Based in Bristol, Design Pro Limited is a small design agency run by designer and owner Mark Probert. Mark has an established network of associates and uses the full range of MFJobTracker features.
Why did you choose MFJobTracker?
I looked at a number of solutions, including a couple of the hosted market leaders and even though the products looked quite pretty, none of them could match MFJobTracker’s range of features.
Technical support was a factor too. Victor and his team are local and available if I have a query. Support from the other companies wasn’t accessible in the same, personal way.
Which features do you use the most?
I use it end to end: from logging enquiries, keeping on top of my prospects and managing my suppliers, through to managing job bags, monitoring job progress and raising estimates, POs and Invoices.
It’s extremely useful having this wrapped up in one package. It means that I can easily flit from phoning prospects held in the sales pipeline one minute, to checking on job progress the next.
The reporting capabilities are really good. Before, I had only a general idea of how I was spending my time but now I can see exactly what I’ve done, billable or otherwise, on each job.
Was the system easy to get used to?
I picked it up one step at a time as I needed it and yes, the system’s quite user friendly. Victor was there at the end of the phone if I wanted to go through anything and I’m up to speed now.
What’s been the impact on your business?
It really helps having all my business information in one place. It took me a little while to transfer what was previously in my head: suppliers; standard costings; customer info... But now it is properly recorded. If I ever employ an assistant it will be brilliant as all the data is there.
As I said, the reporting features keep me much more in control - and I especially like the fact you can pull up previous job costings. It saves a lot of time if someone asks you to cost a similar job.
Is the fact that it’s a hosted system important to you?
It wasn’t especially when I bought it, but I had a mishap the other day and was stuck at home for a day or two last week. It was reassuring to know that I could still access the system from my laptop!
www.designproltd.com
Domain is a Bristol-based design and brand communications agency with a national and international client base.
The company’s core team and associates provide innovative solutions in brand identity, packaging design, corporate literature, e-marketing and exhibition design.
Why did you choose MFJobTracker?
The system’s features ticked all the boxes and we especially liked the ‘pay-as-you-go’ approach. The fact that you can scale up (or down) to any number of users as and when required is especially useful given the current state of the economy. The guy behind the system impressed us as well!
Which features do you use the most?
Quotations and invoicing mainly. Actually, you could broaden that to include managing our new business pipeline. We use the system to generate mailers and manage the sales process.
No doubt we’ll use other features over time. The fact you can access the system from any broadband-connected computer, for example, could well prove useful.
Did you find the system easy to use?
Yes, very much so once we became used to the way it works. We had fantastic support from Victor and his team during the set up, so the inevitable early blips were quickly ironed out. It all feels very intuitive now.
What has it done for the business?
It’s beginning to save us money and it has helped us become much more responsive and professional in the way we quote for new business. It saved our billing run recently too - when our entire print system went down. MFJobTracker enabled us to email out our invoices as PDFs instead.
From a conversation with Stephen Fenton (Director)
www.domain-uk.com
Duttons Design, a leading branding and design agency in the South West, was looking for a sound and robust job tracking system that could cope with the agency's daily operational demands, whilst integrating seamlessly with existing processes.
Duttons decided to switch to MFJobTracker from their existing solution as it offered significant improvements in both functionality and user benefits.
Why MFJobTracker...
For Duttons Design, the subscription-based model of MFJobTracker was compelling, “The low cost of entry and ability to pay-as-you-go meant that we were able to minimise our up front costs,” says Client Services Director, Mike Spurr “Its compatibility with Sage and online accessibility were key benefits which enable greater flexibility in managing jobs remotely."
Implementation...
For Duttons Design, the system migration was smooth, as Mike recalls, “We experienced no real issues. There were some minor technical and software glitches, but these were quickly resolved. Duttons also received dedicated on-site training which was regarded as comprehensive and tailored to the agency's requirements. Since training, the system has been well received and within 4-6 weeks was well understood by all. When the agency needed technical support, Mike says it “Exceeded expectations.”
The difference to Duttons Design...
Since its implementation in May 2008, MFJobTracker continues to deliver. As Mike points out, “MFJobTracker has become core to our business and continues to drive efficiencies and job profitability – it's an excellent product.”
www.duttonsdesign.com
Founded in 2009, Genius is a specialist recruitment communications consultancy based in Bristol and serving clients nationally. The Directors were anxious to build a highly efficient and productive administrative infrastructure from the start…
Why did you choose MFJobTracker?
We wanted a single system with which to manage not only our workflow, but also accounts, client relationships and media. There wasn’t a great deal on the market, but then we saw a demonstration of MFJobTracker…
MFJobTracker gave you what you needed?
To a large degree, yes. Then Victor and his team worked with us to provide some customisation which included a media buying module with associated templates and reporting which enabled us to stick with our existing, ‘industry-standard’ forms and business processes.
We ended up with a single platform rather than the 3 or 4 we were potentially looking at with Concept, accounting, workflow and CRM.
How are things going with the system?
The system’s proving very efficient – a real time saver - you type in your data once and it will then print it out as media schedules, invoices, reports etc – with no re-keying.
The CRM element is fantastic for marketing. We’ve sent a number of mailshots (print and email) and these have already won us business. Being able to track and share prospects has been really valuable.
Is it easy to use?
Like most systems you need to get into the mindset but MFJobTracker is quite intuitive. The user training and support have been excellent and it’s a big advantage having a UK-based provider that believes in service!
Are there any other features you especially use?
The ability to access data remotely has been useful when working from home or a client’s premises – and it’s a real joy not having to contend with in-house servers or tape backups. It’s all safely held online!
From a conversation with Janice Rae (Director)
www.geniusconsultancy.co.uk
Bath-based publishing and digital agency MediaClash produces high quality customer magazines within its Contract Publishing division. With many in-costs to manage they identified MFJobTracker as the ideal solution for managing margins on these complex projects.
What appealed to you most about MFJobTracker?
The fact it was a one-stop solution for managing jobs. Our administrators can raise purchase orders and invoices, manage quotes, organise suppliers, basically do it all on one screen. Then at a more strategic level we can monitor budgets and jobs virtually in real-time. It means can keep a tight grip on margins and delivery.
Did you find the system easy to implement?
It’s pretty intuitive once you get the hang of the basics. I think I made quite a few calls to Victor and his team during the first week and to be honest they went beyond the call of duty in getting us set up. We were really pleased with the support and our team members have all taken to the system.
And you’re seeing the benefits?
It’s made the financial/commercial management of jobs much clearer and tighter. That’s very important when you’re buying print and freelance services for example. It’s also automated a lot of the job management process – and we can be confident we’re seeing all the information about jobs so there are no surprises.
It’s an advantage that the system’s hosted online. We don’t have to worry about supporting the software and also you can log in to your account from anywhere provided you’ve a decent broadband connection. Great if you want to work from home or on the road.
From a conversation with Mark Benjamin of MediaClash
www.mediaclash.co.uk.com
Following the sale of their recruitment advertising division, Bristol based design and web company Sprague Gibbons had exacting demands for their new project management system. MFJobTracker ticked all the boxes, by providing complete project, supplier and cost management on-line.
What made you introduce a project management solution?
We have a small, core team that works with a network of associates, so it’s vital we keep a firm grip on projects and especially the costs. A system created specifically for the design industry was the obvious solution.
Why did you choose MFSoftware Solutions and their MFJobtracker software?
It had exactly the features we were looking for in one package and we especially liked the fact it was a hosted system, which someone else would manage, back up and maintain. The minimal upfront outlay was attractive too, as were the low monthly fees - and we already knew MFSoftwareSolutions, who are a class act.
How did the implementation go?
These things can be a nightmare in our experience, so we were doubly delighted when things ran so smoothly. The system’s very intuitive and with the training we received we became competent users in no time. If we did get stuck Victor and his team quickly helped out. In fact they were ringing us to check we were okay.
What has MFJobTracker done for your business?
It’s brought a structured approach, which is really vital when you’re so busy. There are very easy, clear ways to capture in-costs, track progress and monitor profit & loss - which is vital if you want to be a healthy business that keeps its promises.
From a conversation with Peter Gibbons (Managing Director) and Pussa Skarbek (Production Manager) of Sprague Gibbons.
www.spraguegibbons.co.uk
Based in Bristol, Studio 2 is a large format print company specialising in exhibition and display graphics. Using in-house Apple Mac and HP print technology, the firm caters for a wide range of print needs for exhibitions and events; retail and commercial environments; internal and external signage.
Why did you choose MFJobTracker?
Initially, we were looking for a system to manage our sales pipeline. A lot of the products available are PC based but then someone recommended we look at MFJobTracker. The system had the features we were looking for as well as working on both PCs and Macs, so we took things from there.
Which features do you use the most?
The starting point was the sales pipeline. We have a telesales consultant working for us remotely in Swindon. With MFJobTracker we can share our prospect lists with her and highlight the individuals we want her to contact in each campaign. She can then update call histories and action points online for us to see. It’s an extremely efficient way for us to work.
We’re also implementing the project management features. It’s useful and efficient to be able to record all of our customer enquiries, estimates and job bag materials on one system and then track our jobs and manage the information centrally.
Has the system proved easy to use?
We’re picking it up section by section - as and when needed and yes, it’s a user friendly system. It was developed for design agency use, but Victor and his team have been very helpful in customising the package to the needs of a print company. It’s also useful that he’s based close to us – and we like to support local businesses where we can.
There are some aspects of the system that we will need some further training on before we use them, so we’re planning another training session with him in the near future.
Was the fact that MFJobTracker is a hosted system important to you?
It meant that there were no compatibility issues with the Macs we use in the office. As I mentioned, a lot of the other CRM systems we’d looked at were PC based.
Since we installed MFJobTracker we have had an incident with our separate accounts system. This is run on a Mac and the machine went down. Fortunately we had online backups, but predictably we’d entered a lot of information since the last backup, the day before.
Of course MFJobTracker was untouched by all this so we were able to restore the sales and invoicing information within our bookkeeping software with data held in MFJobTracker. This really demonstrates the beauty of a quality hosted system - so in retrospect, yes, the secure, hosted nature of the system was and is important!
Finally, would you say MFJobTracker has helped you become more profitable?
It’s a bit too early to quantify that – we’re only a few months in – but MFJobTracker has definitely given our business more structure.
We can now see exactly what’s going through the studio and production, what our order pipeline looks like, what we’re spending and how much we’re owed.
Being able to find and share information as efficiently as this is bound to save us time and therefore money in the long run.
From a conversation with Paul Jackman (Director).
www.studio2.co.uk
