Category Archives: CRM & Accounting

Hitting the limits with MYOB and you don’t want to change accounting software

Hitting the limits with MYOB

If you’re hitting the limits with MYOB but you don’t want to change accounting systems or you’ve just realized that its not a substitute for a CRM.

For warehousing:

It’s common that people use lots of paper and excel spreadsheets because MYOB doesn’t really have a pick, pack, ship process. MYOB just does the accounts.

As a result there can be lots of paper based process, running around with dockets, re-keying data between courier systems, excel, MYOB.

For example quite often:

  • Sales order entered
  • Special prices or custom pricing manually handled.
  • Printed
  • Taken to warehouse
  • Picked, packed
  • Sales order comes back to admin with notes
  • Invoiced & Invoice printed
  • Data entered manually into Australia post for labels.

Tall emu extends MYOB to deliver some process in the warehouse.

  • Enter orders into CRM or download from Shopping cart
  • Special pricing automatically applied.
  • Auto print picking slip
    • When picked, tick and flick in CRM
    • Auto printing of delivery label.
    • Auto printing of invoices (if required)
  • Transfer consignments automatically into Australia Post, Star Trak, Fastway (can add your courier too).
  • Transfer invoices automatically into MYOB
  • Email to the customer automatically.

Not just that – but can get the core crm features too:

  • Outlook integration with our Inbox 360
  • Phone integration
  • Email marketing
  • CRM database
  • Rich info about products
  • Process Automation
  • Website and Shopping Cart integration

and on it goes. We are happy supporters of MYOB but we make it better and help your business work smarter. So as you are so smart he is our number call us 02 9299 9959

Why your accounting software vendor is delusional !

I just saw a blog post over at Reckon talking about “Using your accounting software to gain customer insights”  which describes a typical accounting software/accountants view of where they sit in a business.  And it’s wrongCompletely, utterly wrong.

I’ve been working with businesses in Australia and around the world for 20 years and I have yet to meet with any business where they view their accounting system as “The center of the universe” as far as their business is concerned – with three exceptions:

  • My Accountant.
  • My Bookkeeper.
  • Accounting Software vendors.

Accounting companies seem to be working under the misapprehension that they are the most important business system in place at an organisation.  It’s clear in the way they communicate, and it’s clear in the way that they position their software and talk with their users.  If that’s really the case though, why have I never seen this at any of the hundreds of businesses that I have worked with ?

delusion

It reminds me of the 90’s during the first attempt to start the mobile internet when Telstra thought that consumers would put up with a “Walled Garden” where you could see what Telstra wanted you to see, through Telstra’s portal.  Everybody laughed at it, and poor Telstra wondered why nobody wanted their mobile horoscope.  It’s just delusional, dinosaur thinking.

I don’t intend to denigrate any particular vendor here, but with few exceptions (Xero) they appear to persist in the illusion that business views them as the most important business system, when really they are a commodity.

If we talk about Reckon’s post for a moment, they miss the mark massively.  For a start, accounting systems record what has already happened.

They don’t record pipeline, they don’t record opportunities, they don’t interact with third-party business systems to present a comprehensive view of data, they don’t interact with the excel spreadsheets and access databases that hide like rattlesnakes in every business – so if they don’t contain the data, how can they give true insight ?

One of our clients said that “all he has to do to see how his business is going is to look at the shared calendar in Outlook“.  If he looks at the calendar, and all of his consultants are busy – then he knows that this will mean revenue.  None of this insight is available in his accounting system at all, and never will be – until the revenue is booked – in which case, it ceases to be insight and becomes hindsight.

receding-row-of-four-long-range-binoculars-perspective-faces-370x229

Another of our clients can look at their Google Traffic and Google Analytics – and they know, based on the number of visitors to their web sites who complete web forms, just how many loans they can expect to settle in the next xx days (where xx is the average time from a new home loan enquiry to settlement).

Some time after settlement , a commission statement comes from the bank – which is then imported (via another third party system) into their accounting system where it can be used for (h)in(d)sight.  Most of the data which could be used to generate insights is generated elsewhere.

I’m not saying that the accounting systems contain no useful information – that would be absurd – and many businesses can get useful information from them, but the continued perception of accounting vendors that their software is all you need has to stop!

Accounting Software is a commodity

Both MYOB and Reckon have been very, very slack in getting their new API released to partners for new versions of the applications and for their cloud and hosted platforms.    It is a huge strategic mistake not to focus on the API so that the partners can interact with these systems in a meaningful way.

Xero gets it.  They provide the basics, plus an API – and they have a thriving developer community which solves all manner of business problems.

There are Business Intelligence vendors out there who could take the data in MYOB/Reckon/Xero/Excel/Website/Google and all of the systems a business uses and provide real insights – but only if the accounting companies have an API that lets them do it.

Accounting software is a commodity.  It’s something to store sales and payment records, do your BAS, manage your payroll, track holidays and how much super you owe.  It’s a compliance system.   When I encounter clients running the “wrong” version of accounting software (e.g. hosted MYOB, MYOB without an API) then I simply advise them to change – and they do.  After all, it’s only what they use to send invoices – it has no strategic value to them whatsoever.

Reckon, MYOB – wake up!   Get some focus on your API before Xero and other more nimble vendors finish eating your breakfast, and start on your lunch!

Why link CRM and Accounting Systems?

As I have mentioned before, one of my favourite “quick wins” for a business is connecting up their accounting system (be it MYOB, Quickbooks (now Reckon Accounts in Australia).There’s so much benefit in doing this, I thought it deserved a post of it’s own.

Get data to the sales team

If you already have an accounting system, you’ll have a whole array of customer data – names, addresses – what you sold & when you sold it.  You’ll know the total sales value for customers, margins, profits and a whole heap more.

This data can be provided to the sales team – in summary form if preferred – or in detail too.

CRM+Accounting

Streamline Account Setup

In most businesses the customer hits CRM first (it’s a lead or opportunity) and then, at some stage (either when an account is requested or the first sale made) it needs to be sent to the accounting system.   By linking CRM and your accounting software, the transfer can be performed with a single click – no waiting for accounts, and no giving sales team access to your MYOB/Quickbooks.

One Master Product List

Do you have an excel price list, MYOB/Quickbooks price list, shopping cart price list and CRM price list ?   Are they in Sync?    With CRM linked to your accounting system, you maintain your prices in one place and they can be shared with the other systems as needed.

Implement “Missing” Features

One of the great benefits of linking your Tall Emu CRM to your accounting system is you’re able to implement missing business features.   For example – we have implemented an automated invoice reminder system – which can automatically remind people when invoices are overdue, or schedule calls to them.

Take orders efficiently

What’s your order-taking process like ?   With CRM and Accounting system linked up, you can create the quote – sale – invoice – collect payment using eWay – and transfer the whole lot to the accounting system of your choice.

Targeted Marketing

What blog post would be complete without the good old “find all the people who bought X but not Y and send them an email”?

Using the data from your accounting system opens up a whole array of possibilities for you.