FM BIRD + Vtiger CRM

TL;DR summary

• Company Overview: FM BIRD is a service-oriented company in Japan, specializing in managing media personalities, offering courses and insights into audio and video distribution.
• Reputation: Known for developing media talent like radio DJs and sportscasters, and recognized as 'Japan's one and only course'.
• Operational Challenge: Relied on an outdated Access database and faced complexities in financial operations due to Japan's banking fee structure and clients' payment consolidation.
• Tech Limitation: Used the Japanese system Ya Yoi for tax compliance, but faced language and interface challenges, resorting to spreadsheets.
• Vtiger CRM Implementation: Adopted to centralize data and sales operations, streamlining business processes.
• Modules Used: Managed invoices, quotes, and sales orders; offered an efficient approach to client interaction and financial documentation.
• Payment Function Benefit: Simplified tracking and reconciling payments, especially with clients consolidating multiple invoice payments.
• Reporting System Advantage: Enabled easier compilation and analysis of financial and client data for informed decision-making.
• Operational Efficiency: Transition from Access database to Vtiger CRM improved data management and operational efficiency.
• Business Impact: Vtiger CRM enhanced sales operations, customer relationship management, and positioned FM BIRD for ongoing success.

About the Company

FM BIRD is a Japan-based service-oriented company specializing in the management of media personalities. Headquartered in Tokyo, with a strong presence in Nagoya and Osaka, the company is renowned for its expertise in guiding both newcomers and seasoned professionals through practical courses. Their comprehensive offerings include valuable insights into audio and video distribution.

Distinguished for its unwavering commitment to developing media talent, FM BIRD Academy has consistently nurtured individuals such as radio DJs, hosts, and sportscasters. Over the decades, FM BIRD has built a robust reputation, proudly earning the distinction of being recognized as 'Japan's one and only course.'

In a recent discussion, Reinhold, the freelance IT manager at FM BIRD, highlighted the various challenges affecting the company's business productivity. Notably, the implementation of Vtiger CRM emerged as a solution to address these challenges effectively.

The Challenge

FM BIRD initially utilized an Access database, which served the company well for a significant period. However, as the business environment evolved, it became apparent that the existing database, being a decade old, could no longer be updated to meet the current operational needs of FM BIRD.

Additionally, the company faced a challenge in the financial aspect of its operations. The structure of banking fees in Japan posed complexities in the allocation of invoices. This challenge was further compounded by FM BIRD's clients often consolidating payments for multiple invoices into single bank transfers.

To comply with tax obligations, FM BIRD employed a Japanese technology system known as Ya Yoi. While effective for its intended purpose, the lack of an English version and certain interface limitations led Reinhold to utilize spreadsheet calculations as an alternative method for managing these processes.

The Solution: Centralizing data and sales operations in Vtiger CRM

In response to the operational challenges faced by FM BIRD, the management introduced the idea of adopting Vtiger CRM, a decision that was collectively agreed upon by the team. This CRM was selected for its robust functionality and ability to streamline various aspects of the business process.

The specific modules of Vtiger CRM employed by FM BIRD included those for managing invoices, quotes, and sales orders. These modules are typically designed to facilitate an efficient and integrated approach to handling client interactions and financial documents. They allow for the creation, tracking, and updating of quotes and invoices directly within the system, ensuring a seamless flow from sales quotes to confirmed orders and finally to invoicing.

One of the standout features for FM BIRD was the payment function within Vtiger CRM. This feature typically offers a consolidated view of payments and invoicing, simplifying the task of tracking and reconciling payments. It is particularly beneficial for businesses like FM BIRD, which had previously faced challenges due to clients consolidating multiple invoice payments. The system likely provided options for recording partial payments, full payments, and overpayments, thereby offering a comprehensive solution to managing financial transactions.

Reinhold, the IT manager, highlighted the flexible reporting system of Vtiger CRM as a key advantage. In many CRM systems, reporting tools are crucial for generating insights from data. These tools often allow users to create custom reports, extracting specific data points relevant to business needs. For FM BIRD, this meant easier compilation and downloading of financial and client data, enabling more informed decision-making and strategy development.

With the accumulation of sufficient data within Vtiger CRM, FM BIRD was able to transition away from the old Access database. This shift likely marked a significant improvement in data management and operational efficiency. The transition to Vtiger CRM not only resolved the immediate issues with invoice management and payment tracking but also positioned FM BIRD to better leverage its customer data for future growth and optimization of business processes.

Conclusion: Enhanced Business Operations with Vtiger CRM

In contrast to the intricate nature of the Access database previously employed by FM BIRD, the adoption of Vtiger CRM has proven to be an optimal solution for overseeing company operations and facilitating streamlined management of sales-related activities, including sales tracking, leads, quotes, opportunities, and invoices.

While there was an initial learning curve for FM BIRD employees in transitioning to Vtiger CRM, they eventually discovered its user-friendly interface and began to appreciate its versatile functionalities. The comprehensive features of Vtiger CRM have significantly improved the ease of accessing critical sales data, generating invoices, and overall, have contributed to a smoother flow in the sales operations of FM BIRD.

It is noteworthy that FM BIRD has progressed to utilizing the enterprise version of Vtiger CRM, indicating a sustained commitment to leveraging advanced features and capabilities for enhanced business efficiency. This strategic shift towards Vtiger CRM has undoubtedly played a pivotal role in optimizing sales processes, fostering improved customer relationship management, and positioning FM BIRD for continued success in its endeavors.