Letters system benefits

Letter Templates: The CMS Letter System offers great flexibility in communicating with your clients, vendors, creditors and anyone else you interact with.  You can create different types of letters for different purposes, making it quick and easy to stay in communication with important contacts, keep people informed of what’s going on and generate documentation regarding a case or project. Make your staff more productive by creating a different kind of letter for every type of communication your company generates; request payments, send payment default notices, instructions to solicitors, and so on.

Letter Search: You will never have to search for the right words again. Simply search for the letter, fill out the name of the recipient, print it out and send it off. If you want to adjust the wording or add your own paragraph, no problem. CMS Letter System makes it easy. You can search for any letter that you have previously sent so you can keep track of correspondence history as well as quickly generate new correspondence.

Send Emails or Print Hard Copies: You can generate email templates or new emails to send with letters attachments. You can also print off hard copy letters for regular mailing. CMS Letter System lets you select who gets copied on an email and who gets blind copied, so you can track what is going on and what has been communicated to creditors, subjects and clients.

Different Letter Types:  CMS Letter System allows you to create letters to attach with invoices and payments, to communicate with subjects and creditors and provide status updates to clients. You can set up frequency defaults for sending regular communications and default email addresses for who you want copied on emails and letters. You can copy different people on different types of email.

Create Different Letterheads: You can import an image to a letter and create different headers and footers for different types of letters or for letters from different member companies within your organization.

Sales Module Benefits

Track New Leads: The CMS ability to enter and follow new leads gives your sales force the edge. Share leads with other sales staff. Each lead can be independently maintained so you can determine which leads will lead to new business and which ones are going nowhere. When leads become clients their information is easily transferred to the client management system.

Manage Opportunities: Entering details of new opportunities keeps your business flourishing. The CMS Sales and Marketing module allows you to track the activities that can lead to converting opportunities into new business.

Manage activities: Record and track activity necessary to turn opportunities into sales. The ability to assign priorities to opportunities and enter hours worked allows you to figure out where your sales staff are spending their time and whether their efforts are productive.

Attach Supporting Documentation: Keep records online, allow you to build your case, maintain a complete history and share information with others. When this opportunity converts to a sale, you will already have a library of information to draw upon.

Activity Summary: The CMS Opportunity Activity Summary let you see at a glance what is turning into a golden opportunity and where you need to throw in the towel. Check the probability for success, what activities have taken place when, when the next activity is due and when work on the opportunity began.

Projects Module benefits

Manage Your Projects Efficiently: You can set up anything as a project from attracting a new client to arranging the company Christmas party. Anyone within the company can use Project System to get organized, reach goals and implement ideas.

View Status: The Project System Activity Summary feature lets you see all activities that have been completed or are pending within a project. Check on project status, priority and next due date. Use the Project Summary feature to look at all projects in the company. Encourage your staff to use the Project System and you will never have to wait for a status update, you will know what they have on the back burner.

Monitor Project Activities: Break the project down into the sequence of activities needed to reach the end state and it becomes easier to manage, and easier to see how the project is going.  Set a due date for completion of the next activity and send an email reminder so you don’t forget to take care of it and projects will practically manage themselves.

View Transactions: CMS Project System lets you record transactions take care of invoice payments and summarize financial activity on the project. You can also set up specific transaction types to make accounting easy and convenient. You never have to guess how much a project is costing you. All the details are right there in the project.

Define Project Parameters: You can set up different types of projects so that you can track different levels of effort within the organization. You can also define and set defaults for project types, project priority levels and project status. The Project System allows you the flexibility to get work done the way your company does business.

Attach Documentation: Add supporting documents to the document library in support of a project to keep all the paperwork at hand and easy to find so you never have to search for that newspaper article, whitepaper or letter from a creditor. You can load any type of document into the Project workspace.

Intranet Module benefits

Corporate Knowledge Management: CMS includes a Document Manager function that allows you effectively manage a corporate library. You can create folders and upload documents for any purpose. Documents can support cases, company policies and procedures, interesting information, training for new employees, or anything else you choose.

Share Contacts: The Contact Manager function in the CMS Intranet System makes it easy to create and share lists of contacts for every aspect of your business. Vendors, clients, creditors and subjects can all be listed here. Empower employees to share contacts and quickly find phone numbers, email addresses and so on.

Publish News: The News manager function allows you to keep your employees up to date with political or legal news items, interesting community news, corporate news, news items relating to partner companies and any other type of news you think employees and clients are interested in.

Forum Topics: Got a hot topic under discussion within the company. Looking for employee feedback on a new policy. Brainstorming new ideas for increasing revenue. Any kind of topic can be posted in the Forum and interested employees can subscribe and air and share their views. Optional email notifications let you know when new threads have been added to the topic.

Company Calendar: Keep employees up to date on corporate events, company picnics, mandatory training days, meetings and so on. A single corporate calendar lets everyone in the company know what is going on and keep up with company events. Entries can include descriptions of events so employees can decide if they want to participate.

Financials Module benefits

A Complete Financial Picture: CMS Financial System gives you the tools to generate invoices, make payments and manage transactions on a case by case basis. See at a glance the financial status of any case without waiting for your accounting staff to be available. The financial picture is recorded in the case summary along with other case details so you can get the whole picture at once.

Create Payment and Invoice types: Using the CMS Financial System customized administrative features you can create different types of invoices, payments and transactions for different purposes. You can send invoices from different companies within your organization, set a default tax percentage, and configure the frequency with which payments and invoices are generated.

Customize templates, letterheads and emails: Create custom letter templates and email templates to attach invoices and payments. Quickly send out invoices to clients at the touch of a button with the easy to use invoice generator.

Currency Conversion: You can select a default currency for your company and manage payments and invoices in any currency from our simple drop down currency list. You can record and make payments in a variety of currencies and roll transactions up to the master currency for final analysis.

Search Capability: Let’s you easily find invoices, payments and transactions. You can stay on top of the financial picture on a case by case basis. Instantly see if a payment was made on time or if an invoice has been sent. Track all transactions, summarize fees and costs, and find out if payments have been recorded or purchase orders have been generated.

Configure Defaults: Quickly and easily set up templates for payments, invoices and transactions. Configure default currency and tax percentage, configure who you want to receive copies and blind copies of emails and transactions and enter default text for emails. The ability to change defaults easily and quickly or override them when you generate new invoices gives you complete flexibility and control over your financial processes.

View Status: CMS Financial System provides a complete history of all financial transactions. Check the tax rate, and currency, see costs associated with various steps and actions in executing a case, see who was copied on an invoice, and track exactly when an invoice was sent or a payment received.

Case Module benefits

Automated case tracking:  Set up, manage and track cases from the first contact through the last payment. Manage workflow and financial transactions, communicate news and events to other employees, generate letters, set up and manage actions required to reach closure on a case, and track leads and opportunities.

Complete history of case steps, actions and events: Get up to the minute status on a case in real time. See payments due dates, payments, pending payments, invoices, and track case activity.

Predefined letter templates: Communicate quickly and easily with predefined letter templates that you can customize and define for different purposes. Use different letterheads to send letters from partner companies. Attach letters to emails or print them out and send hard copies.

Complete record of all communication: Case System makes it easy to keep a complete set of online documentation regarding every case, every transaction and every action. Use case histories to develop better practices, analyze business processes, improve success rates and provide legal records.

Find Contacts easily: Because you can store all contact information in CMS, you can always access client and vendor email addresses, phone numbers, track commission rates and more. CMS lets you store multiple contact addresses and fax numbers. You can also enter contact information for creditors and case subjects, and perform searches to find contact information quickly and easily. CMS makes it easy to stay in touch and stay up to date with what’s going on.

Easy to use web interface: Because CMS is a web-based system with an intuitive interface you can manage your business from just about anywhere; from home, from the office, on the road. Provide status, history and case related information to whomever you choose, including clients. 

Complete financial tracking in multiple currencies: Record payments, generate invoices, or see at a glance the total amount of transactions or debt for a case. Because you can track financial information in multiple currencies you can easily operate with global partners or foreign agencies. Make or receive payments in any currency and then roll everything up to the master currency for a complete financial picture.

Ability to tailor your company’s processes: Using the CMS case management framework you break a case into steps and actions. Every case has at least one step and every step requires at least one action to complete. Complete all the steps to close the case. Using steps and actions you can tailor company processes to help train new employees, keep seasoned employees organized and manage case loads efficiently.

Keep notes and attachments: Store supporting documentation online with the case details so you never have to scramble to find paperwork. Make notes for step and action closures, or to keep a record of observations and other annotations, even upload newspaper articles, scan in signed hard copy documents and so on. The search capability makes it quick and easy to find documents associated with the case.

Remote client access 24/7: Using CMS permission-based logins you can give limited access to clients. Let clients in different time zones log in at their own pace for up to the minute status. You won’t have to get up at 5:00 am anymore to take that overseas phone call. Simply provide clients access to their case status. Clients can also enter new cases into the system and alert you to the updated information.

Sub case definition for easy case management: Managing large cases by breaking them into smaller components makes it easier to remain organized and make sure your staff is focused and productive. In CMS you can create sub cases and manage transactions and activities at the sub case level. Breaking cases into sub cases lets you quickly see where bottle necks are in case resolution and where you need to focus your attention to bring a case to successful completion.

Real time reporting: With the CMS web interface you can generate reports quickly and easily in a variety of different ways. Use preconfigured reporting structures or generates your own. Because CMS is interactive in real time you will get the latest sales figures, the latest payment information and the latest activity reports on cases, clients and subjects. See how many cases have been opened or closed and how many were successful in the last reporting period.