CRM Software / Contact Management Software - Quick Guide

Amphis Customer v3.0

Shortlisted for the Software Satisfaction Awards 2011

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Amphis Customer supports any single currency and you will see some examples in dollars ($) and some examples in British pounds sterling (£) or Euros (€).

You can import customers into Amphis Customer from a spreadsheet (.csv file or .xls or .xlsx) or you can manually create them. You can also import contacts from Outlook and you can also create a customer record by simply dragging an email from Outlook and dropping it onto the main Amphis Customer form.

Amphis Software CRM displays either a Search view or a Today view as the main page. On the Search view you can search for customer records and then navigate directly to a customer record you are interested in. You can also see a list of customer records you have recently viewed and click a link to go straight to the customer record.

CRM Software

If you click the Today icon...

CRM Software Today View

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You can see a list of reminders for today (or any day you select) eg customers calling us, invoices we need to create, customers we need to call, customer invoices that are due or overdue, tasks and appointments.

Invoices that are due are shown in blue text. Any that are overdue are highlighted in red. At the click of a button you can go straight to the customer record.

CRM Software Reminders

The Today View is customizable so you can display just the reminders that are relevant to your business.

The Appointments View shows all appointments and can be used to select a date when creating a new appointment.

CRM Appointments


CRM Software - Create Customer

To create a customer, just click on the Create Customer button.

CRM Software Create Customer

and enter as much or as little information as you like.

(you need to at least enter a company name or the last name of the customer)

The customer Id is generated automatically. It can be a number eg 100500, a number with a prefix eg C100500 or it can be generated from the company name or last name eg AMP001. You can change this any time from Options->Setup page 3. You can also manually enter a customer Id if you prefer.

CRM Software Customer Details

Customers can also be imported from Microsoft Outlook contacts

CRM Software - Import Contacts from Outlook

or from a spreadsheet.

To see a list of options eg for the Title, click the lookup options button

lookup options

and choose an entry from the list. You can also add additional entries to the lists by clicking Maintain Lookup Data...

CRM Software Lookup Data

If you want to enter additional contacts, click the Other Contacts tab at the top.

To enter the address information, click the Addresses tab at the top.

CRM Software Customer Address

You can also click Next and Previous to go from page to page.

A Jobs View tab enables you to (optionally) create Jobs and assign quotes, invoices and other history items to a specific Job for easier management of the Customer History.

CRM Job View

You can record expenses for a Job and see at a glance whether the Job is within budget. A Job can be created from a quote at the click of a button with the quote details automatically added to the Job. You can also create an invoice from a quote at the click of a button.

Job Sheet Software


CRM Software Customer Notes

If you click on the Notes button...

CRM Software Customer Notes

you can display the customer notes and add new notes to the customer record. Notes are automatically time stamped.

CRM Software Customer Notes


CRM Software Reminders

If you click on the Reminders button...

Create Reminder

you can create a reminder that is linked to this customer record.

You can create a simple reminder by selecting one of the radio buttons, entering some text and specifying the date to start reminding you.

CRM Software - Create Reminder

These reminders then automatically appear on the Today view. You can also create daily, weekly, monthly or yearly reminders.


CRM Outlook Tasks and Appointments

You can also create tasks and appointments linked to customer records and optionally linked to Outlook reminders.

CRM Outlook Tasks

CRM Software Outlook Task

CRM Outlook Task Reminder

You can also create tasks or appointments that are not linked to specific customers.


CRM Software Mail Merge

If you click on the Add To Group button...

CRM Software Mail Merge

you can add this customer record to a group. This allows you to perform Mail Merge operations. For example you could print a marketing letter and corresponding address label for all customers in a specific group at the click of a button.

CRM Software Mail Merge

You can also Email Merge (Mail Merge for Email) to send an email to a group of clients.

CRM Software Email Merge


CRM Software Customer History

On the Customer History page, you can create customer letters, quotes, invoices, receipts, and much more. You can create your own custom documents eg for marketing.

CRM Software Customer History

You can also record details such as letters, faxes etc from the customer, appointments etc and attach files to these entries. For example you can create a Letter from customer entry and attach a scanned copy of the letter from the customer to the history entry so you can very easily find it and view it later.

You can also create your own custom history entry types to record any information you want to store.

You can also attach a file to the history entry eg an image, Word document or a text file.


CRM Software - Create Customer Letter

To create a customer letter, on the Customer History tab select Letter to customer and click Create Document...

CRM Software - Create Customer Letter

Enter a description for the letter and click OK

(if you have several standard customer letters that you create, you can create a separate template for each)

CRM Software - Customer Letter

A letter is automatically created in Microsoft Word (requires Microsoft Word 2003 or later version) with the name, address, date, customer and document number details filled in. This is generated from a template and you can easily change the template to add your letterhead and change the wording, fonts etc. You can remove the customer number and document number from the template if you don't want them included in the letters.

Here is an example letter.

Example CRM Software Customer Letter

This document is automatically saved along with the customer details.


CRM Software - Create Quote / Invoice

Click Create Invoice to create a customer invoice (this works the same for Quotes too)

Select Free format and enter a short description. (For an Itemized example, see further down). Click Next

CRM Software - Create Invoice

Enter some details into the paragraph and paragraph header and the price.

Any paragraph headers will be displayed in bold. Each paragraph can have a corresponding price.

Note: Your local currency and date format are automatically used. In the Setup pages you can specify which sales taxes to use eg state taxes, GST, PST, VAT etc

Here is an example of specifying sales taxes.

CRM Software - Specify Sales Tax

This is how you would specify UK sales tax, for example.

CRM Software - UK Sales Tax

In this example, UK currency (£) and sales taxes (VAT) are shown.

Click Add new paragraph to create another paragraph and add some details and a price for the 2nd paragraph.
The Subtotal, Tax and Total are automatically calculated for you.

CRM Software - Create Invoice

Click Next

The invoice is automatically created in Microsoft Word (requires Microsoft Word 2003 or later version) with all the details filled in. This is generated from a template and you can easily change the template to add your letterhead and change the wording and fonts etc.

Here is an example invoice.

CRM Software - Invoice Example UK

Close the invoice by clicking the X.

This invoice is automatically saved along with the customer details.

We also have some new templates you can download from here which look like this.

Invoice Template


CRM Software - Quotes Management

You can create Quotes in the same manner as shown above for Invoices and you can also create Itemized Quotes (see below). You can select a Quote in the Customer History tab and right-click on it and select Mark as Invoiced to indicate that an Invoice has been created for a Quote. You can also click Invoice From Quote to automatically create an Invoice from the selected Quote, and this also marks the Quote as "Invoiced". From the Reports menu you can run Reports to show Quotes that are not marked as being invoiced to help you manage your quotes.


CRM Software - Customer Account

If you click the Customer Account tab you will see that the invoice is marked as Part Paid and the deposit paid is listed for it and the amount outstanding is shown.

CRM Software Customer Account

After 30 days, if receipts have not been created for the total amount, the status will change to Overdue and this customer will appear in the CRM Overdue Accounts Report.

If you select the unpaid invoice and click Create Reminder to create an Overdue Invoice Payment Reminder

CRM Software - Create Payment Reminder

a Payment Reminder document is automatically created.

This shows the total amount of the invoice, any payments already received and the balance outstanding. This is generated from a template so you can easily change the wording and fonts etc.

CRM Software Payment Reminder letter


Click Previous to go back to the Customer History tab. Click Create Receipt... to create a receipt for the outstanding amount as if the customer had just paid the invoice.

Enter the amount as 502.25 in the Amount field.

If there is only one outstanding invoice, the amount is automatically allocated to that invoice in the table.

CRM Software - Create Receipt

Click OK

A Receipt is automatically created in Word and the Customer Account page is updated to reflect that the invoice has been paid.

Click OK to close the customer details.


CRM Software - Create Itemised Quote

If you click Create Quote to create a quote, and select Fully itemised you can create a quote by adding items from an Items Database. You can also specify costs for labor, shipping, discounts etc.

Here is an example of an itemised quote being created (this example uses dollars).

CRM Software - Itemized Quote from Items Database

The items can be created in the database manually or imported from a spreadsheet.

The document is generated from a template and so the wording, fonts, table format etc can all be changed to suit your requirements.

Here is an example quote.

CRM Software -  Example Customer Quote Itemized


CRM Software - Customer Search

On the main form, you can search for customers by customer id, company name, customer last name or first name, postal/zip code, address, history details or document number.

The history field matches the descriptions of history entries created in the Customer History page. If you know a specific document number eg of a letter or invoice, then you can search for the customer using that.

CRM Software Search Customer Records

You can type entries into just a single field, or type entries into multiple fields to narrow down the search.


CRM Software - Reports

There are more than 20 reports you can run to display customers with overdue accounts, customers with outstanding payments, top spending customers etc and you can also create your own custom reports.

CRM Software Reports

Here is an example of the monthly sales totals report (this example shows dollars $).

CRM Software Reports - Monthly Sales Totals


CRM Software - Custom Fields

You can specify custom fields to display on the Custom tab and you can rename the tab to match your custom data. Or if you prefer, you can just disable the Custom tab so it doesn't get displayed. Here is an example of the custom tab renamed to Personal and some custom fields displayed. You can call the fields anything you like and you can use text fields and also check boxes.

CRM Software Custom Fields


CRM Software - Address Labels

You can print customer address labels either one at a time, or you can add multiple address labels to a list which you can then Print Preview or Print in one go.


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Web Access to Customer Records

We have a free add-on for viewing Amphis Customer records in a browser.

Web CRM

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CRM Software Features

Record sales per salesperson

Record an invoice against a salesperson and display sales per salesperson.

Supplier Invoices

Record supplier information and supplier invoices and record payment of those invoices and set reminders so you don't forget to pay them.

Email quotes and invoices as PDF

When you Email your documents eg quotes and invoices you can have them automatically converted to PDF. (This feature requires Word 2007).

Support for Windows 7 and 64-bit PCs

Amphis Customer now works on Windows 7 and also on 64-bit PCs as well as 32-bit PCs.

Link to Google Maps

You can view google maps for an address.

CRM Software Customization

As well as the Custom tab (which allows you to customize 28 fields), you can now also customize the Main tab to store information specific to your business. For example, if your customers are pets, not companies, you could store Name of Pet rather than Company Name.

Import Customer Data From Earlier CRM Software Versions

Simple to use facilities to import data and documents from earlier versions of Amphis Customer.

Invoice Due Date

You can now specify the Due Date per invoice. By default this is 30 days from today but you can also specify the default invoice period to suit your business eg 14 days.

Job Sheets

You can automatically create a Job Sheet when you create quotes or invoices.

Export CRM data to Sage

Export customer details and transactions to .csv files that can be imported into Sage CRM Software.

Powerful customer search facilities

As well as the search facilities on the main page, you can also search by date and type for transactions and customer history entries on the new View Customer Transactions and View Customer History report options.

CRM Software Customer Transactions

CRM Software Customer History

Import customers into CRM Software from spreadsheet

Import customers from Excel .xls files as well as Comma Separated .csv files. You can specify which spreadsheet columns map to the database fields, and any additional fields in the spreadsheet can be mapped to Custom fields in Amphis Customer CRM Software.

import from spreadsheet into CRM Software

CRM Software Reminders

Reminders for today are now displayed on the main page eg customers we need to call or email, quotes or invoices we need to create. Also any customer invoices that are due are displayed. Any that are overdue are displayed in red. You can navigate straight to the customer record from the reminder.

CRM Software Reminders

CRM Outlook Integration

Simply drag and drop an email from Outlook onto the Amphis Customer main form and the corresponding customer record is automatically displayed with the email added to the customer history. If there is no matching customer record, the user is prompted to enter a few details and a new customer record is created with the email added.

CRM Outlook Email Templates

You can now send standard emails or standard email replies using customizable Email templates.

CRM Outlook Email Templates

Customer Invoice Deposit Paid

When creating an invoice you can now enter an amount that the customer has already paid. A receipt is created for this amount and the balance of the invoice is reduced by this amount.

CRM Software customizable fields

You can store information specific to your business in more than 30 customizable fields.


CRM Software - Currency and Dates

Amphis Customer CRM Software automatically uses your local currency and date format eg

CRM Software Dollars

$ dollars

CRM Software Pounds

£ pounds sterling

CRM Software Euros

€ euros

CRM Software

US date format

CRM Software UK Dates

UK date format