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Custom software · Prospecting and invoicing

How did Widesign replace its spreadsheets with its own prospecting and invoicing software?

In-house software, access restricted to the team
Section du site Logiciel de prospection et de facturation
Section du site Logiciel de prospection et de facturation
Section du site Logiciel de prospection et de facturation
Section du site Logiciel de prospection et de facturation
Overview

An agency that sells to SME owners.

Widesign builds custom software and websites for SME owners, and finds a large share of its clients through direct prospecting. Every week, we need to find new contacts, write to them, follow up with those who have not replied, send quotes, then invoice and track payments. Our whole sales activity relies on this cycle, and it does not forgive forgetting.

Context & challenges

Sales activity scattered across five tools.

Before this software, our tracking lived in several places: contacts in a spreadsheet, conversations in the inbox, quotes and invoices in separate software, follow-ups in a calendar or in someone’s head. We had no overall view, and every morning started by piecing together where each deal stood.

The real cost was elsewhere: follow-ups that never went out. An interested prospect who stops hearing from you ends up signing with someone else. Our software therefore had to make forgetting impossible, without asking for more data entry:

  • Everything in one place: contacts, conversations, quotes, invoices and follow-ups in a single tool.
  • Follow-ups that are never forgotten: each deal carries its next action and its date.
  • A clear view every morning: what needs doing today, and where the month's revenue stands.
Our role

Software built around the way we work.

We started by describing our real sales cycle, from first contact to payment, before drawing a single screen. The software was then built in stages, each module used every day before moving on to the next. It is the method we apply to our clients’ projects.

It took over our existing data at the start, runs in the browser, and belongs entirely to us: the code, the data and the access.

  • Prospecting: contact records, pipeline by stage, list of the day's actions.
  • Quotes and invoices: creation, numbering, conversion of quotes into invoices, payment tracking.
  • Reporting: monthly target, revenue collected, amounts outstanding.
Section du site Logiciel de prospection et de facturation
Approach & methodology

Every morning, the list of what needs doing.

The heart of the software is the “To do today” screen. It brings together replies to handle, follow-ups that are due and quotes left unanswered, each with the button to act straight away. We no longer have to search: the list builds itself from the activity.

The pipeline then shows where each deal stands, from first engagement to signature, and the dashboard sums up the month: quotes pending, target, weighted value of open deals. The journey follows the natural order of the day:

  1. Act: the day's replies and follow-ups, first.
  2. Track: the pipeline, deal by deal.
  3. Invoice: an accepted quote becomes an invoice in one click.
  4. Steer: the monthly target and what remains to be collected.
Solutions & art direction

A dark, calm tool, designed for daily use.

The interface uses a dark sidebar and light screens, to keep reading comfortable from morning to evening. Statuses are colour-coded, quote accepted, invoice overdue, follow-up due, so they can be read at a glance without opening each record.

An assistant helps write a quote from a few lines of description, and the document can be previewed before sending. Nothing goes out without human approval.

  • A daily screen: the actions to take, sorted and ready to go.
  • Readable statuses: colours and badges, without opening the records.
  • Assisted quotes: written from a description, approved before sending.
  • Ownership: the software and the data belong to us.
Section du site Logiciel de prospection et de facturationSection du site Logiciel de prospection et de facturation
Section du site Logiciel de prospection et de facturation
Conclusion

One tool to find clients and get paid.

Today we have software that covers our whole sales cycle: prospecting, follow-ups, quotes, invoices and payment tracking. Follow-ups no longer depend on memory, the day starts with a clear list, and we can see at any moment where revenue stands.

What if your business had its own software too?

A tool built around the way you work, and owned by you: the code and the data belong to you. Thirty minutes to scope your needs and come away with a clear plan.

Let's talk about your projectSee our work

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4.8/5 on Google · more than 100 projects delivered

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We can hear you from here.

What you might be thinking

Yanis Benkechida, fondateur de Widesign

Yanis Benkechida

contact@widesign.fr
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Too expensive compared with what? A website that does not convert costs you lost quotes every month. Hours spent re-entering data, chasing and searching for a file cost just as much, without ever showing up on an invoice. Our prices are stated before we start, and you can judge the work before committing: a trial mock-up at €390 for a website, a scoping session at €490 for software, both deducted from the project. We do not start anything until that calculation seems obvious to you.

The right time is before you are overwhelmed, not during. A website is delivered in 14 days. For software, the timeline is fixed in writing at the scoping session. In both cases, we take on most of the work. And if you are going through a busy period, we plan the start date with you rather than rushing you.

If your website brings you regular enquiries and your tools keep up, keep them. If your team juggles spreadsheets, emails and paperwork, or if you no longer dare to show your website, it is quietly costing you. The first call is there to tell you honestly whether it is better to keep, improve or rebuild. Sometimes we advise a simple touch-up rather than a full project.

At first, yes. After that, you pay a per-user subscription that rises as your team grows, for a tool that imposes its own way of working and of which you only use a part. Custom software does what you need, nothing more, and it belongs to you. It is the same reasoning as with business premises: renting costs less in the first month, rarely over ten years.

That is why everything is written down before we start: what we deliver, at what price, by when. A single point of contact, steps approved one by one and 30 days of iterations included. Nothing is coded before you approve it. You keep every project document, and nothing important is decided verbally.

We need a scoping call, a few approvals and your content. For software, we start from the way you work today: you show it to us, we turn it into a tool. You decide, we build. In practice, most of your time goes into the scoping session, and the approvals after that are short.

You approve the mock-ups before any development, and you get 30 days of iterations included from the date the quote is signed. We keep reworking until you approve, within the scope agreed together, with no charge for revisions. And if the art direction does not suit you, we rework it before writing a single line of code.

No. Your website and your software belong to you, code and data included. You are trained to use them, and another professional can take over if you decide to. Access details, hosting and documentation are handed over to you on delivery, with nothing held back.

You choose. We can handle everything, hosting, backups and updates, or hand you the keys so that your usual provider can take care of it. Either way, access is in your name from day one, and you can change your mind along the way.

That is planned for. Custom software can be changed: we add a step, a field, a role, without rebuilding everything. Each change is priced separately and you decide whether it is worth the cost. That is the difference with an off-the-shelf tool, where you wait for the vendor to have the same idea as you.

Often, yes. We start by looking at what exists: what holds up, what is worth keeping, what costs more to fix than to rebuild. That is exactly what the scoping session is for, and sometimes it concludes that there is not much to throw away.