Introduction to Reports

Select the Reports icon from the main menu in BuddyCRM.

select reports menu item in BuddyCRM

You will be taken to this screen.

Screen Shot 2013-09-12 at 12.10.36

There are instructions on how to generate a report and then the reports are divided into sections.

If you hover over each report name, a description of the report appears.

Screen Shot 2013-09-12 at 12.18.15

Account and Contact Reports

There are ten reports available under the Account and Contact Reports.

 

Total Activities Per Client In Data Range – gives a list of all the accounts with a count of total activities as per the filter criteria
Accounts Not Contacted Since Date – gives a list of all the accounts not contacted since selected date, with the selected fields as per the filter criteria

Accounts With No Opportunity – gives a list of all the accounts with no opportunity, with the selected fields as per the filter criteria

Accounts With No Sales This Year To Date – gives a list of all the accounts with no sales to date in the current financial year to date, with the selected fields as per the filter criteria

Pricing For Individual Accounts – gives a list of all products along with its details for the selected accounts, as per the filter criteria

Opportunity Won/Lost Within Date Range – gives a list of all the opportunities won/lost within the selected date range

Opportunity Report – gives a list of all open opportunities

Opportunity By Product – gives a list of all open opportunities corresponding to a product

Contact Report – gives a list of all contacts

Stuck Opportunity – gives a list of all opportunities that have not been won/lost within a selected date range

Lead Reports

There are four reports available under Lead Reports in BuddyCRM.

 

Leads Not Contacted Since Date – gives a list of all the leads not contacted since selected date, with the selected fields as per the filter criteria

My Top Leads – gives an ordered list of all the leads with company name, account profile and rating as per the filter criteria

Leads Created Within Date Range – gives a list of all the leads created within a selected date range, with the selected fields as per the filter criteria

Leads Converted Within Date Range – gives a list of all the leads converted to accounts within the selected date range, with the selected fields as per the filter criteria

General Reports

There are twelve General Reports in BuddyCRM.

 

Record List By Field Selection – gives a list of all the accounts/leads, with the selected fields as per the filter criteria

Record By Rating And Account Profile – gives a sorted list of all the leads with company name, lead name, account profile and rating detail as per the filter criteria

Full Address Print Of Entire Database – gives a list of all the accounts/leads with complete address (Street, City, State, Zipcode and Country) as per the filter criteria

History Print By Specific Record – gives a list of all the accounts/leads with counts of appointments, calls, tasks, closed opportunities, cases and submitted quotes as per the filter criteria

Completed Activities For All Records – gives a list of all the accounts/leads with counts of completed appointments, calls and tasks as per the filter criteria

Records With Appointment Due In Date Range – gives a list of all the accounts/leads having appointments due in the selected date range as per the filter criteria

Records With Appointment Overdue In Date Range – gives a list of all the accounts/leads having appointments overdue in the selected date range as per the filter criteria

Documents Sent Within A Date Period – gives a list of all the accounts/leads with the selected fields and count of documents sent within the selected date range as per the filter criteria

Quotes Sent Between Date Range – gives a list of all the accounts/leads to whom quotes were sent during the selected date range, with the selected fields as per the filter criteria

Average Price Quoted By Product Code Selected – gives the average quoted pricing details for the selected product as per the filter criteria

Activity By Contact – gives activity details with multiple contacts

Cases Report – gives a list of all cases

Sales Reports

There is one available Sales report in BuddyCRM; that is, sales details per record. Useful for an overview of sales and comparing this year’s sales with last year’s sales. The report shows a number of indictors by record:

 

  • Spend this year to date
  • Gross Margin this year
  • Gross Profit this year
  • Spend last year
  • Gross margin last year
  • Gross Profit last year

Introduction to the Record card

The Record card in BuddyCRM gives a full picture of that account. You can view company details, contacts, your history with this account and sales amongst other things.

You can access the Record of a company by clicking on their name when displayed. This can either be from an item displayed on the front page, in the Calendar, or from the Companies displayed in search results.

how to access the record card of a company in BuddyCRM

Alternatively, click the Companies icon in the Buddy Bar and the records you have dealt with most recently will appear at the top. Select a company name to take you to their record card.

companies shown in search results in BuddyCRM

 

Alternatively, you can use the Search function to search for a specific record (see ‘How to…Search BuddyCRM‘).

When you have selected the record you wish to view, the record card will appear.

record card shown in BuddyCRM

 

Saved Reports

BuddyCRM has a function where, once you have generated a report, you can then save it so that it can be viewed again at any time.

When you have generated the report, simply click Screen Shot 2013-09-24 at 11.44.41 and this report will then be saved under your Saved Reports, to be easily viewed again.

A Full Picture in One Screen – Overview of the Record Card

The Record Card gives a full picture of an account.

record card shown in BuddyCRM

 

The Central section has eight tabs – Activities, Sales, Opportunity, Documents, Pricing, Auto Feed, Background, Mailchimp

– Activities – This gives a picture of all recent activity with this account including any:

  • Calls
  • Appointments
  • Tasks
  • Opportunities
  • Notes
  • Cases
  • Quotes
  • Documents
  • Emails
  • Campaigns

Should you wish to view any of these in more detail, simply click on the heading of that activity, for example, in this screenshot below you would click on the date (WEDNESDAY, 4 MARCH 2015) or icon to see more information.

activity feed closeup

 

A pop-up will then appear with more details of this activity, an appointment in this case.

completed appointment activity popup in BuddyCRM

 

You can edit the details by selecting Edit. If you do alter any details don’t forget to select Update to update and save these details.

You can filter your Activity Feed to only include calls or appointments for example, by selecting the type of activity you wish to view. In the screenshot below, we have used the dropdown to select only Appointments. You can select Calls, Notes, Appointments, Tasks, Cases, Quotes, Documents, Emails and Campaigns. The default is to show All.

filter your activity feed by type in BuddyCRM

 

– Sales – Sales data can either be drawn from your won opportunities or can easily be imported regularly from your accounts/ERP package. For more details on how to perform this import see the Admin section of this support site or contact our support desk.

When you select sales, you are shown six graphs – Year vs Year Sales, Rolling Sales, Year vs Year Margin, Rolling Margin, Year vs Year Profit and Rolling Profit. The blue line indicates this year’s figures and the black line indicates last year’s figures. The x-axis represents months of the year, so 1 is January and so on; the y-axis represents the amount of sales in whatever currency you are using.

The second graph is rolling sales for the last 12 months, so for example, if it is currently September 2013, 1 will indicate sales in September 2012.

Margin is measured in percentage on the y-axis.

Sales Charts in BuddyCRM

Select Sales Summary and you will be taken to a summary of sales information in a tabular format (below).

sales summary in BuddyCRM

Select Sales Cycle and you will be taken to a tabular summary of sales statistics for the past 24 sales cycles. A sales cycle will depend on your company and can be monthly, four weekly or quarterly. In this example, the account is set up as a monthly sales cycle, so 9 indicates September.

sales cycle table in BuddyCRM

 

– Opportunity – the first thing you will see on this page is a list of your open and closed opportunities. In this example, you can see one open opportunity.

opportunities screen in record card of a company in BuddyCRMTo view the detail of an opportunity click the right pointing arrow to dial down.

detail of an opportunity in BuddyCRM

Screen Shot 2013-09-15 at 15.39.15

 

You can view charts for your previous year or current year; by opportunity count (as in the chart above) or by opportunity value (as in the chart below); and by opportunity lost or won, or both.

 

Screen Shot 2013-09-15 at 15.41.05

Next on the Opportunity tab, you can Add an Opportunity. Push the  to do this.

Add an opportunity in the record screen of BuddyCRM

Once you have added an opportunity, push Save. Once the opportunity is listed, you can add notes to it, link a product to the opportunity, view any activities relating to this opportunity and change any contact roles relating to the opportunity.

To add a note to your opportunity, start writing in the “Write a Comment” box.

Write a comment in the opportunity section of BuddyCRM

If you would like to link a product to your opportunity, start typing your product into the field and any relevant products will be populated here, select the one you want, click  and it will appear when you expand your linked products section.

Link a product to an opportunity in BuddyCRM

To view any Activities relating to this opportunity expand your Activities section by clicking the right pointing arrow icon.

To add an activity in this section, click and a popup will open for you to add the call, appointment or task .

You can Add Contact Roles to this opportunity, for example if you have a Sales Manager listed as a contact on this account and they are the main decision maker for this opportunity, you can add this to your Contact Roles section. Simply click on the  icon.

add a contact role to an opportunity in BuddyCRM

A pop-up will appear, select the contact you wish to add and click Add

Screen Shot 2013-09-15 at 16.09.08

Expand your Contact roles section by clicking the right pointing arrow icon.

You can click in the role box and add your own role such as ‘Key Decision Maker’, click out of the box and this will be saved against your opportunity.

shows contact role added to a contact in opportunity screen of BuddyCRM

 

– Documents – this gives you a list of all the documents that have been linked to this opportunity.

linked documents area of the record card in BuddyCRM

You can link a document to this company by clicking on the  . Choose your file in the pop-up and press Save.

linked documents list shown on a record card in BuddyCRM

– Pricing – You can use the pricing tab to log any agreed pricing for an account, so everybody in your team is on the same page.

Push the icon and type in the name of the product in the left hand box and add a price in Product Price box. Pushing space in the Product Name will reveal a list of all products. Alternatively begin typing in the box and all products beginning with that letter will be shown.

pricing tab shown on the record screen of an account in BuddyCRM

Auto Feed – Auto Feed may sound boring but is actually one of the most powerful features of BuddyCRM. Here, your organisation can set up automatic feeds from other applications in your business and BuddyCRM will automatically associate them with the correct account.

For details on how to set up auto feed, see the Admin section of this support site but to view them simply click on the Auto Feed tab and the available data will show here. There can be up to 5 different feeds from your other applications and you can chose between them within the Auto Feeds tab.

 

– Background – This tab gives you an overview of the company and/or any opportunities.

Click the pencil icon to open up a text box, type in the box and click the save icon to store it.

background notes for record section of BuddyCRM

 

How to…Convert a Lead to an Account

If you add a Lead to BuddyCRM, the record card will have a blue theme.

lead record card shown in BuddyCRM

Should you wish to convert a Lead to an Account, click the back arrow icon at the top right-hand side of the record card and this lead will be converted to an account. Remember to push Save in the popup box to complete the conversion.

convert a lead to an account in BuddyCRM

How to…Create a Lead or Account

Select Create Account from the  menu as shown in the screenshot below in order to create an account; or select Create Lead to create a lead.

 

create a new lead in BuddyCRM

 

An Add Account or Add Lead pop-up will appear, fill in the Master Details then click Next.

Step 1 - add an account in BuddyCRM

Now add the Contact Information and click Next

Step 2 - add an account in BuddyCRM

Finally fill out the details for the Trading Profile

Step 3 - add an account in BuddyCRM

Select Save and the account will be live in BuddyCRM. Remember you can press Save at any time and update your record with more details at a later time (see ‘How to…Edit a Record Card).