Clarity Core module

Customer enquiry > contract management

• Record enquiry details of prospects, contact/address details and full requirements in our simple customer form.
• Log actions taken, track progress and assign follow-up tasks whilst moving prospects through the onboarding stages.
• Prepare proposals based on your prospect’s requirements, using their recorded details, and merging to a proposal template.
• Convert proposals to contracts on agreement, converting prospects to customers as part of the process.
• Proposals, Contracts and Renewals can all be managed from one simple screen in our Contract Viewer, enabling the user to quickly oversee and amend a contracts status, this includes our quick simple renewal wizard to quickly generate new agreements.
• Amend and update any contract changes as they happen.

Task management

• Clarity Core allows for task creation and management throughout the whole of the core system.
• Generate bespoke task types for different areas of the business such as prospect email follow ups, optimising customer communications, catering/event setup requirements and general customer account management.
• Set up task groups and priority levels, assign and receive tasks between fellow users.
• Record detailed notepad style entries and link documents to tasks.
• Manage deadlines, set up reminders and notifications and track the progress and status of current tasks.
• Task scheduler provides complete overview of all tasks created within the system.

Meeting room booking

• Bookings taken can be inserted directly into the Clarity Core meetings diary/calendar, complete with meeting title and the name of the person/company that booked.
• Using our simple booking form, insert all relevant details linked to the booking such as duration, attendee numbers, rates if chargeable and ad-hoc services required, for example catering and equipment.
• Produce a booking confirmation and email directly to your customer using stored email contact addresses. (Optional E-signature confirmations also available).
• Bookings are stored against a customer account for period end billing, if applicable.
• If using digital signage, the booking would display the required information on the screen outside the meeting room and reception overview screen.
• Bookings can also be created by customers if using the self-service Clarity customer portal. This can include authorisation stages to allow front of house staff to manage booking requests.
• Event management is included allowing bookings to be linked into a single event that can be confirmed and invoiced in one.

Invoicing

• Billing information is collated each month from the rental contracts, recurring services and ad hoc services logged.
• Log ad hoc services as taken to a customer’s account ready for extraction at period end. Eg. Printing services.
• Produce a full month service log for analysis and checking prior to invoicing.
• Import charging files from 3rd party systems for services such as Call Charges, Photocopying or other Point of Sale systems to include on monthly billing.
• Produce instant invoices for one-off requirements such as conference room bookings or meeting rooms.
• Perform period end billing routines using our invoicing wizards, automatically extracting the stored information for invoice generation of Rental Invoices and Service Invoices.
• Generate invoices in batch and automatically email to customers using stored email contact addresses.
• Produce transactional export for your financial accounting system import.
• Invoices raised are stored against the customer’s account for debt management.