SuiteFlow | SuiteFlow Enterprise Management Software for Mac or Windows

Person Interaction

The Person Interaction scene allows you to quickly search by Last Name, First Name, Organization, and Phone Number. Once you've found the desired Person you can quickly:
• view their information
• display their Activity or create a new Activity
• display their Orders or create a new Order
• display their Proposals or create a new Proposal
• display their Topics or create a new Topic

Clicking the magnifying glass will send you to the full-search screen where you can find based upon all Person fields.

Inbox

The Inbox scene displays email inboxes to which the User is linked either as "assigned to" or a "team member". If the User determines the email needs to be saved into SuiteFlow, it is saved as an Activity linked to the desired Person.

Activity

The Activity scene displays all follow ups assigned to the User for the selected date.

Topics

Topics allow you to track everything from simple lead management all the way to full-blown project management.
A Topic is a topic of conversation. A Topic can be sales-based or service-based.

A Topic can own Parties (team of People), Activity, Phases (tasks), Additional Information, Documents, Time/Expense, Proposals, Orders, Invoices, and Purchase Orders. Each of the Topic’s Phases can be linked to multiple Users. As each Phase is marked as “completed”, subsequent Phases are activated and display on the corresponding User’s “Active Phases” list (Home screen). Thus, the Topic can be efficiently moved through your organization.

A Topic can be used to simply link Activity. Therefore, you can go to the Topic and see all communication concerning the Topic (across every team member, if necessary).

Phases

Think of Phases like stages of a project; they put the work “Flow” into SuiteFlow. In essence, Phases allow you to take any project or production and divide up the work required between Users.

Phases can be linked to a Topic, a Product, an Order, or a Group. Phases can be defined in any way you desire. Each Phase can be assigned to a User or a team of Users. When a User completes a Phase they check the Phase as “completed”. Phases are ranked numerically in order of necessity; therefore, when a Phase is completed subsequent Phase(s) are “activated”. When a Phases is “active” it will appear on the assigned User’s (or Users) Home screen as needing to be completed. Topic Phases are pre or post Order; sales or service. Order Phases are used to manage production. Group Phases are used to walk groups of People through a series of events. If a your needs include an involved sales workflow, a production workflow, and a service/support workflow it would be logical to utilize Phases to manage all three workflows.

Phases can be edited as you go. For example: if you link Phases to a Topic and later discover you need to add a Phase; simply add it, give it a rank, assign it to a User(s) and that quickly you’ve changed the work flow.

Phases can be linked to a Product so when the Product is sold, standard production Phases can be followed.

Activity can be linked to a Phase. Therefore, as work is performed within a Phase it can be tracked through the Activity logged. If the Activity Timer feature is utilized SuiteFlow can report exactly how much time is being spent in each Phase.

My Service

SuiteFlow works beautifully for the service industry. The Service scene on the Home screen allows a User to see all active service Orders they are managing. The User can also view all unassigned service Orders for which they are a team member.

Unfilled Orders

This Home scene displays all Order which unfilled (incomplete).

Ship

This Home scene displays all Orders which are ready to be delivered to the customer. There are 3 tabs on this scene: "Shipping", "Orders Ready To Ship", "Orders Ready For Customer Pickup", and "Core Built Products Needed".

The "Shipping" tab is a dashboard which allows the User to navigate to all the Order ship categories as displayed in this image.
The "Orders Ready To Ship" tab displays the Orders ready to ship.
The "Orders Ready For Customer Pickup" tab the Order ready for customer pickup.
The "Core Built Products Needed" tab displays all core-built Products which need to be built to fulfill current Orders.

Invoice

This Home scene displays all Orders which are ready to be invoiced. This allows Users to quickly print or email Invoices to customers the moment the Order can be invoiced.

Purchase

This Home scene displays all Products which require purchasing. Purchasing needs are broken out by:
• Orders requiring Product purchasing,
• Orders requiring drop-ship purchasing,
• and Products requiring purchasing to maintain desired stock levels.

Receive

This Home scene displays every Product linked to a Purchase Order which has not been received from the Vendor.

My Notices

This Home scene displays alerts that lets a User know that another User has assigned an item to them. Clicking the "Got It" button removes the Notice and confirms that the User has acknowledged receipt of the assignment.

Person

SuiteFlow stores all your People information in a single table; clients, prospects, vendors, etc. This enables you to quickly and easily find any set of People you desire for whatever purpose you desire.

A Person can be entered as an "individual" (not linked to an Organization) or linked to an Organization. A Person record can only be linked to a single Organization. Here's the SuiteFlow logic ... a Person entry allows you to track your relationship with that Person. If the Person is linked to an Organization, then you're probably tracking your relationship with that Person based upon their role within the Organization (the Title field). For example, if John Smith is the sales manager for ABC, Inc., then the Activity you create when dealing with John is related to his role as the sales manager. If John leaves ABC, Inc. and is replaced by Judy Jones, don't create a new record for Judy Jones. Instead replace John Smith's name with "Judy Jones" in the sales manager (Title field) Person record. All the Activity you created with John will still have his name displayed. All new Activity will have Judy's name displayed.

Organization

SuiteFlow accommodates both business-to-business and business-to-person needs.

An Organization is simply a grouping of People. An Organization MUST have a Person linked; therefore, to create an Organization, first create a Person. Then create the Organization from the new Person screen. If you don't have an actual Person to enter, no problem, enter the Person as "Sales" or Receptionist" (etc.) in the Last Name field.

From the Organization detail screen you can view all Activity, Orders, Invoices, etc. with any Person linked to the Organization.

Activity

Activity is defined as “interaction between a User and Person, or work done by a User for a Person, e.g. phone call, email, meeting, letter, etc.
An Activity entry is created for each interaction with a Person. All Activity can then be grouped by Organization, Person, Topic, Proposal, Order, Purchase Order, etc.

Topic

Topics allow you to track everything from simple lead management all the way to full-blown project management.
A Topic is a topic of conversation. A Topic can be sales-based or service-based.

A Topic can own Parties (team of People), Activity, Phases (tasks), Additional Information, Documents, Time/Expense, Proposals, Orders, Invoices, and Purchase Orders. Each of the Topic’s Phases can be linked to multiple Users. As each Phase is marked as "completed", subsequent Phases are activated and display on the corresponding User's "Active Phases" list (Home screen). Thus, the Topic can be efficiently moved through your organization.

A Topic can be used to simply link Activity. Therefore, you can go to the Topic and see all communication concerning the Topic (across every team member, if necessary).

Phases

Phases can be linked to a Topic, a Product, an Order, or a Group. Phases can be defined in any way you desire. Each Phase can be assigned to a User or a team of Users. When a User completes a Phase they check the Phase as "completed". Phases are ranked numerically in order of necessity; therefore, when a Phase is completed subsequent Phase(s) are "activated". When a Phases is "active" it will appear on the assigned User's (or Users) Home screen as needing to be completed. Topic Phases are pre or post Order; sales or service. Order Phases are used to manage production. Group Phases are used to walk groups of People through a series of events. If a your needs include an involved sales workflow, a production workflow, and a service/support workflow it would be logical to utilize Phases to manage all three workflows.

Phases can be linked to a Product so when the Product is sold, standard production Phases can be followed.

Special Detail

The "Special Detail" feature makes SuiteFlow seem like it was designed just for YOU! Special Detail is a set of 20 fields which is defined by the User. Each set is known as a "Special Detail Template". A Special Detail Template can be linked to a Topic, Phase, Product, Additional Info, Proposal, Order, Invoice, and Purchase Order,

Documents

SuiteFlow manages your Documents; allowing you to link a Document to a Person, Topic, Order, Product, etc.

Groups

Manage unlimited lists of People using Groups. A Person can be linked to an unlimited number of Groups. From the Group you can arrive at the list of People linked and mass email them using SuiteFlow built-in mass email system!

Email Accounts

Enter your desired Email Accounts and SuiteFlow can send and receive their emails. Using the Team feature, Users can be grouped so as to see all inbound email pertaining to them.

Users and Resources

Every User in SuiteFlow has settings and privileges defined by the system administrator. Every SuiteFlow module can be turned on/off for a specific User. For example, the Home screen can only display the scenes required by a User. SuiteFlow offers 5 levels of record security, which allow a User to only see their permitted data.

Product

The Product dataset is at the heart of the Proposal, Order, Purchase Order, and Inventory Tracking modules. A Product is anything you buy or sell. It can be a tangible or an intangible. SuiteFlow is centered around 2 datasets: People and Products. Each Line Item on an Order or Proposal MUST be linked to a Product.
Settings in the Product impact the Order Flow. When a Product is selected for an Order’s Line Item, the settings for that Product flow into the line item. Examples of the settings which flow into the line item are:
- Title
- Description
- Price
- Default Quantity (if present)
- Ship setting (track allocation)
- Inventory setting (track inventory)
- Special Detail (20 user defined fields)
- Phases activation
- Cost
- Tax settings
- Pricing Schedules Settings
Once these settings flow into the line item, they may be edited without impacting the Product’s default settings. These various settings cause the Order to flow in different ways. If Shipping is set to “Y” for a line item (Track Allocation), then that line item will require interaction before the status of the Order can move beyond “Ship”.

A Product can have “Phase Set Template” linked to it. This is helpful when there is always a series of tasks which need to be completed to successfully deliver the product. A button click can then add those Phases to the Order (or Topic). This enables you to have project management features within an Order (or Topic).

Proposal

The purpose of SuiteFlow’s Proposal system is to allow a User to generate a Proposal within seconds and email it to the recipient. Then, if the recipient accepts the Proposal, send the Proposal to Order without reentering data.

Order

An Order is a customer’s request to buy your Product. Orders are entered by Users or through email orders received into SuiteFlow. If the Proposal system is in use, it is possible an Order was first a Proposal and the “Send To Order” button was clicked on the Proposal screen.
An Order can be a simple exchange of currency for any item (Product), or an Order can be a complex series of production (Phases) requirements with infinite loops of purchasing (Purchase Orders); or every type of Order in-between.

Shipment

SuiteFlow manages all Shipments from an Order and each Package within the Shipment.

Invoice

An Order creates an Invoice(s). Invoices are linked to an Account. SuiteFlow offers a full range of Invoicing features.

Receipt

A Receipt is dollars received from your client to be applied towards an invoice. SuiteFlow offers a full range of features from the Receipt module.

Return

As Products are returned a Return is created. Inventory quantities are automatically adjusted, if desired.

Account

When the first Order is placed by a Person, an Account is created. The Account tracks all:
• Orders
• Invoices
• Receipts
• Returns
• Adjustments
• Extra Charges
• Collection Activity
• Aging

Purchase Order

The Purchase Order (PO) system allows you to replenish stock quantities for Products whose “Track Inventory” is set to “Y” (yes). As customers place orders the available balance of Products will be subtracted. When minimum available balances are reached SuiteFlow prompt to create a PO. A PO can be for a single customer Order or for all Orders requiring fulfillment. The PO (or POs) can be created with a single button click. The PO can be emailed directly from SuiteFlow. When the PO is received (Logged In) the Product’s available balance is increased and any Orders needing the Product are automatically allocated. The Orders status’ are adjusted letting the shipping department know they are ready for delivery.

Inventory Management

SuiteFlow tracks every adjustment made to a Product's Inventory quanties. Those adjustments are displayed on the Product's screen.

Vendor

SuiteFlow allows multiple Vendors to be linked to each Product desired. All Vendor Purchase Orders are tracked from every logical screen.

SuiteFlow Enterprise Managment

At last! Total office integration for the small-to-medium business! SuiteFlow offers management for CRM, Projects, Marketing, Mass-Communication, Order Entry, Production, Inventory, and more . . . ALL IN ONE!

Bring a FLOW to your business processes and take control of Activity, Organizations, People, Topics (Projects), Teams, Products, Proposals, Orders, Inventory, Documents, Vendors, Purchasing, Receiving, Production, Service, Fulfillment, Invoices, Receipts, Returns, Taxes (Sales), Commissions, Ledgers, Accounts, and More!

Our goal was to create a system which 95% of the entire S2M business market could use to manage 95% of their need . . . right out of the box, with no customization! We succeeded!

A Quick SuiteFlow Overview

The SuiteFlow Home Screen

Gallery of SuiteFlow Screens

Home Screen

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The User’s dashboard of their “Flow”.
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Person

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Every Person your organization has ANY relationship with can be managed in SuiteFlow. We accommodate business-to-business and business-to-person relationships with ease.
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Organization

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An Organization is simply a grouping of people with a common denominator.
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Activity

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Activity is defined as “interaction between a User and Person, or work done by a User for a Person; e.g. phone call, email, meeting, letter, etc.
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Topic

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Topics allow you to track everything from simple lead management all the way to full-blown project management.
A Topic is a topic of conversation. A Topic can be sales-based or service-based.
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Phase

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Special Detail

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The “Special Detail” feature makes SuiteFlow seem like it was designed just for YOU!
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Document

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SuiteFlow helps you manage your Documents!
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Group

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Manage unlimited lists of People using Groups.
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Email Account

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Enter an Email Account to allow SuiteFlow to send and receive email using that account.
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User

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The actual User utilizing the SuiteFlow system. A User can be an employee, contractor, sales rep, etc.
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Product

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SuiteFlow boasts a state-of-art Product management system!
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Proposal

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SuiteFlow’s Proposal system is to allow a User to generate a Proposal within seconds and email it to the recipient.
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Order

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An Order is a customer’s request to buy your Product. Orders are entered by Users or through email orders received into SuiteFlow.
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Shipment

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SuiteFlow manages all Shipments from an Order and each Package within the Shipment.
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Invoice

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An Order creates an Invoice(s). Invoices are linked to an Account. SuiteFlow offers a full range of Invoicing features.
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Receipt

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A Receipt is dollars received from your client to be applied towards an invoice. SuiteFlow offers a full range of features from the Receipt module.
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Return

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As Products are returned a Return is created. Inventory quantities are automatically adjusted, if desired.
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Account

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When the first Order is placed by a Person, an Account is created . . .
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Purchase Order

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The Purchase Order (PO) system allows you to replenish stock quantities for Products . . .
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Inventory

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SuiteFlow tracks every adjustment made to a Product’s Inventory quanties.
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Vendor

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SuiteFlow allows multiple Vendors to be linked to each Product desired. All Vendor Purchase Orders are tracked from every logical screen.
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Feel free to call us at 706-750-8400. Our friendly staff is ready to answer your questions!

SuiteFlow’s feature set is simply too large to share it all here. Our goal was to create a system which 95% of the entire small-to-medium business market could use to manage 95% of their need … right out of the box, with no customization! We succeeded!

Please give us the opportunity to demonstrate the software with your specific needs in mind.
Our associates are friendly and can present one-on-one or group demos.
Call us at 706-750-8400 or click the “Request a Demo” button.

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Person Interaction

Inbox

Activity

Topics

Phases

My Service

Unfilled Orders

Ship

Invoice

Purchase

Receive

My Notices

Person

Organization

Activity

Topic

Phases

Special Detail

Documents

Groups

Email Accounts

Users and Resources

Product

Proposal

Order

Shipment

Invoice

Receipt

Return

Account

Purchase Order

Inventory Management

Vendor

It’s Time to Start Growing Your Business

Basic Pages

Standard Pages

Premium Pages

Gallery of SuiteFlow Screens

Home Screen

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Person

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Organization

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Activity

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Topic

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Phase

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Special Detail

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Document

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Group

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Email Account

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User

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Product

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Proposal

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Order

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Shipment

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Invoice

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Receipt

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Return

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Account

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Purchase Order

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Inventory

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