Creating a client database

[joanne ingle]

Hi everyone,
can you tell me what is the best or maybe the simplist way to create a client database
Many thanks Jo

[RoyB]

Hi Jo

as with a lot of queries like this the answer is depends what you are using it for!!

The simplest is something like an excel sheet, then more complex could be an Access database.  Is it to keep track of leads, or to use for follow up for repeat business?

Roy

[Juan Salgueiro]

Hi Joanne

For the last 3 years I've used Microsoft Access as a database of contact and wedding details. I've created a very simple, one table database with names, date of wedding, phone 1, phone 2, email1, email 2, address and comments fields. You could just as easily do this in excel but Access automatically updates the list according to the date which is very useful. Last year I bought myself a book on Access as I wanted to create a multi table database with album choice, reprint orders etc. etc. But have still not got around to it. Between my paperwork (contract, schedule and notes all in one fileand reprint orders in another) and my database I have everything covered. I'm not sure if the time spent building and populating a new database will really add anything to my business.

[William Ingram]

I am creating a database in Access to hold Client and Suppliers (CSd) details together with an Accounting Database.

The database is linked to MS Outlook, which I download, via code, CSd together with all the jobs and appointments. I can then add payment details and show client account information what they have paid and when.

For Suppliers or money I have paid out from the business goes straight in the the BankTransaction as well as keep an uptodate account of what I've spent and what I have been credited with.

At the end of the financial year I press a button and prints out my Profit and Loss Account. Each week I can see what has gone out and what has gone in.

It is also a client's letters database, I can send out marketing, appointment and thank you letters.

However, all this takes time and a lot of scripting. If I come to the convention I will bring my labtop and if your're interested in seeing more then I will.

[Paul Berry]

Hi,

I use Access to, once you get your head round it it is an incredibly versatile database system, too complicated really, but that'a Microsoft for you.  To really use it to its potential you need to spend a lot of time with it, but I thinks it's better to start with the software and build up knowledge than try something else and try to convert later.

Paul

[Celynnen Photography]

I'm using Filemaker Pro

[Martin Plant]

William:  it sounds like you have invented QuickBooks

[Uzair Kharawala]

I have designed a software called Foto SF (www.fotosf.com). The easy to use database which helps photographers organise their business. Works on both Mac & PC. It will organise your contacts, diary, events, weddings, sales & purchase ledgers, sending graphic oriented emails to clients, print invoices & delivery notes, sales order tracking and much much more.
Our trade stand is Stand 185 at the Convention and look forward to seeing you guys.
Oz

[William Watson]

Oz:

 How much is it to purchase your software?

wgw

[Peachy]

The prices are on the Buy tab of Oz's website. If I get to the convention I shall take a look at it although I'm just creating an access database myself. I used to support Access in a previous incarnation. Very powerful tool.

[Juan Salgueiro]

Peachy

How complicated/long do you think it would be to create my own relational Db recording contact info, event (wedding/portrait etc) details, appointments, reprint sales, order history etc? I used to be a web developer and have also programmed a bit of Java and Javascript in the past. My knowledge of Acess is limited though. I understand what it is capable of I just don't know at this stage how hard it will be to achieve.

No offence Oz, but I like the idea of creating something that works exactly how I want it to without extra functions that I know I will never use. Having said that, I'll see you in January just in case you've got what I'm looking for without the endless nights developing my own.

[Uzair Kharawala]

No offence Oz, but I like the idea of creating something that works exactly how I want it to without extra functions that I know I will never use. Having said that, I'll see you in January just in case you've got what I'm looking for without the endless nights developing my own.

None taken! I was having the same problem before I developed Foto SF. Most of the programs available were with so many functions which hardly got used. So I decided to create something which is simple,easy and relevant to the photography business.  I look forward to meeting you.

I shall be on stand 185.
Oz

[Uzair Kharawala]

Oz:

 How much is it to purchase your software?

wgw

£345 + VAT

[Martin Grahame-Dunn]

If any of you are in any doubt then I can highly endorse Oz's software. To say it does everything it says on the box would be a massive understatement. Anyone running a photographic business can improve their performance by using the right business tools as well as the latest camera kit (that so many people don't know how to use properly anyway!) and after all, profit is the key to a happier life without a bank manager breathing down your neck.

It is the business to client functions that are seriously impressive as communication is another key to a successful business. I wouldn't dream of running a photographic business without the right tools for the job and I certainly hate being inefficient. This stuff can sort it out for you and I am a technophobe, as Oz!!!!

[Peachy]

Juan, If you understand the concepts of relational databases (as apposed to flat ones like Excel) and you know where to create an outer (one to many) or an equal join (one to one) then I don't think you'll have too much trouble at all. It's all fairly wysiwyg. You could create a basic database in a couple of hours then add to it as you go along.