What is a good client tracking/organizer software? Filemaker Pro?

BiggitySwat · 10-09-2008, 03:17 PM

Guys and Gals,

I have a small and growing book of business and would like to input their contact info digitally so I can follow up with clients without sifting through the sea of paperwork in my filing cabinet.

I also want software that includes a digital calendar feature that allows me to log my set appointments, but then connects to the internet and auto-updates my assistant's calendar on her side as well (and vice versa). I have a Mac, she has a PC.

I am currently trying out Filemaker Pro 8.5, but it's somewhat clumsy and doesn't have the calendar/appointment book feature that I wanted. Does anyone have particular software recommendations for an insurance agent/financial planner to keep track?

Mr. Bill · 10-09-2008, 03:32 PM

I used FM Pro years ago. Currently Act, and then the upgrade Act for Advisors (www.software4advisors.com).

Nothing seems perfect, but it works pretty well.

Frank Stastny · 10-10-2008, 01:34 AM

I use YIO, go figure.

GreenSky · 10-10-2008, 09:57 AM

Originally Posted by Frank Stastny

I use YIO, go figure.

Any idea where we can get more information on YIO? Maybe a demo?

Also, is there support after the sale?

Rick

Frank Stastny · 10-10-2008, 10:29 AM

Originally Posted by GreenSky

Any idea where we can get more information on YIO? Maybe a demo?

Also, is there support after the sale?

Rick

The Demo is the full-working version of the program and free. Support is unlimited and toll-free.

It's all on my website. See below.

Your $.50 is in the mail.

saieddie · 10-10-2008, 11:23 AM

Does everyone on here work for you Frank?Or is everyone Frank?

DJAdam · 10-10-2008, 11:46 AM

Originally Posted by saieddie

Does everyone on here work for you Frank?Or is everyone Frank?

We are all Frank, frankly.

al3 · 10-10-2008, 12:12 PM

Originally Posted by BiggitySwat

Guys and Gals,

I have a small and growing book of business and would like to input their contact info digitally so I can follow up with clients without sifting through the sea of paperwork in my filing cabinet.

I also want software that includes a digital calendar feature that allows me to log my set appointments, but then connects to the internet and auto-updates my assistant's calendar on her side as well (and vice versa). I have a Mac, she has a PC.

Um... how does YIO fill the needs of the above? Unless there have been some modifications lately, it is a self-contained, desktop application, single-user, with no ability to network over the internet or sync DIRECTLY with any web-based application.

Go here:
Small Business CRM Resource Centre - Your Free Guide To CRM Help
And maybe you will find what you are looking for.

I use SugarCRM, but I'm not sure it will meet all your needs. Take a look at Salesforce and perhaps Act.

Al

Charpress · 10-10-2008, 12:31 PM

I use Outlook with BCM (Business Contact Manager). Like all the others, it has it's good points and bad points. It is just what I settled on for my own purposes after not finding something perfect.

However, I did just send off a long-term care application. I did not make a copy first. Instead, I scanned it with a Fujitsu ScanSnap which can scan 50 pages, even 2 sides, even detect color automatically. I then linked the searchable PDF file created with the scanner with the client's Outlook file where I can find it in 3 days when the company has questions or in a year -whatever. The client has a "history" page where all phone contacts, Word documents, PDF files, emails, and so on, are listed in chronological order. Other programs do this, but not as easily, IMHO.

mickeyma · 10-13-2008, 12:38 AM

Hope you have everything backed up so WHEN your computer crashes you won't lose it all.

retread · 10-13-2008, 06:43 AM

Originally Posted by mickeyma

Hope you have everything backed up so WHEN your computer crashes you won't lose it all.

AMEN, brother!

I knew better, but pushed my luck until I reaped the reward of my procrastination. I now have 3 separate backup programs using multiple backup strategies... a little overkill, maybe, but I sleep better.... sometimes!

(and I use YIO!)

Charpress · 10-13-2008, 11:50 AM

I have a program that backs up to separate USB hard drives. The whole drive is backed up and then incremented.

I don't have much faith in products that are Internet based and brag that you can't lose your info because they have it.

Been there, done that.

Too many times I've been without Internet for one reason or another. Too many times I've seen companies go under, get bought out, whatever. I also have a fear that if things got really bad for any reason, the Internet would go down for extended periods. In any kind of serious national emergency, that is exactly what will happen.

retread · 10-13-2008, 06:41 PM

Originally Posted by Charpress

I have a program that backs up to separate USB hard drives. The whole drive is backed up and then incremented.

I don't have much faith in products that are Internet based and brag that you can't lose your info because they have it.

Been there, done that.

Too many times I've been without Internet for one reason or another. Too many times I've seen companies go under, get bought out, whatever. I also have a fear that if things got really bad for any reason, the Internet would go down for extended periods. In any kind of serious national emergency, that is exactly what will happen.

You bring up a good point. I won't utilize internet storage because of this very thing. I back up on my own LAN, not the internet. I keep everything in house. I considered off-site storage, but rejected it. If my house burns down, (almost did once) I will have more fish to fry (no pun intended) than to worry about my computer. Perhaps that's a little short-sighted, but at my age this would be the coup de grace. I would throw in the towel. This scenario is less likely than the failure of some other company out there on the net, but it COULD happen, God forbid. It is, after all, ALL in His hands. I can't protect from EVERY unforseen disaster... this brings on paranoia.

Computer crashes are almost a daily thing, and other companies failing come in second. It is prudent to have a back-up plan.

Frank Stastny · 10-13-2008, 09:25 PM

Originally Posted by retread

You bring up a good point. I won't utilize internet storage because of this very thing. I back up on my own LAN, not the internet. I keep everything in house. I considered off-site storage, but rejected it. If my house burns down, (almost did once) I will have more fish to fry (no pun intended) than to worry about my computer. Perhaps that's a little short-sighted, but at my age this would be the coup de grace. I would throw in the towel. This scenario is less likely than the failure of some other company out there on the net, but it COULD happen, God forbid. It is, after all, ALL in His hands. I can't protect from EVERY unforseen disaster... this brings on paranoia.

Computer crashes are almost a daily thing, and other companies failing come in second. It is prudent to have a back-up plan.

I couldn't agree more. I am very anal about my data. I have been selling insurance for 15 years, if I were to lose my data I would probably go to Wal-mart and apply as a greeter. There is no way in hell that I would start all over again.

Several years ago I bought a fire-proof media same. It is about the size of a briefcase only twice as thick. It weighs around 35 pounds and is guaranteed to even protect 3 1/2 floppies in the event of a fire. I keep it in one of my fire-proof gun safes. (I said I was anal about my data.)

I back my data up to a CD at least once a week and also every day that I do a lot of data entry. It takes about two minutes to burn a CD and CD's are incredibly cheap. I keep the last three CD's in the safe.

I am always in control of my data and never have to worry about someone having a system failure or not being able to get to it when I need it.

GreenSky · 10-13-2008, 09:53 PM

Originally Posted by Frank Stastny

I couldn't agree more. I am very anal about my data. I have been selling insurance for 15 years, if I were to lose my data I would probably go to Wal-mart and apply as a greeter.

Sorry Frank. WalMart has an age limit!

Rick

retread · 10-13-2008, 11:00 PM

Originally Posted by GreenSky

Sorry Frank. WalMart has an age limit!

Rick

What is it? 90?

Frank Stastny · 10-13-2008, 11:11 PM

Originally Posted by retread

What is it? 90?

I think that is the age when they hire trainees.

I went there today and I thought I was going to have to call 911 before the cashier finished checking me out.

retread · 10-14-2008, 12:00 PM

Originally Posted by Frank Stastny

I think that is the age when they hire trainees.

I went there today and I thought I was going to have to call 911 before the cashier finished checking me out.

For you or for her?

I had a similar experience, but I couldn't remember the number to call for 911!

BiggitySwat · 10-14-2008, 08:01 PM

Originally Posted by Mr. Bill

I used FM Pro years ago. Currently Act, and then the upgrade Act for Advisors (www.software4advisors.com).

Nothing seems perfect, but it works pretty well.

This looks like it could help me out alot - unfortunately, it is only for Windows and Palm OS, not Mac?

mkortz · 12-31-2008, 12:07 AM

Originally Posted by Charpress

I use Outlook with BCM (Business Contact Manager). Like all the others, it has it's good points and bad points. It is just what I settled on for my own purposes after not finding something perfect.

However, I did just send off a long-term care application. I did not make a copy first. Instead, I scanned it with a Fujitsu ScanSnap which can scan 50 pages, even 2 sides, even detect color automatically. I then linked the searchable PDF file created with the scanner with the client's Outlook file where I can find it in 3 days when the company has questions or in a year -whatever. The client has a "history" page where all phone contacts, Word documents, PDF files, emails, and so on, are listed in chronological order. Other programs do this, but not as easily, IMHO.

Can you bypass Outlook and use just Business Contact Manager? Or are there some features that you must have that only Outlook provides.?