how to manage projects the profitable way using sage crm

© 2015 TimeLinx Software, Inc.

www.TimeLinxSoftware.com

How to Manage Projects the Profitable Way Using Sage CRM



TimeLinx Background

Established 2001

HQ in Boston, Massachusetts

2,000+ users in 10 countries

Companies ranging from 10 to 300 users



Product Objectives

• Eliminate Duplicate Systems• Simplify Time & Expense Entry for Staff• Connect with ERP to Eliminate Retyping for Billing• Improve communications turnover from sales to delivery• Improve Project Profitability• Speed up “Quote-to-Cash”• Maximize Staff Utilization• Continue Relationships after the Deal is Won



Industries Served

• Manufacturing Services• Consulting• Technology Integration• Engineering• Architecture• HVAC Installation• Construction• Accounting

• Software Development• Surveyors• Oil & Gas Field Operations• Office Design & Outfitting• Audio/Visual Integrators• Managed IT Services• Graphic Design/Advertising• IT Field Services



You want visibility across the organization You want one place for all customer info from lead to delivery

to invoicing You want salespeople to stay involved with the customer to

up-sell/cross-sell You want only accurate data in your accounting system You want to know if forecasts meet actuals You want improved cash flow with timely invoices You want improved profits and happ(ier) customers!

“Relationships Don’t End When the Deal is Won”



AreasBudgetsCalendarsCasesContractsChange OrdersCommunicationsDiscussionsDocuments

EquipmentExpense EntryFinancesGantt ChartsMaterialsMilestonesOpportunitiesPeopleProducts

Project ManagementPurchase OrdersTask ManagementTeamsTime EntryRisksSignature CaptureSitesTask Usage

Compete Project Management



The Wrong Way



* Exact configuration based on customer requirements

1: CRM 2: ERP

The Right Way



• Can you easily, and in real-time, determine non-performing and under-performing workers, projects and customers?

Ask Yourself These Questions



• Are there invoice delays and errors because data must be re-entered from multiple systems and spreadsheets?




• Are you capturing “out-of-scope” work in time for possible additional billing?




• Are you wasting time on pro-forma invoices because time and expenses weren’t approved BEFORE they got into your ERP system?




• Does it take too long to capture, compile, mark-up, bill and defend out-of-pocket expenses?




• Do you know how much revenue you lose each year by not capturing time for all work performed?




• Can you maximize the utilization for every worker who you can bill for?




• Can you maximize the profit when work is done on weekends and holidays, or by staff with advanced skill sets?




• Are you satisfying customers with timely and accurate project reporting?




Win the deal in the Sage CRM Opportunity



Create a Project from user-defined Templates



Assign, then schedule work



Time & Expenses are entered via mobile and web browser…

…they are calculated instantly

…into costs and revenue.

Revenue: (std biz hours on-site): 175/hr x 3.5 hours = $612.50Cost: (Mary, std biz hours): @ 80k/yr = $140.00Profit: $472.50Margin: 23%

SmartPhone Tablet



The KISS Method: Eliminates billing errorsREVENUE FACTORS

Customer Rates

Project Rates

Project Fixed Fee

Consultant Rate

Daily or Hourly Rates

Task Rates

Retainer Rates

Retainer Date Range

Retainer Block Hours

COST FACTORS

Consultant Salaries

Overhead Burden

Sub-Contractor Hourly Cost

Sub-Contractor Fixed Cost

Task Cost

Task Override Cost

Task Type Cost

Expense Cost

Expense Type

Day of Week

Time of Day

Weekends & Holidays

Task Categories

Locations/Rooms/Areas

Skills/Certifications

Consultant Override

Consultant Per Diems

Multiple Travel Rates

Location Minimums

Expense Markup Amount

Expense Markup Percent

Per Diem Cost

Regular Travel

Overtime Travel

Weekend Travel

Location Minimum Cost

Location Incremental Cost

Skills/Certifications

Reimbursements



…and after approvals, synchronized into your ERP



…for invoicingon yourown invoice



The Result: A complete solution to manage end-to-end customer relationships

Sage 100

Sage 300

Sage 500

Sage X3