For many double glazing retailers, Microsoft Excel has long been the go-to tool for managing customer data, quotes, invoices, and even communication records. But as your business grows, Excel’s limitations become increasingly apparent. A dedicated industry-specific CRM system with integrated billing, communications, and a customer extranet can transform efficiency, customer service, and profitability.

Here’s why making the switch is a game-changer.

1. Streamlined Customer Management

With Excel, customer records can become scattered across multiple files, leading to data duplication and errors. An industry-specific CRM centralizes all customer information—from initial inquiries to final installation—ensuring accuracy and easy access for your team.

Key Benefits:

✅ Instantly retrieve customer history, quotes, and past purchases
✅ Reduce errors caused by manual data entry
✅ Easily track lead conversions and follow-ups

2. Integrated Billing for Faster Payments

Excel requires manual invoice creation and tracking, which can lead to missed payments or delays. A CRM with built-in billing and invoicing automates the process, reducing admin time and improving cash flow.

One of the biggest risks of relying on Excel for billing is forgetting to send an invoice or invoicing too late, causing cash flow issues. A CRM with automated invoicing and payment tracking ensures that every job is invoiced on time. A survey by Amaiz revealed that over a third of small business owners admitted to forgetting to invoice a client at least once. Perhaps the others didn’t even realize they had!

Key Benefits:

✅ Set up automatic invoice generation as soon as a deposit is due or a job is completed
✅ Reduce revenue leakage from forgotten or delayed invoices
✅ Track outstanding payments and send reminders
✅ Accept online payments to speed up transactions

3. Enhanced Communication & Follow-Ups

Following up with leads and keeping customers informed is critical to closing sales and maintaining relationships. Unlike Excel, a CRM with integrated communication tools (email, SMS, and call logs) helps your team stay organized and responsive.

Key Benefits:

✅ Automate appointment reminders and follow-ups
✅ Keep all customer interactions in one place
✅ Improve response times and customer satisfaction

4. A Secure Cloud-Based Solution to Prevent Data Loss

If your business stores Excel files on an internal server, there’s always a risk of data loss due to hardware failure, cyberattacks, or accidental deletion. A cloud-based CRM ensures that your customer records, invoices, and job details are backed up and secure.

Key Benefits:

✅ Automatic cloud backups protect against data loss
✅ Access customer data from anywhere, on any device
✅ Ensure GDPR compliance and robust data security

5. Efficient Job Scheduling & Workflow Management

Excel spreadsheets make scheduling installations and tracking job progress cumbersome. A CRM provides a visual scheduling dashboard that allows you to assign jobs, track progress, and ensure timely installations.

Key Benefits:

✅ Assign jobs to fitters with real-time updates
✅ Track job status and prevent scheduling conflicts
✅ Increase operational efficiency and reduce downtime

6. Improved Customer Experience with a Self-Service Extranet

A CRM with a customer extranet allows clients to log in, view quotes, track order progress, and download invoices—all without needing to contact your team. This improves customer satisfaction while reducing admin workload.

Key Benefits:

✅ Customers can track their order status in real time
✅ Reduce inbound calls and emails for order updates
✅ Provide instant access to invoices, warranties, and documents

Final Thoughts: The Competitive Advantage

Switching from Excel to an industry-specific CRM with integrated billing, communications, and a customer extranet gives your double glazing business a clear competitive edge. You’ll save time, reduce errors, improve customer interactions, and accelerate revenue growth.