Most large businesses have a management tier that takes care of all operational matters. Providing services to clients on top of managing the business is the reason many small business owners find themselves juggling all tasks and service delivery without keeping everything under control. A business management system relieves the burden by automating tasks and emails, reducing data entry, and tracking essential information.
However, not every business management system you find is the right fit for what your business needs. The system you’ll need varies according to the business size, number of employees, daily, monthly, and yearly task volume, and more. The first step you need to take before choosing a business management system is to understand which features you are looking for in management software.
Common Features in Small Business Management Systems
I have prepared a list of key features that are usually expected to be included in business management software available on the market. It is very possible that in running your business, you will not need to use all of the features. Go over the list and mark the features that are most relevant to you. Afterward, it will be easier for you to find management software that suits your business and includes these features.
- Meeting / appointment scheduling system in a calendar
- Customer Relationship Management (CRM) system
- Price quote generation system
- Invoicing system
- Expense tracking
- Email and SMS marketing
- Integration with other systems
The perfect software for your business should include the features from the list above that are relevant to you. It’s important to remember that if a management software offers the ability to integrate with other tools, even if it’s not perfect on its own, integrations can connect the tools to complete it. Here are the three best small business management systems available today.
3 Systems for Small Business Management
1. Vcita
Overview
When it comes to ease of use, it’s very hard to beat Vcita. It is a system that has everything a small business needs, especially for various types of service providers. With Vcita’s scheduling feature, clients can book appointments through Google, Facebook, or the website using a calendar that displays availability. An advanced client management system with file uploads and client payment history helps business owners accurately track each and every client.
Those who want to take the system one step further can connect ZOOM and automatically schedule the sending of Zoom meeting links through the system. One of the key features missing from Vcita is an expense tracking tool, which is considered an essential asset in managing any business.
Top Features
- Allows clients to schedule an appointment on your calendar
- Client management system with broad functionality
- Client management system with the option to add files and notes
- Automated invoices and receipts
- Email and SMS marketing options
Pros and Cons
Vcita is a smart business management system suitable for small and medium-sized businesses. It is very easy to use and allows team management or management on an individual level. The system features a client portal where your clients can book appointments with you or submit payments independently.
Alongside Vcita’s advantages, it is not recommended for large businesses, and there is no option to track and monitor employee work hours. Additionally, there is no expense tracking option within the system, which will require you to use additional software.
Pricing
At a price of $19 per month per user, you get a basic license, and for an additional $150, you can get system setup (completely optional and you can also connect it yourself). In the Business plan, you will pay $45 per month and receive free setup along with several marketing options not available in the basic plan. In the Platinum plan, you will pay $75 per month and get all of Vcita’s extended options, including Zapier integration. All software prices increase once you select multiple team members to work on the platform.
- The system offers a 14-day trial or a $30 credit for those who do not use the trial days.
- The Vcita system is mainly recommended for small/medium businesses with 2-20 employees.
2. HoneyBook
Overview
HoneyBook was created primarily for freelancers. It is an easy-to-use platform that allows customized invoices, contracts, and proposals, including digital signature capabilities. The system includes tools for managing small projects and a tool to coordinate and schedule meetings on a calendar.
HoneyBook has a CRM system with options for entering client details, notes, and file attachments. HoneyBook offers integration with other tools you already own. There aren’t too many team management tools in the system, but there is an option to add team members.
Top Features
- Branded invoices and proposals with digital signature capabilities
- Sync with Google Calendar
- Work contract template with customization options
- Automated reminders for meetings, tracking, and follow-ups
- Task completion reminders
Pros and Cons
The HoneyBook platform precisely fits the needs of freelancers. You can present clients with branded proposals and digital contracts for signing. HoneyBook helps create a smooth workflow with various tools that generate automations for you.
On the other hand, alongside the important features it provides to clients, HoneyBook has several prominent disadvantages. In terms of price, it is much more expensive than its competitors, and the client management options in the system are very limited. Additionally, the system is more suitable for a business that uses freelancers rather than in-house employees.
Pricing
HoneyBook has a starter plan at a cost of $9 per month, a monthly plan at $39 per month with no limit on the number of team members, and an annual plan at $390 that saves you 17% overall.
- There is an option for a one-week trial with the system before purchasing.
- The system is suitable for teams of 1-5 and is primarily intended for businesses working with freelancers.
3. Calendly
Overview
The Calendly system is the most popular calendar management and appointment scheduling system among business owners. Its ability to integrate with over 100 tools and software applications makes it a perfect calendar management system. Before starting to work on the system, it is important that you define within your business what the need for this system is and what problems will be solved as a result of using it.
Calendly offers an unlimited free plan used primarily for scheduling meetings or appointments, which syncs seamlessly with Google, Outlook, and iCloud calendars. In order to enjoy all the features of the system, you need to purchase an advanced subscription.
Top Features
- Automated follow-ups for leads
- PayPal integration for automatic payment collection
- Ability to schedule team meetings and multi-participant appointments
- Advanced tracking of team members
- Customized notifications for each team member.
Pros and Cons
Calendly offers a free version that is sufficient for many business owners, at least at the beginning of their journey. There are more than 100 integration options with various software and tools. One of the main advantages of Calendly is the ability to use it via mobile, so you can manage the business and the team directly from your smartphone.
However, in Calendly, some of the features and integrations with tools necessary for business management are locked and can only be used on advanced plans rather than the free plan. If you want to work with a large number of team members, the system cost will be significantly higher, which is why it is suitable for small or medium businesses. Customer service chat is only available on advanced plans.
Pricing
Calendly has 5 different plans: The first is a free starter plan, primarily used for schedule management and appointment booking. The basic plan costs $8 per month per user. The professional plan will cost you $12 per month per user, and a plan designed for teams will cost you $16 per month per user. The last plan is a custom plan that Calendly builds specifically for large enterprises.
- Calendly is a system suitable for businesses of all sizes.
Summary
When you are looking for a system to manage your business, it is not at all easy to find the one that fits you precisely. Most business owners without technical knowledge will prefer to use friendly and easy-to-use systems, and will even prefer them over systems with lots of complex software features, however good they may be. The management systems we reviewed in the article offer a free trial prior to use, which allows you to check if they are truly the right systems for you. If you are only looking for a calendar management and automated meeting scheduling solution, I personally highly recommend Calendly. If you are looking for a more comprehensive system that also includes CRM, payment tracking, and direct email marketing through the platform, I recommend using VCITA. The low cost of these software programs is insignificant compared to the extensive management advantages they offer you.
About the Author
Dvir Naaman, 26 years old, an entrepreneur at heart, passionate about e-commerce websites and specializing in SEO.
