Business Management Systems: The Full Overview
Everything a business management system from us can cover, area by area: CRM, suppliers, quoting and invoicing, purchasing, stock, finance, jobs, scheduling, documents, reporting and more.
On this page
CRM and client management
- Business or individual clients, separate billing, shipping and registered addresses, payment terms, credit limits and more than one currency.
- Unlimited named contacts per client, with who should receive invoices and statements.
- One view of everything linked to a client, each line opening the record behind it.
- Notes and call logs, a running balance for pre-paid hours, extra delivery addresses, and head office and branch accounts.
Supplier management
- Supplier records that mirror the client side: addresses, VAT and account numbers, currency, terms, notes, and head office and branch.
- Where a supplier offers it, live price and stock checks from inside a quote or purchase order.
Quoting, sales orders and invoicing
- A quote becomes an order and an order becomes an invoice, traceable end to end, in more than one currency and for more than one branch or company.
- Lines from stock, a category, a saved template or an uploaded spreadsheet.
- Discounts, labour, retentions, serial numbers and the profit on every line, with a warning before a line is sent at a loss.
- Part deliveries, with the invoice raised for what has gone.
Purchase orders and procurement
- A spending limit for each person; anything over it waits for approval, and both people are told.
- Purchase orders raised from a sales order, grouped by preferred supplier.
- Goods received against the order, into the right location.
Stock and inventory
- Stock and reorder levels per location, with live back-orders.
- More than one supplier per item, with the preferred one marked.
- Every movement recorded: received, dispatched, returned, written off or transferred.
- Stock takes you can pause and resume, with a counted-against-expected report.
Finance, payments and credit control
- Payments across one invoice or many, part-payments and customer credit.
- Credit notes, statements and reminders, with a way to leave a client out.
- Card payments taken online, where a business needs them.
Jobs and tasks
- A personal list of open jobs for each person, and a view of a colleague's list for supervisors.
- Every job moves through steps you set, each change logged with who and when.
- Profit visible on each line, document, job and stock item.
- Forms set up for your own work, down to certificates produced as PDFs on site.
Calendar and scheduling
- Month, week and day views of every scheduled job, by branch, with the engineers on it.
- A private calendar feed per branch, so field staff see their schedule in Outlook or Google Calendar.
Document management
- Files attached to the client or the job, with who can see each one.
- Files marked for engineers, so field staff see what they need.
- Large uploads with duplicates spotted, and export and customs paperwork kept with the job for firms that trade abroad.
Email and text messages
- Every email sent from the system is logged.
- A change of status can email the people on the job, attach the right documents and send a text, in one step.
Reporting
- Standard reports across finance, stock, sales and client activity, plus a report anyone can filter, save and run again.
- Reports made for your business, seen only by you.
Integrations
- Exports for your accounts package, checked before they go, and nightly where you want them.
- Live supplier price and stock checks, and online card payments.
Bringing your data across
- Clients, suppliers, stock and past orders and invoices brought across from what you use now, so you start with your history.
Users, permissions and settings
- Each person's permissions and spending limits set individually, with groups for teams.
- Your own letterheads, company details, labour rates and stock settings.
Set up around you, by a team doing it since 1996
Not every business needs every area on this page. We start from how yours really works and build the parts it needs, then add more as it grows.
Under Binary Keep we look after the system and keep improving it, with your OK at every step. The short version is one page.
Join the waitlist
We take on a few businesses at a time, because each team is built around one owner's world. When there's a seat, one of our systems specialists will call you, usually within a week. Joining costs nothing.