Features
Complete & detailed list of features currently developed in Gemma
Project & Task Management
Create a project for a client with a specific service with the ability to add revisions with different services and project managers and contact persons. Coordinate the natural behavior of a project from quoting, approval, progressing, completed and delivered with responsive and context aware options at each stage. Use standard service tasks or create your own and assign to your team members. Create percentage invoicing with progress with full visibility into the current payment of any invoices. Get notifications for task completion, invoice payment and other milestones.
Quoting & Follow Ups
Create quotes for a specific service and create a new project or add revisions to existing projects. Print well designed quote forms with your business colour accent. Send quote emails to your client and monitor and observe the email progress and receive intelligence when they receive or open Gemma’s email. Clients who don’t approve quotes received 3 follow up emails with the time intervals which can be adjusted in the business settings.
Invoicing
Create invoices automatically from your approved items in your quote and assign percentage of approval you want the invoice to include. Add or remove each invoice item or write custom items. Send invoice by Gemma and monitor and observe the email progress and receive intelligence when they receive or open Gemma’s email. Invoices due date are monitored by Gemma and overdue invoices trigger automatic friendly statement of account release to your clients for payment reminder.
Communication
Internal group communication in the context of a project, client, contact or invoice. Records all communication of each entity in the same access panel as the entity which allows compartmentalised and easy to find history for all the messages and communications of that entity. Send notification sounds to other users to grab their attention to a conversation and the ability to mute a conversation or set the do not disturb flag for yourself globally in order to focus on your tasks.
Services & Assignments
Define a service and give it a title, short description and a detailed description. Assign default tax scheme and project manager so that all the projects with that service are automatically assigned to the right person in your office who is the most equipped to service those projects. Define standard tasks for a service so a group of tasks is always generated whenever a project is created for that service which saves substantial time compared to creating similar tasks for each project every time. Ability to retire and re activate a service.
Business Setup
Setup your full business credentials like name, full legal name, contact details, financial information, tax credentials, colour accent, terms and conditions etc. This information are used in creation of all of your business and legal documents and can be updated at a central settings section accessible by master and director users.
Records & Registry
Keep records of all of your clients, their contact persons, projects, invoices, services and employees in a well formatted tabular arrangements with search and sort functionality. View each entity by their most important and useful features like number of projects, contacts or last activity of your clients, status of project, payment or due date of invoices and many more.
Financial Overview
View charts and graphs or various sorts for invoices and payments of your business in various months and years for comparison. Easily adjust the time bracket and type of the financial information you want to view. Get the list of invoices by time and type in form of MS Excel spreadsheets and access the full list online with the option to print each invoice.
Service Details & Performance
View the value and percentage of quotes, approvals and completed projects of each service and receive advanced insight and intelligence into the performance of each service. View the amount of paid and unpaid invoices of each service and the percentages of approval and invoice payment. View the list of all of your projects based on the type of service provided.
Quote Link
Provided with a Quote Link which summarises all of your business credentials and your active services at any time in a publicly accessible webpage created by Gemma. Your clients can use this page to request services from Gemma and send you their project files and give you briefing. Gemma will automatically create a client, contact person and project and assign it to the default project manager of the service and send emails and notifications for them to study the documents and price the project. This feature accumulates to substantially reduce the administrative overhead of your office.
Notes & History
Add notes to every entity in Gemma which will be editable by the note taker and accessible to all users. This allows experience and intelligence to be gathered in your business which is compartmentalised for each entity and allows new users to become familiar with the history and intelligent of previous operations. Gemma itself also add notes to the system when there are status changes and there are important events that must be recorded for future reference.
Ratings & Classifications
Provide industry classification for your business which is used to separate the results of machine learning algorithms for each industry. Provide ratings for clients and contacts and complexity and size ratings for projects which allows them to be clustered and used in classification scenarios used for provision of business intelligence. Client and contact ratings allows monitoring of various entities in their dealings with your business and help prevent conflicts and improve service standards of your VIP clients.
Statement of Accounts
Unpaid overdue invoices are being monitored continuously and they trigger issue of monthly statement of accounts for your clients. These friendly statement of accounts allows your clients to print any invoice they want and process the payment of unpaid and overdue invoices in the statement. Gemma monitor and observe the email progress and receive intelligence when your client receive or open Gemma’s email. This information is further can be printed in form of reports useful for dispute resolution and debt collection.
Documentation
Automatically generate, print & email high quality and detailed quotes, approvals, invoices & other types of reports and documents. All forms follow the highest standards of typography and publication and represent your business credentials and your selected business colour accent.
Approval Contract Exchange
Automatically process the approval process of a project revision by exchanging a service contract approval documents between your project manager, the contact person of the project as well as the signatory of the project if provided. Your client can easily approve your quotes using a convenient online link and Gemma will proceed with contract exchange and provides emails and notifications for the project manager of that project.
