Everything you need to know about an administrative system or administrative software in the cloud.

Surely on more than one occasion you have heard about cloud storage and some platform that offers this service.

In English, the term cloud computing refers precisely to the service that allows us to work remotely and securely store all kinds of data, documents or files on external online servers, which are managed by a provider of this service.

In other words, "working in the cloud" (besides being a gateway to stay in the world of global and current competitiveness) is to hire a private space on the network from where we manage our information through any device and where all the data generated is stored.

But before talking about the wonders that an administrative system in the cloud can do for your business or your company, let's see what an administrative software is.

What is an administrative software?

An administrative software is a digital tool that allows to manage and control all the processes of a business or a company in an easy, agile and integrated way. Its main role is to support the company's strategies and optimize its operation.

The activities of this type of software vary from application to application, but in general they are responsible for carrying out tasks such as:
  • Accounts receivable
  • Invoicing
  • Inventory control
  • Purchasing and expense control
  • Quotation tracking
One of the great advantages of this software is the agile and correct management of large volumes of data that are then transformed into very important information for decision making on which the future of the company is based.

What is an administrative system in the cloud for?

First of all, we can assure you that an administrative system in the cloud will always be your main ally because it is the safest way to speed up processes, make them more accurate and improve the results of your company. And if in addition to all this, its operation is carried outside the company, from a remote server and in online mode, the gain can be much greater.

Of course, depending on the type of software and provider, the functionalities of an administrative system in the cloud may vary. However, some of the most important functions that you can use and that usually have systems like this are the ones we mentioned above and now we will discuss in more depth:

1. Control company or business purchases and expenses

That is clear: properly manage the finances of your business or company is a crucial issue for its proper functioning and to ensure a promising future growth.

Working from the cloud allows you to keep a more detailed control of your income and expenses that you can consult from anywhere and everywhere. In addition, it records in real time the purchases to your inventory and keeps it always organized so that you are able to have a clear view of the behavior of sales and inventory outflows.

2. Manage collections

One of the most complicated and burdensome tasks, which are triggers of work stress, is the collection understood as the process by which your company or business requests a payment to your customer.

This task could stop being a burden for the company if you rely on an external tool that does the most complicated parts of a "collector".

How can a cloud system be able to manage collections? By keeping, in the first instance, an accurate control of your customers, their purchases and their invoices to be paid. Then, using the system's own strategies (emailing, scheduled phone calls, reminders sent to mobile devices, etc.) you will be able to carry out a process that sometimes becomes long but not impossible. In this way you will be able to relieve the stress generated by this task to the staff of your company that usually carries it out.

3. Manage and organize your inventory

We could say that maintaining an orderly, organized and complete inventory is one of the essential tasks for any business or company dedicated to the marketing of products, as this will help to have a good customer service.

When we talk about organizing and managing an inventory, we are not only referring to the capacity of having a physical space where to store our products. Rather, it is about meeting customer orders in a timely manner without ever omitting an order or a product.

An administrative system in the cloud allows you to know what products you have available in stock and how many units there are of each one. Having information that is always up to date and that greatly speeds up your order fulfillment will allow you to meet the agreements and satisfy the needs of your customers, who at the end of the day are the primary link in the chain of your company or business.

A happy customer can become a repeat customer. A customer who is disillusioned with your service can become a major obstacle to your growth that you will have to overcome.

4. Keep track of quotes

If we talked above about happy customers and dissatisfied customers, an administrative system can help you achieve exceptional sales closings.

Just as the first contact that the company or business has with the customer is very important (and even vital), so are each and every one of the steps that occur the request for a quotation and the subsequent delivery of an order.

Quotes play an important role in your sales process as they show detailed information about your products. An administrative software in the cloud shows the characteristics of your products in great detail so that the customer does not have any difficulty or doubt when requesting a quote, in which the price and features appear.

5. Confirm orders

To correctly close the purchase process with the customer, it is necessary that the company or business confirms that the order is received by the customer on the promised date, that it is complete and that it fully satisfies the customer's needs.

Mistakenly, not all companies offer a follow-up after the closing of the sale when it is a very necessary action if we seek to retain the customer and build customer loyalty. An administrative system in the cloud serves to maintain a relationship of accompaniment with your customers during and after the sales process, doing it automatically and without margin for error, providing them -your customers- the greatest possible security that invites them to always stay close to you.

What are the doubts or myths about administrative software?

It is curious, but in the 21st century, where technological advances run faster than the rushing waters of a river, there are companies or businesses that, far from jumping on the technology train, turn it around: the modern digital revolution scares them, especially because they know it will force them to leave their "comfort zone".

The bad thing comes later, when companies, despite their reluctance to embrace the new, want to face the great challenges of staying and growing. To overcome them, it is necessary to integrate digital tools that improve management because today, running a company and keeping it afloat is a difficult task. But if you have a system that favors your strategies and optimizes your operation, you are already on the other side.

Among some of the myths that revolve around the implementation of an administrative software we can find the following:

Myth 1: Administrative software is only necessary for large companies.

Small and medium entrepreneurs believe that the use of a software only brings benefits and advantages for large companies, because it is thought that an administrative system of this kind is complex both in its design and in its implementation.

System of this kind is complex in its programming and execution.

The reality is that the use of novelties and technological trends have opened the space for small companies to stand out and conquer clients. In the end, the use of technology usually optimizes processes and increases the production capacity of the small company, which will allow it to grow.

When a company, regardless of its size, operates with administrative software, its vision expands, allowing the small businessman to cut unnecessary costs, better direct the company's investments and compete more fairly with large companies.

Myth 2: All back-office systems are the same

Just as each company is a universe different from the others, there are also different software options available for any type of business or company.

In today's market you can find different types of software, with different prices and functionalities. Most of them are made up of modules, which are adaptable and scalable and are oriented to specific business or market segments to offer specific benefits.

Therefore, you can find in the market an administrative system for financial solutions, marketing, stock control, to name a few. Or, you can find one that includes all the functionalities in the same program.

Myth 3: Hiring a back-office system is an expensive investment.

It could be that, indeed, the investment in a software for the management of the processes of a company is high if you think about it coldly. But when you go further and analyze what could be the return on investment (ROI) the picture tends to change: the implementation and use of platforms represents cost reduction, increased productivity and even gains in customers and sales. Isn't it worth the expense?

On top of that, an administrative system significantly reduces the need for hiring when the company expands. Instead of hiring more people to handle financial management with an increase in inventory, for example, it is possible to increase the production capacity of the software, which automates the activities of the corresponding area.

Myth 4: The implementation of the administrative system is time-consuming

Since in the business world "time is money", any action that pretends to downplay this statement should not even be considered.

However, nothing could be further from the truth. There is software that can be installed in a matter of minutes. And both the customization of the system along with the training of its operator may take time but these are tasks that can be programmed and carried out gradually, without exceeding 30 days to achieve it.

During the implementation period, trial and error, it is also possible to train the operating team so that they understand how to look for solutions to problems that may arise. In this way, errors due to lack of operational knowledge are minimized.

What are the benefits of an administrative system?

At the precise moment when we manage to have the complete vision of the benefits of an administrative software is when we see that our company is more than a "factory" of products: it is an integration with suppliers, the unity of processes and the anticipation to the needs of our customers.

An administrative system is an application that allows to centralize the information coming from the different business departments, making the data flow faster and allowing decisions to be made on a much more solid basis and with greater timeliness. It is the tool that integrates the entire company and business, leading it on the same path.

This tool brings with it some benefits that we mention below:

Actively collaborate with suppliers

Reducing costs and improving the efficiency of the supply chain is the dream that every company or business has. All the actions of an administrative software are oriented to make that dream a reality, where the supplier acquires the role of a strategic partner.

Improve the company's internal communication

Overcoming the lack of communication and traditional integration between the three main agents: company, suppliers and customers is another of the great benefits of an administrative system.

Anticipates production needs

An administrative system is capable of placing purchase orders when raw materials for the manufacture of products are at low levels. Thanks to this, our inventory will never be affected.

Reduce inventory costs

By keeping a more accurate and timely control of the inventory outflows, it will no longer be necessary to have a cushion of merchandise to face possible orders that later have a negative impact on the company's finances.

Increases customer satisfaction

By being able to do all of the above, a back-office system greatly increases customer satisfaction because it has been able to understand their needs and thus design products that better meet them. The end result is an increase in the value we provide to our customers.

How does cloud-based administrative software help your company?

It's simple. In the same way that an administrative software is the most appropriate tool for the management of a company, so is, but on a larger scale, a software in the cloud because it does not need technological equipment or physical installation, it does not force you to buy expensive software licenses that expire over time, its update is periodic, automatic and without extra costs and also only pay for the services (modules) contracted.

How to evaluate if I need an administrative software?

If your company is not closed to changes in administrative paradigms, is experiencing growth and is willing to remain visible in today's competitive world, it is time to look at an administrative software that provides you with all the necessary resources to improve the management of your processes, enrich internal communication, offer a first class customer service and make the best operational decisions.

Remember that it doesn't matter the size or type of your company. What matters is how much you are willing to grow and provide better service.

How do you implement an administrative system in the cloud?

Like any process, migrating to the cloud or implementing an administrative system in it involves the execution of some steps that can be more strategic than complicated:
  1. The first step is to raise a record of all the products or services you are currently selling with their updated selling prices.
  2. Define and organize the methods or forms of payment: cash, credit cards and interbank deposits. You have to be clear about how each of your payment methods will be controlled and managed, i.e. how the cash register will be handled and who will be responsible for collections.
  3. Have your customer database updated. Have all the fiscal data and other complementary data that you have on each customer, such as product or service preferences, purchase frequency, etc., enabled and correct. All that you consider important about your customers.
  4. In the same way, have a complete and updated database of your suppliers.
  5. Define how the inventory control will be carried out and how will be the communication between your physical inventory and the digital inventory.