A Great CRM System for Virtual Assistants and Marketing Pros

By: Stephanie Tuesday January 17, 2017 comments Tags: Marketing, Time management, Email marketing, Customer Service, Business planning, Follow-ups

For a Virtual Assistant or marketing professional, finding the right Customer Relationship Management software can be a frustrating challenge – but when you succeed, it will make your life SO much easier.

Without a good CRM system, you have a LOT of extra work on your hands.

Keeping track of multiple email conversations, passing the right information on to your clients in an efficient and organized way, booking appointments and informing your client, sharing files, sending emails, and keeping tabs on all your tasks… it can get overwhelming!

And then, after all that work, you might find that some clients fall away, because they “didn’t see results”.

If you’ve ever found yourself mentally muttering, "This job shouldn’t be this hard”… you’re right! Your job can be MUCH easier than it is now.

My current CRM provider and website host, AllProWebTools, has created some great features to make your job run more smoothly and efficiently, and with WAY less frustration.

Here are some features that will save you a HUGE amount of time, hassle, and lost business:

1. Send and receive emails directly from your CRM.

How many hours have you spent sending emails from your usual email service, and then having to transfer them into your CRM or other conversation tracking system?

Or, if you aren’t keeping records of your conversations, how much time have you lost searching your inbox and folders for key messages?

With AllProWebTools, you can send emails directly from your application, and it keeps a record of the messages automatically, so you have all your information in one place with no extra work.

You can also send emails on behalf of your client, so if they go on vacation and leave you to mind the boat, you won’t need their email login information – you can just contact people directly through your AllProWebTools account. Since it keeps a record of the conversation, you won’t have to worry about copying the information for later reference.

If you’re worried that your emails won’t show up in your primary inbox, don’t be! AllProWebTools can forward emails from other email services, such as Gmail and Outlook, so you’ll automatically have a copy in your standard inbox AND your AllProWebTools account.

And if you need to send out emails automatically, such as in response to a purchase, you can upload emails in their autoresponder and set them to be triggered by actions like filling out a form or buying a product, so you don’t have to personally respond to every single event.

2. Track your results, so you keep more customers.

Few things suck more than working hard to get a client, working even harder to provide good service, and then having that client walk away because they “weren’t seeing results”.

In your AllProWebTools console, you’ll get reports of the leads that you generate for each client, as well as Facebook likes, labor costs, and the revenue they received as a result of your services, so they can see exactly what they’re paying for.

You can also tie your account to Google Analytics, so they can see the traffic you brought to them.

And if you want to see the results for a specific time period, you can choose the period for each report, so you can tell your clients exactly how you grew their business and when.

3. Access your emails, order activity, and stored files all in one place.

In a single screen, you can see all your emails and order activity, so you can keep track of everything all in one place.

In that same screen, you can access your DropBox and Google Drive, so if you keep client notes, information products, or other important items stored online, you can store and access them easily from your AllProWebTools account.

AllProWebTools’ DropBox/Google Drive integration automatically creates subfolders for each client, so you can easily find the records and items connected to each client, instead of having to dig through your entire box or drive.

4. Sync with Google Calendar for easy appointment-setting.

AllProWebTools can be synced with Google Calendar, so you can easily set appointments, keep track of your clients’ appointments, and send emails about them, all in the same interface.

To inform your client that you’ve set an appointment, all you have to do is click “sync to calendar”, choose the time and who to send it to, type a description if you want, and send it.

That way, instead of needing to use an email service, a calendar, and a record-keeping system, you get all three functions in one place.

5. Process payments with Stripe, Square, and multiple other processors.

AllProWebTools supports five payment processing systems, so if you want to take payments online, you have lots of great options.

6. Store all your passwords securely in one place.

How many times have you needed access to a customer’s account, email or software system, only to find that you didn’t have their login info? Chances are, this brought your workflow to a halt, because you couldn’t move forward until you could access their system.

I know it’s been a pain in the butt for me on more than one occasion!

With AllProWebTools, you can keep all of your passwords and your clients’ passwords stored securely in their password manager, so you can easily find the data you need to access the sites and systems you require to do your job.

7. Create tasks and reminders.

Don’t you hate it when you’re up to your eyeballs in tasks and to-dos, and something important slips through the cracks?

Yup. Me too.

Fortunately, AllPro has a task reminder system that you can use to make sure that your most important tasks get done on time, and you don’t end up missing an appointment or reaching the end of the day with a vital commitment unfulfilled.

8. Get your application for free!

If you decide that you like AllProWebTools enough to recommend it, you can sign up as a provider, which enables you to set up other people’s accounts under your own account and get credit for it.

If you can get three people signed up under you in the first three months, you get to use ALL of their features for free, as long as you have at least three people under your account.

Want to learn more? They’ll be happy to give you a tour!

If you believe that these features will make your life easier, my friend at AllProWebTools would love to show you around!

To get a free tour, just email Shantel at to set up an appointment. I’ve worked with her several times, and I’ve always found her to be knowledgeable and fun, so I know you’ll be in good hands.


About the Author: Stephanie

Stephanie is a writer and coaching program design specialist. She helps coaches to design lucrative and life-changing group programs, so they can help more people, make more money, and have more time freedom.