Do You Still Ask Your Customers to Print, Sign, and Scan a Contract?
Client-management software solutions for small businesses simplify your customer interactions and improve your efficiency at the same time.
I recently received a contract I was supposed to sign and email back. Before I could print it, I had to replace a nearly empty ink cartridge. When my printer started working again, I finally printed out the document and signed it. Then, I had to scan the signed version, check if it was legible (the first version wasn't), save it to my computer, compose an email, attach the file, and hit send. The process took me almost an hour, including my detour to replace my ink cartridge.
If you email your customers a contract and ask them to print it out, sign it, scan it, and email it back to you, I'm here to tell you that customers dislike this manual work.
The reason is simple.
They are used to alternatives without these tedious steps: digitized processes with e-signing. I am sure that at least one of your competitors already uses them.
Why You Should Digitize Your Workflow: A digitized and integrated workflow has many advantages. Above all, they make it easier to do business with you and thus save you and your customers a lot of time.
Make It Easier to Do Business With You
Your company may be great at what it does. But if it's just too hard to deal with your paperwork, your products and services must be so enticingly superior and your prices so irresistibly lower that customers feel it's worth their hassle. Otherwise, they'll likely buy from your competitor, and you'll lose business without knowing why.
We live in a world where our smartphone has become our desk, the virtual place where we do business, anywhere, anytime. If your processes are not smartphone-optimized, appealing to Generation X (born between 1965 - 1979) and younger customers will become increasingly challenging. Why? Because they are used to the simplicity and ease of fully digitized processes and enjoy the timesaving when they shop online, reserve an Uber, buy a ticket to a concert, or book a flight.
Fortunately, several client-management software solutions for small businesses are available in the market to simplify your customer interactions and improve your efficiency at the same time. These software solutions provide a web-supported, smartphone-enabled all-in-one customer interface and the entire back-office workflow that supports it. Many integrate with third-party apps if you need additional features like instant messaging (Slack), email marketing (MailChimp), calendars (Calendly), or bookkeeping (Quickbooks).
General Client-Management Software
HoneyBook and Dubsado are two web-based client-management applications that can support businesses across many industries. Both software packages suit many freelancers, including event planners, photographers, web designers, graphic designers, and copywriters. Although HoneyBook and Dubsado can be customized to fit your business model, they follow a workflow that moves an opportunity through several stages, called a sales funnel. The typical sales funnel has five phases:
Awareness
Interest
Evaluation
Intent
Purchase
Why You Should Use a Sales Funnel: Better planning is one of the many benefits of using the sales funnel methodology as it significantly increases visibility into the sales pipeline in a structured way.
As long as your business can follow the sales funnel method, HoneyBook and Dubsado can make it much easier for your customers to communicate with you through email, review your proposal online, and pay your invoices. They also make it much easier for you to keep on top of your projects.
How Client Management Software Can Increase Your Productivity: Client management software is often industry-specific and offers many time-saving advantages that could increase your productivity and bring your business to the next level.
Industry-Specific Client-Management Software
Some businesses do not fit HoneyBook's or Dubsado's workflow well. Fortunately, they can turn to client-management software tailored to the requirements of their industry. Many of these subscription-based packages have been designed by programmers with knowledge of that industry, giving you immediate access to the most efficient workflow.
Here are a few examples of industry-specific client-management software:
Studio Designer for interior designers,
BuilderTrend for contractors,
MoeGo for dog groomers,
TutorBird for online tutors.
E-Signing
If you are not ready yet to commit to client-management software in the long-term, you could use the e-signing capabilities of cloud storage providers like Box or DropBox.
The workflow might not be as efficient as one that is fully integrated into client-management software. But if you are only looking for your customers to e-sign your contracts, Box and DropBox are affordable options. You can quickly and easily implement e-signing with Box and DropBox, but you need to have a subscription to their cloud storage. However, if you already have a subscription to Box, unlimited e-signing is included.
How to Work With Cloud Storage: Cloud storage can mean many different things. As a content cloud, cloud storage can significantly increase your productivity and stimulate effective collaboration within your team, provided you change how you work.
If you are not currently using Box or DropBox for cloud storage but would like to use e-signing, you could also subscribe to DocuSign, which offers this function stand-alone.
Final Thoughts
Adding e-signing to your current workflow is only the first step to complete digitization. But it's a crucial step that gives you a feel for how today's client-management software can simultaneously increase your efficiency and improve customer satisfaction.
