For every business to be successful, it needs to maintain a good relationship with its clients or customers.
With all the advancement in technologies, people are able to take their business to new heights. Implementing different software helps streamline workflow and thus, it ensures more efficiency and faster delivery of work.
CRM, also known as customer relationship management, is specifically designed to help the sales rep team. The system stores all interaction between clients in a perfectly organized manner. Whereas, the document management software is where you can store and manage all your documents in one secure place.
I’m sure you must be wondering why we need those software and how integrating them will benefit our business. Let’s dive into it.
Why Does Your Business Need CRM?
To answer in simple words, CRM software can help you gain new customers and retain existing ones.
The software helps to prioritize marketing and sales effort. It gives a better way of understanding customer needs by providing a centralized and easily accessible database of contact details, past sales, and other interactions with the customer.
Some of the advantages include:
- Increases customer satisfaction
- Optimizes your marketing efforts
- Better internal communication
- The more you will know about your customers, their buying behavior and preferences, the better. You can use those insights to generate more leads.
Why Is Document Management System Important?
Imagine a document management system as a digital file cabinet that allows for safe storage and retrieval of all of your business’ necessary documents. In fact, an effective document system will let you organize your documents efficiently. It has the ability to index content based on content, run reports, and also keep the documents safe.
And the best part is, you can access all your documents from a single dashboard — using your laptop, mobile, or tablets.
Some of the benefits of implementing a document management system are:
- Eases document accessibility
- Reliable document version control
- Increases collaboration and communication
- What Is the Relation Between CRM and Document Management System?
As we know now that CRM uses data to offer insights that help sales representatives to provide better service. But where does this data come from? It’s possible that the employees may enter them manually into the customer profile in a CRM platform. But the system also draws a lot of information from external sources such as social media posts, email correspondence, and more.
That’s where the document management system comes in. Your document software contains a lot of useful information about your clients and their interaction with your business. If CRM is able to draw such useful information as ease, it can work to its full potential then.
Benefits of an Integrated Solution
Using CRM and document management systems is all about automation and increasing efficiency of the business. Integrating these two powerful tools can save a lot of time and expense, and help generate revenues.
Some of the obvious benefits of integrated solutions are:
Full Document Management Within CRM
If you have to constantly leave CRM and toggle between tabs in order to search for contracts or other documents, then you are spending unnecessary efforts on non-productive tasks. Plus, you lose focus and take a lot longer to respond to your customers.
But with an integrated solution, you will no longer have to spend hours to find relevant documents. You get the privilege of managing and processing documents from a single window. You can pull up all related documents from within the CRM interface. Thus, it saves you from the trouble of opening up another platform.
Save Time on Creating Documentation
The biggest advantage of integration is that your sales representatives get time to do the most important work. That is, they are able to focus on generating new business. They don’t get occupied hunting down paperwork outside the CRM.
Plus, it saves you the trouble of manually inserting the customer-specific information into a template. The system automatically populates the document with the relevant information, including products, pricing, and contact details.
Thus, it saves your salespeople a lot of time on every transaction. And a good system will also allow you to create customized templates in just a few clicks.
Optimizes Workflow and Organizes Your Business Data
Another benefit of an integrated solution is that you can directly send all of your papers for approval or signature from a CRM system. Since all the required information is already stored in it, you don’t have to scan documents anymore to share it with your clients.
Plus, once the file has been sent, you can easily track its flow. The system will automatically update its status of the document, including its opening and signing of paper.
You can rest assured that no documents will get lost in the huge information database.
To conclude, your CRM provides important sales data while your document management software collects all internal information, and centralizes it at a single place.
The bottom line is by integrating these two systems, you can increase your work efficiency.