Giving BatchBook users the flexibility to track their information in a way that makes the most sense for their business is a top priority for us. But customizing a system, adding new fields and building out reports can seem overwhelming.
We’re starting a new series here on the BatchBlog to highlight a few questions sent in by our users to demonstrate how we would set up a BatchBook account to accomplish their needs. The inaugural episode comes from a wedding photographer in New England asking about the best way to set up address information and track incoming inquiries:
Wedding photographer: I want to be able to keep track of potential clients and those who
have actually signed a contract. I typically get inquiries mostly by email and occasionally by phone. I’d like to somehow keep track of those inquiries as well as information about the communications I have with each potential client. With these contacts, I may have only an email address or perhaps email and phone number.
BatchBlue: The easiest way to manage e-mail inquiries is using the BatchBox feature to send messages from prospects directly into BatchBook. It will automatically create a contact record for that person (using first and last name if available in their e-mail header, otherwise just using the e-mail address as a name). You can also easily log a communication for the phone inquiries – or create new communication type unique to your business – “tipsy referrals at receptions”, perhaps 🙂
For the prospect/client you can use SuperTags (our system for adding custom fields to a category of contacts) to add a new field type of “contract status” with options of “requested”, “sent”, or “signed”. You can also add fields for payment status, special requests, referral sources, etc. You can also use the affiliations section to keep track of any vendors associated with a couple or referrals they have sent.
Wedding photographer: Once I sign up a bride and groom to photograph their wedding, I want to have a place to store all their contact info, including addresses of key locations, such as where the ceremony will be held and where the reception will be. Ideally, these addresses could be linked to google maps.
BatchBlue: When adding address information for your clients, you can create special location types for “wedding location” and “reception location” in addition to the couple’s home or work addresses. You can create an unlimited number of addresses for each client. All address locations are automatically linked to Google maps for easy access to full directions and location information.
Wedding photographer: I also want to be able to upload a PDF of the photography contract.
BatchBlue: You can easily upload an unlimited number of documents to each contact record. Including Word documents, PDF documents, spreadsheets, images files.
If you’ve got specific questions about using BatchBook or would like to have your business featured in our Real World segment, please let us know.