"We use templates so tasks and estimates pull in to the job automatically, then we adjust the template to match the job requirements." It only takes a few minutes to open a job and create an estimate. "It is very fast, very cool."

"Clients & Profits is our process," Greg explained, "and it makes things a lot easier than when I was starting out." The creative briefs, automatic E-mail capabilities, reports, and strategic organization keep everyone working toward the clients' goals. "It builds a level of trust with our clients," Greg said.

A "No Surprise" billing policy

Clients & Profits plays a big role in the way they pitch a client. "Clients are always amazed when I show them the process,"Greg recalled. First, Design Crew creates a creative brief to detail the job's strategy, benefits, desired results, and the steps needed to achieve them. "The online creative brief," he said, "keeps clients and creatives on strategy."

Once the creative brief is given the go-ahead, they develop an estimate, get approval, and work begins. "The neat thing about this process is that everybody can go to the job ticket and read the creative brief," Greg said, "then they can shoot at the right target. "When a client changes a job, a change order is created and the client signs off on it. When a client is invoiced, copies of change orders are included, so there is no discrepancy with billings. We promise 'No Surprise' bills," Greg said, "because Clients & Profits quantifies the creative process."

No over-billing, missed goals

Accounting is so easy now because costs, billing, and jobs are all combined in one software program. They stay on strategy, which eliminates over-billing and missed goals. The Clients & Profits software paid for itself in six months, Greg said.

He set the system up himself, allowing a full four months to build the database. "I can't even imagine how much time Clients & Profits has saved us. We saw the savings in time immediately," Greg said. "Once you're set up and ready to roll, you'll see rewards within a couple of months."

Everyone at Design Crew has a favorite report. As president, Greg likes to be able to view the vendor and client agings, and then, if necessary,automatically print a customized note requesting payment on overdue billings. "Most clients pay within thirty days," he added,hearkening back to their "no surprise" billing policy.

Account executives love the change orders because it maintains communication with everyone involved in the job. And traffic managers love the job's status notes, which are used to record everything about the job. Traffic notes from jobs are e-mailed to clients, so that they know what's happening, too. "Traffic notes keep everyone updated constantly," Greg said. "It is a wonderful feature."

Design Crew has harnessed a tremendous amount of the power of Clients & Profits, and the software has become an integral part of the way the agency operates - from the pitch,to the bill, to profit analysis.