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SoftwareSupp

4 min read

How SoftwareSupp stands out from other agencies, freelance platforms, and hiring directly

Why is it easier to get your project done with SoftwareSupp than with another platform. agency or a freelancer?

We know our clients' most common problems, so we want to help solve them in the best possible way.

We know our clients' most common problems, so we want to solve them in the best possible way.

When I was looking for companies where I could easily submit a project requirement, I couldn't find the right place. Most of the sites offered to hire an expert to implement my project. For me, however, the most important thing was to solve my problem. I did not have enough knowledge about the software to implement the solution in the company myself. I needed a quick and accurate implementation of my project, carried out by a verified professional. I wanted to run the project well and easily communicate with the person managing the entire process on the part of the company.


If we were to create the typical customer story of ours, it would look like the one above. So why is it better and different to work with us than with another agency, software house, or freelancer?

Some important reasons below:

  • We have experience in the realization of our clients' projects even in niche softwares. The contract, project scope, and other necessary documents are signed electronically - it saves time for your company.
  • You don't have to worry about who you employ - our expert base includes software specialists verified by us in a multi-stage process. SoftwareSupp requires experts to follow specific rules, including response/delivery time. You can find the full description of the recruitment and verification process here.
  • Dedicated platform for project realization. Our ticketing system is designed to enhance easy and fast communication during the project. The client, an expert, and our project manager who is supervising the entire process, can easily communicate, which translates into quick implementation results.
  • An easy and convenient way of billing. The payment system at SoftwareSupp is easy and secure. Doesn't matter if you want to get an upfront project quote or start your support package and start working within 24h. We have a secure payment system - an escrow account, where the funds are being deposited and are only paid out to expert once you accept the project completion. On the other hand, such a system makes that the expert who is carrying out the project can be sure that the fund is deposited on the account before the project begins. 
  • As part of our Terms & Conditions, a confidentiality agreement is signed electronically. The agreement covers business-related matters - our and expert's responsibilities, NDA, copyright, possible complaints. So your company's interests are secured. Here you can find the details about our Terms & Conditions.  
  • We monitor the quality of our services with the NPS scoring and a regular status calls with a client & expert during the project. You can keep track of the level of project implementation - stage of the tasks, which have already been completed and which are planned for the near future. Besides this, the client receives regular reports from us with completed tasks. Read more about our quality.
In SoftwareSupp:
  • You get a platform adapted to software projects
  • You get a verification process for software experts
  • You get quality monitoring processes adapted to software projects
  • You get experts specialized in a given software
  • You get a clear billing method, we are often a cheaper alternative

Hiring a freelancer directly or through a freelance platform also involves high risk. In this case, there are even more concerns and unknowns. Working with a freelancer does not provide any of the above-mentioned services.

With us:
  • You know who you employ - we have a verification process in place
  • You get proper monitoring of the quality of delivered services.
  • You get a  secure payment system & electronic documentation

Summarizing...

SoftwareSupp was created with the software projects in mind. In terms of our services, the client needs help from an expert of a given software, consulting (determining the scope of the project and its individual elements, advice on what solution will be the best, sometimes also an audit) to implement the solution in the company. SoftwareSupp offers all of the listed above all consulting services. We have a database of qualified experts who, based on their experience, know how to solve customer’s technical problems. The database includes experts in a field of various technologies, thanks to which we have a wide range of solutions. The jobs tab contains all the current offers from clients that cause them real problems and require a specific solution. We will make sure that your project is accepted for implementation by a verified software expert & you’ll complete your project successfully.

As a result, our customers observe as high as 2x growth in leads' volume, +100% increase in deals' conversion, and dozens of hours saved on doing manual tasks when connecting their right business strategy with our software services.
If you still have a few questions about our way of operating, please read the Q&A on our website in the customer tab or contact us directly.

Matt Pliszka

Consultant at SoftwareSupp

Customers

12 min read

How edtech company connected multiple lead sources to Pipedrive

Implementing a CRM system in a company from scratch requires learning about their needs, their current sales funnel, the tasks they perform daily, and the goals for the implementation.

Time of the project: 1 month

Scope:
  • optimization of the sales process
  • creating one database where the sales, marketing, and recruitment teams would be able to find all the details related to clients and deals
  • creating a single point of reference for tracking conversations, storing relevant files, and browsing report
Effect: New system in Pipedrive with filtering and sorting options that weren’t available before. The system faster than a spreadsheet and fulfilling the highest data security standards. Adding integrations and automation made using the system even more efficient which results in accurate sales data, improved relationships with clients, and better internal communication within the company.
Expert responsible for the service realization:
Aleksander Dytko, SoftwareSupp Pipedrive & Zapier Expert
I was working on a full-scale implementation project on Pipedrive - from the discovery phase, through implementation, the integration, testing to optimization. One of the biggest challenges was integration strategy to combine multiple lead sources connected via native integrations, Zapier-like tools, and Pipedrive's workflow feature.

Setting up an efficient Pipedrive environment requires creating integrations with other apps that the team uses on a daily basis. Synchronizing data among those apps is an important step to ensure coherent communication with clients, effective automation, and significant time savings.

The setup we’ll describe today was created for a polish edtech company, a programming school based in Poland. They teach their students how to code using an online education platform, mentorship, and tasks oriented at team cooperation. Thanks to that, the graduates are equipped with the skills they need in the workplace. After the certification, the company also supports its graduates in the job-searching process and recruitment.

The company  hasn’t used any CRM systems before. All sales activities were saved in a spreadsheet with an endless number of rows. They wanted to streamline their funnels and procedures as well as create a reliable source for reporting.


Implementing a CRM system in a company from scratch requires learning about their needs, their current sales funnel, the tasks they perform daily, and the goals for the implementation. All of that happens smoothly when you work with a professional consultant who can map out and create a custom setup that responds to your company’s strategic goals.

Working on the Pipedrive implementation with SoftwareSupp

The first step is always to find the right expert. To achieve that, the company posted a job offer on the SoftwareSupp platform. They needed a person who would be able to fully implement Pipedrive at their company, migrate their existing database, create integrations, and train their employees on how to use the system.

When posting a job on the SoftwareSupp platform, you can be sure that you’ll get offers only from verified experts that have the skills and experience required to complete the tasks. The Company collected responses from several experts that matched the criteria. The SoftwareSupp team assisted them in choosing the most suitable consultant for the job.

Aleksander, the expert responsible for this project, specializes in Pipedrive implementations. He also knows how to approach app integrations, as he works in a sales department and administers a variety of sales and marketing tools on a daily basis.

Apart from working with the expert, the company had the support of a dedicated SoftwareSupp Project Manager. Mike, who coordinated this project, set up the kick-off meeting, helped to define the scope of the project, and was in touch with both the client and the expert until the project was completed. This model saves a lot of time on the client’s end. Project coordination is done externally and it doesn’t require a high level of involvement from the client’s team.
The Project Manager also engages in quality monitoring at every stage of the project. Hiring the expert with SoftwareSupp ensures that the job will be done most effectively. When the project is completed, the SoftwareSupp team gathers feedback about the expert’s work and calculates the NPS score that helps to maintain the highest quality of all the projects.

Learning about the client’s needs

During the initial introduction call, Aleksander, as a consultant responsible for implementing Pipedrive, asked a series of questions that allowed him to create the setup that matches the exact client’s needs. Some of the most important questions that should be asked at this stage are:

  • Why do you want to implement a CRM system at your company?
  • What are the goals you’d like to achieve with Pipedrive?
  • What are the metrics that you’d like to analyze?
  • What does your team structure look like?
  • What is your product?
  • Are there any differences in the funnels for specific products that you sell?
  • What are your lead sources?
  • Which apps are you using for work?
  • Who will be using Pipedrive?
  • What are your minimum setup requirements to start testing Pipedrive?

Having gathered these details, Aleksander was prepared to start working on their Pipedrive account. Aleksander also used visual tools such as Cawemo to present the flows that will be created in Pipedrive. Thanks to that, the client was able to see if the flow matches what happens within the company and give their feedback in real-time.
The main goal of this implementation was to create one place where the sales, marketing, and recruitment teams would be able to find all the details related to clients and deals. They also needed a single point of reference for tracking conversations, storing relevant files, and browsing reports.

Setting up Pipedrive

Up until this point, the company sales team used a spreadsheet that consisted of thousands of rows to track their sales activities. Organizing leads, deals, and clients in this way was extremely cumbersome and time-consuming. They needed optimization for their sales process as the client base was constantly growing.

The first step was to import all the client data to Pipedrive. Aleksander structured the database using names that were already present in the spreadsheet to create matching custom fields in Pipedrive. Thanks to that he was able to create contacts in Pipedrive that were then ready to be used for further operations.

Additionally, Aleksander mapped out other necessary fields in Pipedrive to make sure that all relevant data is stored in one place. He also made sure to properly track lead sources and created integrations to make sure every new lead lands in Pipedrive. 

Lead sources indicate how the lead got first in touch with the company. Updating them in Pipedrive manually would be time-consuming and increase the sales team’s workload. To avoid those repetitive tasks, Aleksander created integrations that update these fields automatically. Thanks to that, the team is always up to date and knows exactly where the lead comes from and what the most effective lead sources are.

The lead sources that the company uses are web forms (WordPress plugin), Facebook forms, ClickMeeting, and CallPage. In the future, they also want to expand lead sources to Google Ads and YouTube. The setup is ready to accommodate those needs.

To make sure that the contacts and deals include all the relevant details, Aleksander created custom fields for the company account.

All deals had these additional fields:

  • Deal source
  • Course edition
  • Start date
  • End date
  • Course name
  • Payment method  (bank transfer, employer, Labor Office) 
  • Source of financing (Labor Office, employer, own resources)
  • Payment date

Pipedrive is a highly customizable tool, so the setup can be adjusted to the client's business model. The company needed specific fields related to payments and course financing. Some courses are paid for by the student’s employers which is not a typical setup for a B2C funnel.

The company also needed several funnels to address the specific needs of different teams and client’s lifecycle. The structure included five separate funnels:

  • B2C Sales was designed for individual clients
  • B2C Operations was used for managing courses in progress
  • B2B Sales provided an overview of business clients
  • B2B Operations was similar to B2C Operations, bur was used for group courses
  • Recruitment helped the team manage the graduates’ recruitment processes at partner companies

What is a really important advantage of using a CRM system is the possibility to store the entire conversation history in one place. It’s possible to achieve without much additional work when you integrate your mailbox with Pipedrive. This automation allows the team to copy emails sent from Gmail to Pipedrive. With a Gmail integration, the company team can send messages just as they are used to, but the conversations are saved in the contact history.

Integrations with other applications

To make sure that the Pipedrive setup is at its maximum efficiency, it’s necessary to create integrations with the applications that the team uses every day. This way, many tasks can be automated and all the important data is automatically transferred to Pipedrive. The team saves time and has more contextual data that helps them build relationships with future and current clients.

The company team uses SALESmanago as their email automation tool. They create campaigns and categorize their leads in this application. Thanks to its integration with Pipedrive, they can transfer data between the systems. The lead status, personal details, and information about the courses are always up to date.

SALESmanago application

CallPage is another essential app that the team uses. It’s a callback automation software that the company uses. It allows the team to provide immediate free phone callback to potential clients. The company has a CallPage widget on their website. When a potential client leaves their telephone number, the consultants call them back using the CallPage software within 28 seconds.

CallPage widget

It’s an important lead source for the company. When a lead leaves their phone number, and the consultant calls back within seconds, the contact in Pipedrive is automatically created. They have a native integration with Pipedrive, so it's possible to use the CallPage interface to create automation.

You can use the API key you’ll find in Pipedrive to fill in the integration details in CallPage. The integration will be visible in the CallPage app. The CallPage leads are then automatically redirected to Pipedrive. 

Source: callpage.io

ClickMeeting is a video-conferencing platform that the company uses to host webinars. They needed an integration that would allow them to create deals and contacts in Pipedrive based on the details provided by the participants. ClickMeeting has native integration with Pipedrive, however, what the client needed was something different than the default integration provided. The company needed deals that were based on the actual webinar participants’ details, not based on the registered users. The default integration setup allows only to export the registration list.

Aleksander created a custom solution for this scenario. He created a Zapier template that the sales team can use when they create a new webinar.

ClickMeeting template in Zapier

The team needs to provide only the Room ID and the webinar title to make the Zap work. The instructions that Aleksander provided made it easy for the team to use the template and create deals automatically in Pipedrive.

Guiding the team on how to use Pipedrive

The implementation was not the end of the support the company got from the expert and SoftwareSupp. Aleksander met up with the team twice to teach them how to use the software. After each of them, he made the adjustments based on the comments that the team provided. Aleksander also created a document with detailed descriptions of all Pipedrive procedures that serve as a guide for all Pipedrive users at the company. It will also be a useful step in the onboarding process for future new employees.
Setting up the CRM system in the right way requires listening to feedback from people who are using the software every day. Once they get familiar with the system after the initial training, they can explore the features and find what works and what needs improvements. The most important goal of implementing a CRM solution is to make it easier for the team to perform their tasks. They are the ones that will be using Pipedrive from then on, so the setup needs to mirror their workflows and make them more efficient.

Adding a ticket on the SoftwareSupp platform

At any time of the project, the company team was also able to submit tickets on the SoftwareSupp platform if they needed some help. After the project was completed, the SoftwareSupp team gathered feedback about the cooperation with the expert and the results.

Working with Pipedrive

Implementing Pipedrive allowed the company to save time on tracking sales activities. The team can now focus on working with leads and closing deals. They don’t need to divide their focus between making sales, browsing spreadsheets, and wondering if the data that they find there is up-to-date.

The team has also access to Pipedrive Insights where they can track their progress and analyze sales data. They can create custom reports and make better business decisions for the company.

Having multiple integrations in place, they can also benefit from automation that adds contacts and deals automatically. The integrations also fill in custom fields, so every detail the team would ever need is always in Pipedrive.

The company team was able to discard the spreadsheet they worked on before. In Pipedrive, they now have the filtering and sorting options that weren’t available before. It’s easier to find the right details. Also, the application loads faster than the spreadsheet and fulfills the highest data security standards.

Having a CRM system in place is the most professional way to manage sales funnels. Adding integrations and automation makes using the system even more efficient which results in accurate sales data, improved relationships with clients, and better internal communication within the company.

Note: the customer has not decided to share their name, due to security/NDA reasons.

Aleksander Dytko

Certified Pipedrive CRM Freelancer

Customers

12 min read

Data migration to HubSpot for travel management company

How travel management company successfully migrated 46,000 records to HubSpot and unified data structure.

Time of the project: 3 months

Scope:

  • data migration to HubSpot
  • matching and structuring data from two separate databases
  • merging duplicate record while at the same time keeping the history of both records
  • mapping out the custom deal structure and creating custom fields in HubSpot
  • uploading 46,000 records to Hubspot that included companies, contacts, notes, tasks along with the record history
Effect: 46,000 records migrated to HubSpot, unified data structure, new custom fields, a list of new leads for the sales team
Expert responsible for the service realization:
Alistair, SoftwareSupp CRM Expert
I am working on full data migration to HubSpot. We have built the API routine available to load Tasks, Call's and Notes into Hubspot, this has been tested on a several occasions over the last few days and works as I would expect.

When two companies are joining forces, there are also two sales databases that need to be unified and structured. Merging data from two systems into one requires data manipulation and restructuring. The most important point is to make sure that the imported records are easy to be accessed and managed in the new system. Up-to-date reporting is also a benefit that results from proper database migration.


Two companies the challenge of merging data from two CRM systems into one. Company X delivers expense management solutions under three brands. Their systems are easy to deploy and compliant with the country-specific regulations. The company helps mid-sized and large enterprises as well as governmental institutions to track and manage the expanses of their employees.

After the acquisition of one of the brand, the company X wanted to move their database. They wanted to make sure that all the records are properly migrated and that all the duplicates are merged and adequately managed in HubSpot.

The company X posted a job offer on the SoftwareSupp platform to find the right expert for the job at hand. They needed someone who’d be able to structure and migrate data while maintaining the highest level of data protection They also needed an expert that would be able to create custom scripts for the import and the subsequent upload of records to the new system.

Alistair is a HubSpot expert with over 15 years of experience in data migration. He provides integration solutions for companies that require support with online platforms and CRM systems across multiple sectors.

His experience with various CRM systems and data migration was a perfect match for this project, as he is aware of different methods of data manipulation. Alistair prepared the project estimation and agreed with the client on the scope of the project.
The project was coordinated by the SoftwareSupp Project Manager. All the tasks were created and tracked in Asana. It allowed everyone involved to stay up to date and verify the progress at any given moment. All the tasks included time estimations. The responsibilities were also assigned in Asana to make sure that everyone has a clear picture of their tasks. When you hire an external consultant, it’s crucial to be able to track the progress and deadlines.

Data export and manipulation

The database was the one that belonged to one of the brands, and the HubSpot one belonged to the company X. The goal was to move all records to Hubspot to create one clean database for the sales team. The migration involved contacts, companies, deals, conversation history, attachments, and other related data. 

The first step of the project was to export data from both systems and to structure them in a new database. Then, the records were converted into spreadsheets. The majority of data manipulation was done at this stage to better prepare the data for the upcoming upload.

Source: hubspot.com

Alistair created a database that included data from both systems in Microsoft Access. To ensure maximum data protection and security, all actions were performed on the client’s servers. The expert created all scripts from scratch in this environment. For duplicated records, both the company X and one of the brand's data history needed to be kept and stored in HubSpot. 

The company X didn’t want to move only the current deals, but also all the deal history. That meant 15,000 separate deals. Some of the past deals included owners that had left the organization, so they couldn’t be copied in a straightforward way. They needed a new owner within the organization and new notes that the previous owners had left the company.

The next step required input from the client. HubSpot and another CRM system are separate systems that differ in the way they handle data. Brand's deals were managed with a different setup of stages than the ones that were stored in HubSpot. The client was able to make the choices on how to manage the records and add comments. The goal was to make sure that the imported data will be useful for the team. They also needed to decide who would be the overall owner of the contact. Contacts could be owned either by brand or company X.

The deal mapping also needed to be signed off by the company team to confirm that all deals will be put in the adequate stages. The expert created a list of the differences in deal stages and custom fields that needed to be reviewed. He also asked the client several questions that allowed him to create the most effective data structure and custom fields in the new system.

The duplicate records were also taken care of at this stage. Alistair merged the records in a spreadsheet. To match the data from both systems, he verified the following details: name, telephone, address. If at least one of the conditions was fulfilled, the records were merged.

In HubSpot, a contact record is recognized by its email address. By default, you can’t create a contact record without the email address. For companies, the unique identifier is the website address. Alistair created sample email addresses and websites that point out that the record was migrated from another CRM system.

Thinking about future employees and deals, the expert created a number of custom fields that inform the users about the import source and additional bespoke details from another CRM system.

If the deal was lost in the brand's pipeline, it was added as a lead to HubSpot. It’s a source of new contacts for the company team as they might want to approach them in the future.

Uploading the records to Hubspot

Having received the client’s input, Alistair structured the records according to the client’s instructions. Additionally, he added a reference note to all the records migrated to HubSpot saying that it was migrated from another CRM system. 

The first sample upload consisted of 500 records. When the test portion of the migration was completed, Alistair continued with the following 46,000 records.

In Hubspot, when you allocate a new contact, the application sends out an automated notification. The team needed to switch off all the notifications during the uploading process. Otherwise, they’d receive thousands of automatic emails. Alistair informed the client when the uploading will take place so that all the employees could switch off the notifications.

The first part (companies, contact, deals) of records was possible to upload using the default HubSpot tools. The rest (notes, tasks) needed to be loaded via HubSpot’s API.

Source: hubspot.com

For notes and tasks, Alistair created a script that was opening the spreadsheet and uploading the notes one by one. 

The majority of records went through via API, but some showed up in the system as “pending”. Alistair reached out to the HubSpot support to solve this issue on behalf of the client.

If the note included the word “meeting” and was scheduled in the future, Alistair created a script that transformed it into a task in Hubspot. This way, all the tasks were triggering alerts to the Owners in due time.

Once uploaded, Alistair verified if all data from another CMR system is in HubSpot. From 64,000 separate records, only 220 were not uploaded. Those were the records that contained imprintable characters exported from another CRM system. The expert manually deleted the characters, so that they could be uploaded again without errors. After this last operation, all data was successfully migrated to HubSpot.

Merging two environments for easier sales management

The major benefit of this migration was that both company X and brand teams were able to work within the same environment and cooperate to close deals and increase sales.

An additional benefit was that lost deals from the brand's funnel were added to the company's X pipeline as potential leads. They created a new database of potential clients that could be contacted in the future. 

The company X team can now access all data history in one place and browse sales data related to all the brands within the Group. It’s necessary for better reporting and making strategic decisions.

Working with a SoftwareSupp consultant on data migration saves you a lot of time and hassle as an experienced expert knows how to handle data manipulation. It’s also necessary to structure the database before the upload. Outsourcing this work is a decision that allows you to make the migration process easier and the results will bring you benefits in the long run.

Note: the customer has not decided to share their name, due to security/NDA reasons.

Alistair Knox

Certified HubSpot Expert

Scoping session - How to run an effective scoping for your project?

What is a project scope and how to plan your project with SoftwareSupp? Use our scoping tool or book free scoping session with a SoftwareSupp consultant.

As PMI research on project management practices shows, over 50% of the projects that fail in the early stages are failing due to poor planning. Inexact cost estimation or incapability of defining clearly the project's objectives and milestones can end up with your project before it even starts.

Of course the scope of the project can change to some extent during the implementation phase but outlining the most important deliverables is crucial if you want to succeed. 

Preparing a detailed plan will also help you to deal with the changes in a more effective way if they occur during the project execution.

In this article I will share with you our best practices in project scoping based on multiple CRM and Web projects completed successfully for our clients. I will also go with you through the typical project scoping we do at SoftwareSupp. After reading this article you will be able to decide which option is better for you - posting your project directly using our scoping tool or booking a free scoping session with our software consultant first.

What is project scope?

In a simple way, the scope of a project is a list of what has to be delivered during the realization phase in order to achieve project’s objectives together with the characteristics of these deliverables, order, budget and timeline.

One of the best agile project management methodologies, Prince 2, says that every project must have at least two logical phases - a planning phase and an implementation phase. In short, it is impossible to effectively manage the implementation phase if we do not have a solid benchmark, which is the scope.

It doesn’t matter what kind of project management technique you are using, the common practice is to divide the project into tasks. Especially if your project is a complex one you might want to break it down into smaller parts. This will allow you to get estimates of time and budget as exact as possible.

How to start project scoping?

Every project is different and as such needs an individual approach. However, based on our experience from several dozens of completed projects we know that there are some common practices that can help you to plan every kind of software related project. We prepared for you a short list of 6 things you have in mind while doing your project scoping:

1. What are the core processes in your organization, especially those related to individual and integrated functioning of the areas mentioned below?
  • Customer Acquisition (Sales)
  • Marketing
  • Design
  • Production
  • Customer Service
  • Quality & Product/ Service Delivery
  • Management Responsibility
  • Financial Analysis & Reporting
  • Accounting management
  • Administration
2. How the technology you use supports these processes and what software stack is used? 

While creating your project at SoftwareSupp you can choose from the list of almost 60 software available. If the software you need is not on the list just add it by typing its name manually in the field.

3. What additional technology needs to be implemented and what kind of integrations need to be set up to improve your processes?

Now when you have the list of the processes and your software stack defined you can think of what are the areas of improvement/bottlenecks in those processes? In order to make the processes more efficient it is not always necessary to add more tools to your technology stack. Sometimes you can obtain better results by integrating the tools you already have to automate your processes. It might even occur that after the integrations are done correctly you will need less tools and you will be able to cut your licences costs.

Our project manager will be happy to go with you through your technology stack during the free scoping session and advise you about the integration capabilities of your software. 

4. What is the timeline of the potential project? 

In order to ensure the proper change management and smooth implementation of technology we strongly recommend breaking the project into smaller tasks. You should define the outcome you want to achieve with each task and establish a clear deadline for each of it. This will allow you to follow the project progress and to make necessary adjustments in a more efficient way.

At SoftwareSupp we understand that the project scoping is not only about defining the deliverables but also about documenting them.

Before you start spending your money we want you to have a project plan as precise as possible. 

That is why we strongly recommend using our scoping tool while posting your SoftwareSupp projects. The scoping tool will help you to define your project’s task and milestones.

Knowing with details your requirements we will be able to prepare for you an exact offer with the time and budget estimate for each part of the project, just like this one:

5. What resources need to be allocated to complete the project successfully?

When you already know how much time and effort you will have to spend for your project you can think of the resources you will need in order to execute it properly.

Are there people in your company with the right set of skills to run this project? Would it be possible to engage them in this project without compromising their daily responsibilities?

In many cases you can cut the cost of the project implementation by outsourcing it to external service providers like SoftwareSupp. It will not only reduce the budget you will have to spend on the project but also you will get the guarantee that the project will be executed by an experienced specialist in the particular field.

6. What is the budget that can/shall be allocated to the project?

There are different ways you can calculate the budget that should be allocated to the project. You can estimate the budget by the number of hours needed to complete each task and the hourly rate of the person responsible for the project implementation in case you decide to outsource it. This method however includes some risks, as the number of hours is always an estimate and it can go higher during the project implementation. The other way is to estimate the budget using the comparison with similar projects, however, you might not always have access to such data

At SoftwareSupp your project will be estimated by specialists according to industry standards and you will always know the full price upfront, before the project will start.

In case you already know the maximum budget you want to spend on your project you can always put it in non-obligatory budget field so our expert can adjust their offers accordingly.

How to use SoftwareSupp scoping tool step-by-step


Now when you know what are the most important elements of project scoping I will show you how the SoftwareSupp scoping tool can help you to define your project scope in just a few minutes. At the same time you can go to our “post project” page to see how the process looks like in practice.

1. Choose the right category for your project

Regardless of the technology you are going to use if your project falls into the categories of CRM, Website building or E-commerce you can use our suggestions drop-down list. The first step is to select the right category for your project:

You can choose more than one category or change it after adding some task already.

2. Select the tasks from the list or add them manually

Once it is done, it is time to select particular tasks you want to be completed within your project (if you want to see the suggestions for all the categories just keep the “All” as a category. In case you don't want to see any suggestions at all and add all the tasks manually just remove the “All” from the field and keep it in blank).

The list of the suggestions was prepared by the SoftwareSupp team after carefully analyzing dozens of CRM and web projects we have carried out so far. As we acknowledge that every project needs an individual approach we have also noticed that some tasks tend to repeat in most of the projects more than the others. Also, many of our clients are not fully aware of the wide range of possibilities the software they are using (or they are planning to use) offers. Here is where our suggestions list might help them to discover features they had no idea existed and define the scope of the project better.

You can add as many tasks as you want and remove them if necessary. If there is a task in your mind that you can’t find on the list just add it by manually typing it into the selected field.

3. Describe what are your expectations

I know that some of the project requirements might be difficult to define as a task. That is why you also have the option to add the description of your project - however, it is not obligatory. 

In this field you can write your expectations, what is the result you would like to achieve with this project or maybe some possible questions:

In case you have already prepared a document or a chart with your project requirements or maybe you want to add some mock-up designs to your web project don’t worry. You will be able to add the links and photos/screenshots in the very next steps of posting your project.

Scoping Session with SoftwareSupp consultant

But what if you have already defined the objectives but you are not sure which technology will be the best fit for your project? Or maybe you would like someone to help you with the scope and to show you all the possibilities of different technologies before you make the final decision ? No worries, at SoftwareSupp we offer you a free scoping session with our software consultant to make sure we understand well your needs and that we can offer you the optimal solution.

How does the scoping session look like at SoftwareSupp?

Scoping session is a free meeting with our specialized software consultant and  our project manager where we go with you through your ideas and advice on the solutions.

Be prepared for answering a lot of questions during the session.

For CRM project we will ask you about:
  • Your sales process
  • The way you collect and store you data currently
  • Tools/applications you use in the company that should be integrated with the CRM
  • Your expectations about the analytics and reporting
  • Your marketing flows
  • Your lead sources
  • The way you manage your project
  • CRM training for the users
  • What are the biggest challenges the team and the management are facing every day
We will go with you step by step through or CRM guide and we will help you define the areas for improvement.
The process is very similar in case of a web project. For the new projects we will ask you about:
  • Theme and design
  • Your products/services
  • Your target audience
  • Your goals
and we will advise you on:
  • Delivery options, payment methods (for e-commerce)
  • Integrations with third party tools
  • Analytics
  • SEO optimisation
  • E-commerce chanel building (e.g. Amazon, Ebay, Wholesale, etc.)
  • UX/UI
  • Marketing optimisation
  • Reviews collection
  • Blog setup
Now you are ready to start your first SoftwareSupp project. Post your project here using our scoping tool or schedule a free scoping session with our consultant.

Agnieszka Mutwicka

Software Consultant

CRM

5 min read

Fantastic lost reasons and how to set them up

To analyze your lost opportunities you need to have the proper kind of data that will make your analysis as painless and as little time consuming as possible. How to do it and where to start?

Learn more about Jan's profile and hire for services on his SoftwareSupp Expert profile page.

I firmly believe that tracking your lost opportunities is as important and in some cases even more important than tracking your wins. After all, won opportunities are pretty self-explanatory, obviously there are some metrics we can track and conclusions we can derive from them, but at the end of the day keeping an eye on your loses might in many cases give you a better idea of where the market is heading and how the needs of your clients are evolving.

A tale of two data sets

To analyze your lost opportunities you need to have the proper kind of data that will make your analysis as painless and as little time consuming as possible. Before I dig into the various possible reasons we can track, let’s look at the two major types of data we can collect which are quantitative and qualitative data. As their names suggest, the first set deals with numbers, hence the quantity and the second one with in-depth descriptions. With these sets of data we can follow one of the 3 scenarios:

1st scenario: Only qualitative data

Qualitative data sound great, after all they are supposed to give you deep insights instead of raw numbers. Take a look at the sample qualitative data set below:

Lost reasons:
  • Client went silent
  • Not responssive
  • Doesn’t pick up the phone, doesn’t respond
  • Went with our competitor X (more features)
  • Choose Y instead of us (better track record working with their industry)
  • Compared us with different companies and choose someone else
  • They couldn’t afford our services
  • Didn't have the budget
  • No budget this quarter

In this scenario lost reasons are tracked as comments. They provide a deeper understanding of why a particular opportunity was lost, in some cases they even specify which competitor was chosen instead of our company.

However, we need to remember that this sample data set only shows 9 opportunities, whereas in a in a real company those would be hundreds if not thousands of deals. Who would be capable of analyzing such a data set and how could any decisions be made based on it?

Since, analyzing qualitative data at scale is practically impossible instead of getting a better understanding of our business, we end up looking for a needle in a proverbial haystack.

2nd scenario: Only quantitative data

In this scenario, lost reasons aren’t tracked as comments using open text fields, instead they are selected from a pre-defined list of lost reasons in a company CRM. Take a look at the sample quantitative data set below:

Lost reasons:

At first glance, we are able to see that this set of data is much simpler to analyze. We have a total of 9 lost opportunities distributed evenly among the 3 available lost reasons. It’s all simple and clear if we need a high-level analysis, however the trouble begins when we want to dig deeper and try to understand why we are losing our business.

Let’s say we want to tackle our competitors. We find the corresponding reason - Different provider, and analyze it. We see that it currently accounts for 33% of our lost opportunities, but why is that? Why did we lose that opportunity? There’s a number of number of questions which remain unanswered:

  • Why were our competitors chosen instead of us?
  • What company was chosen in those 3 lost opportunities?
  • Was is the same company? Or maybe 3 different providers?
  • Why were they chosen instead of us? Was it the price? Was there something our product or service lacked in comparison to our competitors?

All of those questions are not only valid, but crucial if we want to adjust our offer, improve our processes and increase our closing rate and quantitative data doesn’t give us the answers.

That being said, if qualitative data is too difficult to analyze and quantitative data doesn’t give us enough insight to make an informed decision, how should we track our lost opportunities? This is where scenario no. 3 comes to our rescue.

3rd scenario: Quantitative + Qualitative data

The perfect solution is, like in many cases, mixing the two approaches. Using both quantitative and qualitative data combines the pros of the two approaches and at the same time allows us to overcome their individual limitations. Take a look at sample data set below:

Keeping these two sets of data at the same time allows both for a high-level overview and an in-depth analysis. Let’s see how this scenario plays out if you want to see how your competition is performing.

How much business are we losing due to our competitors?

33% of our lost opportunities are due to a different provider choice.

Who are those different providers?

In one case it was company X and in the other it was Y, we have no data on the third case.

Why have they chosen them instead of us?

In one case our competitor had significantly more experience in the client’s industry, in the other one we didn’t offer as many features as required by the client

Being able to ask and answer those questions allows you to respond more accurately to the ever-changing demand of your potential clients and also to make important decisions regarding your offer, pricing or the industries you need to focus on.

Summing up, you simply have to track the reasons behind your lost opportunities, there's no other option. Combining the power of quantitative and qualitative data will give you a full and precise 360 overview of why you are losing your opportunities and will help you act accordingly.

Jan Solecki

Certified Pipedrive​ & Zapier Freelancer

CRM

5 min read

5 interesting extensions for Pipedrive for B2B and B2C companies that will help you in your daily work

How to improve everyday work with Pipedrive? Discover interesting extensions and improve your operations.

Learn more about Aleksander's profile and hire for services on his SoftwareSupp Expert profile page.

Every entrepreneur or founder of a small or medium-sized company would like to efficiently and accurately develop offers for his clients. However, not everyone has knowledge about current solutions in CRM systems. These few simple steps will help you organize information about your customers. The list below is based on my experience in everyday work and working with my clients.

1. Linkmatch

When working with business clients (usually in B2B sales), we meet with the fact that a lot of information is currently on LinkedIn or Xing. If you want to find this information for our CRM, see the manually available information and selections in CRM - be it Pipedrive, Hubspot, Zoho or many more.This is where the LinkMatch tool comes in handy - to easily transfer data from our clients' profiles or prospects. After creating an account, just set which information should go to which fields in CRM and you're done! Now, by entering the profiles of an organization or people, we can see if a given person or company is added to our database, create it or update the relevant fields.

This is where the LinkMatch tool comes in handy - to easily transfer data from our clients' profiles or prospects. After creating an account, just set which information should go to which fields in CRM and you're done! Now, by entering the profiles of an organization or people, we can see if a given person or company is added to our database, create it or update the relevant fields.

From the tool directly on LinedIn or Xing, you can create a sales opportunity and plan activities - to minimize the time of switching between pages and quickly add information important to us.

LinkMatch can work with many of the most popular CRMs, such as:

2. Routerjet 

When the sales team consists of several people, the challenge of assigning leads to salespeople appears. To do this quickly and evenly, you might want to reach for a dedicated tool to "roulette", which is a mechanism for assigning salespeople to new sales opportunities.

When I was looking for such a tool a few weeks ago, I came across RouterJet - a tool for assigning appropriate sellers, based on the indicated criteria. Criteria can be tailored to the specifics of your business - salespeople can receive leads based on their value, geography or the time the opportunity was generated - it all depends on your team's setup.

In RouterJet, you can set SMS and email notification about assigning a deal, when we care about time, the system can change the chance every 14 minutes, until the person does not make contact, or assign them as part of the availability of our sellers.

The configuration itself is very simple - just log in via your Pipedrive account, set up users and rules for rewriting sales opportunities and you're ready to go.

3. SnapADDY

Do you know this feeling when you have to enter a whole stack of business cards into your CRM after a conference? Usually it has to be done manually by rewriting the contact details from the card into the system. In such cases, it is very easy to make a mistake, and this may result in a lost contact due to an error in the prescribed contact details.

I use Pipedrive on a daily basis which does not have OCR functionality built into the mobile app, so I looked for an external app for this purpose. After trying a few tools, I found the snapADDY application.

SnapADDY boasts the highest efficiency in text recognition, automatic duplicate checking when adding data to CRM, as well as the largest number of possible CRM systems to connect.

It only takes a few clicks to connect the application with your CRM system, set which fields in the system are to be filled with what data and it's ready! Just take a photo of the business card in the application and the contact will be saved to the database. No more piles of business cards after the fair!

4. Pipedrive Gmail add-on 

When an important element of your work is e-mail correspondence with clients and prospects, and additionally you use Pipedrive CRM, this add-on can be a great help.

Plugin to GMail i GSuite is very helpful in two main ways:
  • When you don't want to constantly switch between browser windows - between CRM and email - this add-on will help you identify the deal in Pipedrive related to the email thread you currently have open. Thanks to a quick look at the latest activities in Pipedrive and the information contained therein, it will be easier and faster to reply to an e-mail and plan further activities.
  • When there is no synchronization with Pipedrive in your Pipedrive package - thanks to this add-on you can forward the last messages to the deal in Pipedrive or send e-mails with the appropriate e-mail address in BCC - then the message will automatically be linked to the appropriate sales opportunity.

5. Leadfeeder

Have you ever wondered who visits your company's website?

In B2B sales based on, for example, Account Based Selling, it is worth knowing who visits our website, what subpages they go to and where they spend the most time. This is where LeadFeeder comes in handy:LeadFeeder is a tool that shows what companies visit your site, what the entry channel was and what they are interested in. When we combine this tool with the mailing system, we will also be able to track which people from a given company have entered our website.

The tool also includes a scoring module - to focus on the most valuable leads that we can track in real time.
LeadFeeder has native integration with Pipedrive, thanks to which you can track what our contractors are interested in sales opportunities - which gives us a lot of scope for up- and cross-selling.

As you can see, there are many aids, plugins and applications to facilitate your daily work with your customer base. It is worth following the latest information, because new ideas are created very quickly, in line with the emerging needs. I hope these 5 simple solutions will help you in a simpler and faster way to collect and manage the data of your current and future customers.

Aleksander Dytko

Certified Pipedrive CRM Freelancer

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