How Your IT Company Can Synchronize Its Data Automatically

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How can you optimize the operations of your information technology business? The most important step is to sync data between your key applications.

How many cloud-based applications do you use in your information technology (IT) solution provider or managed service provider (MSP) business? Five? Ten? Fifty? You probably use more apps than you think.

The most important applications are:

  • A customer relationship management (CRM) software
  • A Professional Services Automation Tool (PSA)
  • An accounting package

These tools are relevant because you need to track your leads (marketing), convert them into customers (sales), provide services to those customers (service delivery), and bill those customers for the work you’ve done (accounting).

For that process to work efficiently, each app needs accurate data from the other apps you use. Of course, this is easier said than done.

Many IT companies spend an inordinate amount of time manually moving data from one application to another, often bringing with it the typos and those that result from manual input. This leads to inefficiency, at best, and costly failures as a consequence.

In this sense, Chris Timm de Sondela Consulting, a business consultant for MSP, asks a question that we must answer in our data synchronization process.

«What is the first warning sign? Keep the same data in different applications and update it (manually) in different systems ».

So how can an IT business’s cloud-based applications be successfully linked to be useful? Now we will take a look at this problem.

Why do you need to sync data between apps?

If you want to avoid manual data loading between the cloud-based applications you use, you must ensure that those applications communicate with each other. This means syncing data between them.

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Sometimes this is done through a manual process or by exporting data from one application and importing it into another. But it is better if you are looking for automatic processes: systems where changes in an application are sync automatically with other.

“It is important to ensure that data is synchronized across different platforms to maintain consistency and data integrity. This makes you more efficient as you only have to modify them in one place and the other systems update accordingly, ”Timm says.

Think about the relationship between your Remote Monitoring and Management Tool (RMM) and your Professional Services Tool (PSA).

If you had to manually add each new workstation and printer to your PSA setup, you could spend a lot of time keeping the data between the two up-to-date. It seems like a ridiculous idea; however, this is what many IT companies spend their workday on.

In this regard, Timm makes a strong argument: “Not keeping data synchronized (automatically) between applications is like reinventing the wheel every time you work.”

Given this, the most up-to-date managed service providers do not manage their application data in silos. They understand the value of share them automatically between applications. So why do you need to sync data between apps? Let’s see:

1. Synchronized data makes your IT business more efficient

Data synchronization between applications makes your staff more efficient by keeping everything up to date at all times. If your utility has linked their RMM and PSA software, and a customer adds a new workstation, then your RMM tool discovers it and automatically adds that workstation configuration to the PSA tool.

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The PSA tool then makes that data available to service providers, thus avoiding the embarrassing situation of a customer calling helpdesk only to hear that the team in charge was unaware of the existence of that particular team.

It is very important that once your PSA tool knows about a workstation, it can tell your accounting tool that invoice work effectively. In information technology companies it is common to see a huge amount of lost revenue as providers simply do not bill for the workstations they have for their customers.

For us, this is the number one reason IT companies need to sync data between their cloud applications and increase your billable income.

2. You keep all departments in sync

Setting up automatic synchronization between different applications means that all departments in your company know the latest data.

That is why Timm says: “When you synchronize data in multiple applications, you keep all the departments of your company updated to the ensure data is never duplicated between teams».

You can use the HubSpot CRM to track leads and prospects. Thanks to the HubSpot Data Synchronization Software, all the new contacts that you enter into HubSpot are automatically synced to Google Contacts, for example, and all the contacts that you enter into Google Contacts are also synchronized with HubSpot CRM in a bidirectional process.

Once a lead has become a customer, it is not necessary to retype the data. New customer information is automatically available to the PSA tool thanks to data synchronization. When you’re ready to bill that new customer, the account package automatically lists all the information you need, too.

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No lost billing. No misspelled data. Just a set of apps that work together.

3. You connect your technology stack

Take five minutes to do a quick audit of your IT business. List the cloud-based applications you use to run your business on a day-to-day basis. How many of these apps sync your data with the other apps you use?

If they are not syncing data and are instead relying on manual methods, you are clearly wasting time and income opportunities. Instead, keep in mind that this data is the lifeblood of your business and must be freed from the silos in which it is currently trapped.

Synchronize your data and see how your business efficiency increases, along with your profits. It starts with a Free trial of HubSpot’s Data Synchronization Software to connect your applications and enrich your customer data across platforms.

This article is adapted from the original by Richard Tubb, one of the leading experts in the global community of IT Managed Service Providers (MSP). He is the author of the book The IT Business Owner’s Survival Guide and writer of the award-winning blog www.tubblog.co.uk.

Jerry Gordon

About Jerry Gordon

Webmaster, nature and tech lover. Jerry manages the day-to-day operations at DigiToolsadvisor. He loves enjoying his free time, but most of all, trying new tools to master.