Reports are not only scientifically-looking graphs, diagrams and tables. They provide information to help both managers and staff to analyze, plan and make decisions. Compiling reports can be dull and boring, if they are made manually, — or can be turned to a powerful management tool, if you let your CRM take care. 

APRO CRM can build both standard and customized reports based on the specific metrics important for your company.

strategic reports

Business growth and development are hardly imaginable without strategy and clear objectives, and smart management solutions are unthinkable without accurate statistics and analytics. All this is about strategic reports. 

1. Deals progress over stages. Sales efficiency depends directly on how fast your clients' requests are getting satisfied. Fast and efficient troubleshooting and order processing increases conversion and, consequently, profits. This report helps you to:

  • monitor deal progress over its stages to find out where it got stuck and why; 
  • analyze negative factors, eliminate them, and increase efficiency. 
For instance, if reports reveal a very long interval between payment and shipping — the issue is bound to be on the warehouse's end.

2. Average sale duration. This report is usually compiled for two reasons. On the one hand, it helps evaluate the real time closing a deal can take, including not only deal closure (which normally takes about 3 days), but also all the process of customer negotiation (which can take up to one month). On the other hand, the report clearly shows the number of clients and the turnover, allowing you to compare these numbers to your sales plan: 


The major advantage of this report is precise sales forecasts. 

3. Company revenue (profits). This report is an assessment of your company sustainability as a whole, focusing on the efficiency of staff and current business processes. This data helps you compare the expected amount of profits to the real one, reveal weak points and evaluate the potential:
For example, your sales volume appeared to be less than you expected. This report will reveal the reason of it (lack of leads or return customers, etc.) — and help you attract new leads. 

4. Lost revenue. This report is all about two metrics: first, it reveals the factors most frequently leading to deal loss, and second, it estimates the potential revenue a deal could bring, if not lost. 

For instance, the report will point out issues with logistics, if customers tend to crumb deals because of inconvenient shipping. 

5. Potential revenue. You can use this report to estimate your potential profits considering certain conditions. Here, three metrics are considered: forecast sales volume, target costs, and anticipated expenditures. Such important factors as seasonal fluctuations, competition, changes in product range, discounts and sales are also taken into consideration. This report shows the difference between sales volume and costs. 

Let's assume you got the numbers you were not expecting. This report will help you find other means to increase sales volume, for instance, by minimizing expenditures.

operational reports 

Check out your current overall status: the number of new leads, deals, activities, and how fast your staff is getting them processed — in a word, see if everyone is doing enough to make potential clients real. 

1. Number of new leads (+segmenting by types). This report helps to monitor the dynamics of incoming and processed leads, as well the rate of their conversion to clients. For example, the report can show you how many new leads you got last week and how many of them were taken care of and closed deals with you. You can also see the leads whose requests never got replied, and the ones who eventually got swept. Weak conversion is very often caused by sales reps' ignorance or delayed reaction. This report is a nice tool for analyzing client warmth and monitoring the sales reps' activity (calls, emails, SMS). It is also a powerful means to search deals for weak points, that is, stages where clients are mostly prone to crumb deals. 

2. Number of new deals (+segmenting by budget). This is about two metrics: how many new deals are currently processed, and their stages + profitability. This report also reveals the groups of clients that make the most of your profits and helps to get rid of excessive business processes and deals stages that hinder the efficiency of your sales funnel. For instance, you can count the number of closed deals and compare it to the number of the deals in progress and the total of deals.
 
3. Number of new activities. This statistics displays the number of new client requests for a certain time period and the number of the processed/unprocessed ones. The report also calculates the average timeout waiting for reply and shows types of requests.

4. Calls (incoming, outbound, missed). This is a report about all calls: their number, duration, and results. You can assess each sales rep individually and publish a rating. You can also analyze calls in order to determine the optimal length of conversation with clients. The report reveals the reasons of missed calls, such as technical issues, busy line or absence of sales reps. You can solve the problem of missed calls by setting automatic callback tasks for each missed call. 
5. Emails. This report is statistics on your campaigns, that shows the number of emails delivered, bounced, read, responded, or blacklisted as spam. You can also learn how many clients followed the link in your email and how many of them unsubscribed. Analyzing these numbers can help you find and correct your mistakes. For example, a huge number of rejected emails can spoil the reputation of our IP address. In this case, you just need to sweep your database and eliminate all invalid emails.
 
6. Data from online forms. This report detects the online forms that bring you the most of feedback from clients and leads. Its results allow drawing conclusions about the efficiency of advertising channels and sales reps. For instance, if you are analyzing customers' feedback (calls, emails), and see that clients tend to slip out because of the huge timeout waiting for reply, it is obvious that sales reps must be trained to reply to clients' requests promptly and make them feel important for your company. The faster the reaction is, the more chances there are to get new clients.

advertising reports

Any of your expenses on promotion and advertising must be paid. Check out your advertising for efficiency. 

1. Conversion by advertising channels. This report is about the efficiency of your marketing efforts and expenses. It explicitly shows the advertising channels bringing the most of your potential customers and the inefficient ones. You can use this statistics to find out what exactly your advertising strategy lacks: for example, inaccurate segmenting of your clients can result in ill choice of advertising space and media. 
2. Number of leads coming from each advertising channel. This report helps monitor the statistics of potential clients each of your advertising channels provides. The most efficient channel (social networks, billboards, banners, etc.) will be clearly visible from the diagram.
3. Profitability of advertising channels. This is a report on the cost-effectiveness and overall efficiency of your advertising channels. For example, if you see your newspaper listings bringing you only 2 clients a year, who make tiny purchases, this is a telltale sigh you must get rid of the unprofitable advertising channels and reinforce the lucrative ones. 

4. Particular case: uploading listings to advertising platforms. This report is especially designed for real estate agents. It is a powerful tool for monitoring the efficiency of advertising platforms or, for example, detecting which platform is more popular for commercial listings and which one — for residential properties.

staff evaluating reports 

Find out what your sales department is capable of. Check how well the sales reps are doing their job and see if they can do it better. 

1. Report on tasks. This report is useful for monitoring the sales reps' activity and checking how many tasks are closed and how fast. It also allows you to see whether some of the deadlines are disrupted, and how many deals are successfully closed. You can use the statistics from this report to assess each rep individually and see how their efficiency can be increased. 

2. Number of calls. This report studies the number of seller-client interactions. The reason for the low rating of closed deals might be the lack of communication with clients. You can also monitor the number of cold calls and processed requests — to calculate average conversion. 

3. Rating by leads, deals, and the budget of closed deals. Take the indices of a sales rep with high success rates and compare them to all the others.
Count the number of clients, who reached the stage of sale. Do you think this is the maximum, or do you suspect the sales reps could have performed much better? Make a detailed assessment of the customer communication each of them had. Compare the average deal value for every sales rep, and find out why they are different: the reason may be either the sales rep, who forgot to call the client or didn't send the commercial offer in time, or your competitors, who offer more favorable prices, better quality, or service. 

analytic reports 

If there happens to be an error in your business processes, analytics will help you locate it.

1. Deals/leads/requests allotment by types and stages. You can use this report to locate weak points in your sales funnel. For example, if the report shows a significant number of deals stuck on the same stage at the same time, the reason can be either the inertness of sales reps, or that of other departments.


2. Number of objects (products) of various types and prices + filter by fields. This report is very useful for analyzing the products range and finding out why certain products are more popular than others. For instance, an installation company can use this report to keep records of the double- and triple-pane windows and analyze which of the two types is more popular with customers and why (because of the price, quality, etc.). This information can help to revise the pricing policy and calculate the volume of procurements more accurately. 

budgeting reports

Regular monitoring of changes in your company's financial performance makes it possible to estimate risks and all plausible forecast scenarios. 

1. Revenues/expenditures. This report is indispensable for monthly income and expenditure records: it makes all the financial operations in your company absolutely clear. For instance, you can check the spending of budget by sales reps at any time. This report also shows how successful your company is, and fast it is developing. In addition, it also calculates the total revenue or expenditure for the time period you desire. 
You can use this report to forecast and increase your company profits, calculate the break-even point, analyze your regular spending and and keep it leveled, forecast the revenue and marginal contribution. 

2. Receivables. This report helps to monitor the number of debtor clients and the total amount of debt, as well as payment deadlines and the dates of partial payment of arrears — and compare these results to the actual amount of money on your company's accounts. This report is essential for the timely planning of your company's financial policy: you can use it to make forecasts about future expenditures and see if you need to involve additional funding.

All the reports above are standard and can be used for any type of business.

who needs what

The efficiency of your company reports depends on how smart the decisions made on their basis are. And smart decision-making requires specific type of data for each employee. Managers need business indexes, sales reps are interested in sales statistics, and marketing experts analyze the efficiency of spending on advertising. 

Report

Managers

Sales managers

Real estate

agents

Sales reps

Marketing experts

Strategic






Deals progress over stages

strategic decision

+

tactical decision

+


+


+


Average sale duration

strategic decision

+

tactical decision

+


+


+


Company revenue (profits)

+

analysis and strategic decision

-

-

-

-

Lost revenue

+

analysis and strategic decision

-

-

-

-

Potential revenue

+

analysis and strategic decision

-

-

-

-

Operational






Number of new leads (+segmenting by types)

+

analysis and strategic decision

+


-

-

-

Number of new deals (+segmenting by budget)

+

analysis and strategic decision

+


-

-

-

Number of new activities

+

analysis

+


-

-

-


Calls (incoming, outbound, missed)

+

analysis and strategic decision

+

tactical decision

+

KPI assessment

+

KPI assessment

-

Emails

+

analysis

+

tactical decision

+

KPI assessment

+

KPI assessment

+

statistics

Data from online forms

+

analysis and strategic decision

+

tactical decision

+

KPI assessment

+

KPI assessment

+

statistics

Advertising






Conversion by advertising channels

+

analysis

+

+


+


+

selection of advertising channels

Number of leads coming from each advertising channel

+

analysis

+


+


+


+

selection of advertising channels

Profitability of advertising channels

+

analysis and strategic decision

-

-

-

+

decision about the structure of advertising budget

Particular case: uploading listings to advertising platforms

+

efficiency analysis

+

decision about expenditures

+

selection of advertising platforms

-

-

Staff evaluating






Report on tasks

+

analysis

+

tactical decision

+

KPI assessment

+

KPI assessment

+

KPI assessment

Number of calls


+

analysis

+

tactical decision

+

KPI assessment

+

KPI assessment

-

Rating on leads, deals and the budget of closed deals

+

analysis

+

tactical decision

+


+


-

Analytic






Deals/leads/requests allotment by types and stages

+

analysis

+

tactical decision

+


+


+


Number of objects (products) of various types and prices + filter by fields

+

analysis

+


+


+


+


Budgeting






Revenues/expenditures

+

analysis and strategic decision

+

control over additional expenses

+


+


-

Receivables

+

analysis and strategic decision

-

-

-

-


Read more about how to create reports in APRO CRM.



Back to Contents

APRO CRM is a SaaS cloud solution and is hosted by our servers. The CRM is flexible and can adjust to your business needs. You will be getting all the necessary assistance from your personal adviser while using the system