc.). Fill in the missing important information manually if it is missing.

If the system can’t find the company in the database, you naturally have the opportunity to enter all of the information manually.

Select the type of relation you have to the company, e.g., prospect, customer, suspect, supplier/provider etc.

Ownership-box

You can also choose which co-workers should be assigned to the customer/company. You can add as many people as you wish and easily remove them again. Choose from the list and click Add. This is used mainly by co-workers to filter their way to the companies they are responsible for. Or, for instance, to show who “owns” this specific customer relationship.

You can also choose which department the company will be affiliated with if you have multiple departments within the system.

Invoice information-box

In the Invoice type dropdown box, you can choose between three options for sending invoices.

1. Email invoice with tracking link – The invoice is attached as a link in the email that is sent out and allows the system to track if the client has opened the invoice or not.
2. Email invoice with attachment – Invoices are sent by email with a PDF attachment. This option must be used for those using so-called invoice management service systems since these systems are unable to read the links in the email.
3. Paper invoice – If the customers want their invoices on paper.

Invoice email is where you type in the email address to which the customer wants their invoices sent.

You can also set a default credit time for that specific customer.

Address-box

In this box, you can register visit-, post- and invoice addresses. If the invoice address is the same as the postal address, you can easily copy the information by pressing the buttons under the input fields.

Logo box

By pressing Upload, you have the opportunity to upload the company logo if you have this easily accessible.

Project box

Finally, one has the opportunity to create a project upon adding a new company. This can be used as a startup project. Where, among other things, you can create and send general cooperation agreements or similar agreements. By doing this, you could use this project to gather more overarching terms of cooperation.

Departments

Should the company you wish to add have any departments separate from the company you are trying to add, they will be shown at the very bottom. Here, you can click the Add button and simply select what departments you wish to add along with your main company, and they will all be added to the CRM.