Streamline your accounting processes with the Cycle CRM for Accounting

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hi there David crystal here from jetpack workflow today I'm gonna show you how to potentially set up jetpack workflow to track your leads and prospects inside of the system and hopefully through this process you'll see that our mindset here is really about standardizing automating and tracking all of the core pieces inside of your firm and so what I'm going to walk through is what a CRM setup could look like and then I'm also going to point to a few templates that you could create I some sample once in here but of course I'm going through and customize as your own so what I'm gonna do let's say we just met a new prospect so I'm gonna go into here and just add and I'm going to call this the blue headphones oops blue headphones company let's just go ahead in here and create a number let's go ahead and type blue email at email comm if you have you know referral sources anything else you want to type into here you can add that custom data field but I'm gonna go in here and create a client then what we can do is tag that client as a lead inside the system if you have different stages of leads lead one lead to lead three depending on where they're at in the cycle you can create multiple tags so we can say lead and then we can say B and I or something like that if we want to also put the tag you can add as many tags as you want if you want to add a note you know opening an LLC in 2017 questions around payroll consult to be set up or something like that fans of the Steelers pirates and loves to golf you know whatever you want to do we can you can add a note inside if your documents at the day and time that it was added then I want to show you how you can come into here and say let's assign them a template and this is the point where when you standardize something you know that that quality is going to be carried across your organization so if we create the new lead template or maybe you just call that the new lead process but these are pre set up tasks that you want to do this maybe there's a follow up email maybe you want reach out and schedule a time so we'll just say we want to do that let's just go ahead and Mark that for today and then let's go ahead and say oops let me just we don't need to set up budgeted time right now let's go ahead and set up that due date and let's just say you'll set it up for next Tuesday right and then we have a couple other items that you can set up the follow-up if you need to add an additional task you can do so if you need to add notes to the task if you have descriptions or anything like that you can set that up and now you've set up that process and then maybe finally you want to contact that lead that you just got in so let's go ahead and email them I'm just gonna go ahead and type in my jetpack email and let's say you've created that lead follow-up template inside of our system so say hi Frank quick follow-up I'm gonna attach a link to my calendar we're fans of either calendly or schedule ones then this way they can click on this link go to your calendar schedule time all this is set up so we have this right here if you want to see see anybody you can if you want a BCC so if you're using something like follow up dot CC we can say two days let's make sure to follow up with this person you can set that right in BCC so I'm gonna go ahead and hit said maybe you wanna BCC yourself so maybe you want to receive a copy of this as well you can certainly do so it's entirely up to you but the point is is that your follow-up email is templated inside of the system your lead follow-up process is templated inside of the system and so what happens is if I go back to this list and I say well bring bring up all the leads inside the system here they are okay if I want to email them this is a hyperlink wanna give a call it's a hyperlink if I want to go in and add a note I can do so so all this can be set up and automated inside of the system if I want to track you know all the leads that came in through B&I I can do that so you can come into here and update the tags the final thing I want to really highlight is how powerful this connects with the jobs tab so you have this newly process and one of the biggest difficulties between a project management or task management tool and the CRM is that you have one attracts leads and prospects and another one that tracks climbs and sometimes you'll forget clients because you're focusing on prospects other times we forget that prospect follow-up because you're focusing so much on the client deliverable well when you create a job even if it's for a prospect that comes in let's go to the job screen and that's gonna appear right on this job screen so if you also have payroll schedules you need to complete if you have bookkeeping monthly accounting tax returns CFO services here's your jobs list here's your to-do list if you want an overall due date for that job so let's say we want to either have a decision yes/no either way at the end of the month okay we can put that in here but either way all the tasks have already been assigned out we already have the follow-up schedule that we need to do so let's say I've already sent that follow-up email war in progress if I wanted to open up this screen again which shows everything but you have the option to filter sort and search by any type of engagement so if I wanted to bring up all my weekly payroll so let's say you know for the next two hours I'm going to go through weekly payroll inside of this job screen you can search for that and bring them all on if I want to bring up everything for leads I can bring that up and I can see the tasks associated with that or if I want to bring that leave follow-up process I can do that so you're going to be able to track all of that information inside of a single screen you can message the clients from jetpack so let's say I'm working on this job I opened it up maybe there's you know some additional notes I want to add here if I want to email the client directly from this job I can with the client information right here if I need to add anything else I'm closing the lead follow-up I can you know maybe after we send the proposal you could say if when client send onboarding survey and maybe that's you know you use something like circa Survey Monkey or type form to send that up and all of these admin tasks are now automated all of the procedures are standardized and you can track this across the board so if you're adding that prospect or somebody else in the office is that in the prospect you can pick from that lead template when you're ready to follow up a message through jetpack you can use the follow-up email template we people are looking at work that needs to be done that's on their plate they go to the jobs tab or if they want to see the individual steps they can go to the tasks tab so this is a great lightweight CRM if you want to connect the two together this is certainly how you would do it of course if you have any questions feel free to reach out we have the help box down below or of course if you haven't started a free trial yet you can go to jetpack workflow comm slash free trial if you want to test it out for yourself everything comes with the 14-day free trial all features included thanks so much for watching and if you have any questions please feel free to reach out thanks so much