I recently attended a business trade show and came home with tons of business cards. So there was no better time than now to seek out a CRM Tool for my business. CRM stands for Customer Relationship Management. They are tools you can use to manage your business communications with current and potential clients or customers. So I Googled and even asked on IG plus Twitter for suggestions. Then I remembered I already had one. In this post, I’m sharing how to organize and track business leads with CapsuleCRM.
But first, a little backstory…
Six years ago, I came across Capsule and immediately thought of my accountability partner I had at the time. There was this one feature that stood out and it was the “Sales Pipeline”, where you can monitor your leads and how many deals you are closing. All of the data is displayed in these really neat graphs. So I pass along the recommendation and then thought to myself, “Maybe I should take Capsule for a spin?”
The only other CRM I ever used was 37 Signals’ Highrise. It was working for me, so I wasn’t actively looking to switch to anything new. After about a week or so, I was hooked and made the switch to using Capsule and haven’t looked back. I even setup my old boss’s account so he too could get organized. Now I’m going to help you but first let’s go over some pros and cons.
CapsuleCRM: The Pros & Cons
Currently, I am using the free plan that Capsule offers but I would pay for it if I needed to. Under this plan you are allowed to have two users. If and when you grow beyond a 2-person team it would cost you $18/month per user. If you do the math, you and two partners using the same account will cost your business $648 per year.
Also under the free plan you get 250 contacts, which is way more than what I personally need at the moment. The only thing I don’t like when it comes to the contacts (and this is with all CRMs) is that the person and their company name are counted as separate entries. This means you can keep track of a minimum of 124 clients (assuming they each have a business name).
Your information (and other users you add) are counted against that 250 as well. There’s a little bit of a learning in the beginning, if you are not familiar with working with a CRM but things start to run smoothly once you have it set up the way you like. Below is further breakdown of my pros and cons.
- Daily email reminders of tasks with the ability to have repeating tasks (this was on my wish list when I started using this tool so I was happy when it was added)
- Custom fields that allow you to customize to your business
- Tracks feature which you can use to help you create systems within your business
- Using tags to group contacts, making it easy to create segmented lists
- Restoring from trash
- Linking with other tools such as Toggl (most will need a premium account)
- A lead’s name and business are treated as two contacts
- Don’t like the calendar. It’s more for the tasks than a regular calendar
- Mobile App is very basic
I know what you are thinking, “There must be something more that you do not like about it?”. Honestly, not at the moment. Since I heard about it, so many of my dislikes have been addressed and fixed. Like adding repeating tasks, restoring items from trash, and more. Then there was the first version of the mobile app for the iPad that sucked.
The interface was tiny and when you zoom in it got bigger but also blurry. Therefore I had to use a third party app. I recently came across another CRM that allows users to scan business cards. So I’m hoping that feature will come very soon. By now, hopefully I have convinced you to give CapsuleCRM a try. If so, let’s get started.
Organize and Track Business Leads With CapsuleCRM
- You need to have a business email address that is separate from your personal email. This should be standard practice. Then you are going to use that email address to create your account. Remember you get a 30-day free trial.
- Gather all of the contact info for all of your leads. You are going to use that time to input your contacts and their information into the CRM. Here’s a tutorial on how to import your contacts from Outlook, vCard or CSV file, and more.
Tips to keep you organized
Take note of your Mail Drop Box email address. It can be found under account settings. You are your to blind copy (BCC) every email you send your lead(s) with this email. This allows the email to be attached to the contact in your CRM. Now you don’t have to search for emails. Just go to your CRM, look up that person’s name and you have the history saved. To make this easy, just add that Mail Drop Box email as a contact in your email system.
Every Sunday or the day you choose to map out your workweek, login and assigned tasks to each lead or client. Make sure you check the option to get email reminders and when you complete a task check it off your list.
Difference between Cases and Opportunities
A Case is a place where you keep all of your notes on a particular project or event as it relates to a contact. You can add notes and tasks to a Case.
An Opportunity is what you will use to track your different sales or deals with your leads. You can add a value or total cost and that will help Capsule map out your milestones. The milestones represent your chances of winning the client . It’s show in percentages. This information is show in your Sales Pipeline.
For both Cases and Opportunities, you can add something called Tracks. Tracks are pre-defined steps you take to complete a task.
As you get comfortable with the tool, you can start adding custom fields, like birthdays so you can send your client a card. So far I’m very happy with Capsule and I hope you will be too. It’s so important to organize and track your business leads. It’s key to building a successful business and keeping a long list of happy clientele.