How do you keep track of your inquiries/contacts?

I am trying to come up with a better system for this. I am torn between a database and a spreadsheet. I want to take it all the way from initial call, follow ups, contract sent to completed payment. Do any of you have a system you really like? I have played around with a few things but I am just not happy. It doesn't help that I haven't worked with Access for years. Paper doesn't work for me.....I lose paper.

I put everything on my iPhone calendar. In the notes I put any info, such as when they called, if it was just an inquiry, if its confirmed, (deposit paid) etc.

I only have a simple cell phone...just makes calls and texts.

I use google calendar. It is great because you can use it on your pc and sync it to your phone (if you have an iphone or smartphone) it works great alone as well though. You can also share events with other artists for those special cases when you are working with someone else...all you have to do is setup a free gmail account.

I have just a simple phone but I also have an ipod touch. I use an app called WeekCal to keep track of everything. I especially like that I can color-code events. This lets me easily see my business stuff, personal stuff, kids stuff, etc. It is also possible to sync with my Outlook calendar or with a Google calendar. One other really handy thing is that I bring it with me and can easily check my schedule and can add any new contact info wherever I am. The ipod touch does almost everything a smartphone can do but there is no monthly fee. When in a wifi hotspot, it can connect to the internet.

I have the ipod touch to but my phone lets me do it all so I rarely use the touch anymore besides for music...google calendar let's you color code to I believe. I couldn't live with a standard phone. My phone is my gps, my calendar, my email, my internet, and my hotspot because I have tethering so I can always have wifi when I need it for my laptop, etc. etc. etc. lol.

I'm old school... Daytimer. I write everything down, details worked out via email, contracts drawn up and sent, returned with signed with deposit, signed contract goes in chrono order on a clip on my desk...

Don't use a cell at all. And don't trust computers enough to use them for scheduling. And I can read a map so don't need GPS.

Me too! Paper for all. In three separate locations, including a calendar broken apart and tacked to the wall, so every month shows. It's right by my desk and lists every booked gig. I also list them on a month-by-month book calendar. When a gig is in the inquiry stage, it gets a brown line on the top of the sheet. When it's booked, it gets a blue check mark. And when it's completed, I place a line across the check mark to form an "X" and then I file it under "Completed."

I keep a file box with index cards (large sized) with each client's contact info, info on their children's names, ages, birthdays, etc. And I also include info about how the party went, both good and bad things. It's so helpful to have it all in one place.

And no cell phone here either!
And also no annoying GPS voice telling me to go down streets that no longer exist.

I have a single contact sheet where I put all the details of the gig. I also use them for training, jams, conferences...anything where I might have business expenses.

After I'm done with the phone call, I run a google map of the address as a hard copy map and backup for the GPS and it also had the mileage on it and I staple that to the contact sheet. While I'm in google I add it to the calendar. If they just call to ask if I'm free but they aren't to the booking stage I label the entry on the calendar as an inquiry then after they book I change it and add the time and address (for hubby mostly so he knows where I am, we share google calendars.) I also have a place on the contact sheet for followup things like asking for reviews, my impressions, whether I was tipped, etc.

I use this information to fill out my Paypal deposit invoice and then check that off...and then when they pay I have a place to note to subtract the $25 or $50 they've paid.

I take my folder with me to gigs so I know the clients name and the birthday child's name and what we agreed to and their phone. Sometimes it's saved me because I'm dehydrated or tired and I can't think straight and remember whether they owe me $100 or $250.

I might have to get electronic someday, but I like the hard copy. I like scribbling little notes all over it and having check boxes. I also like the bulge in my drawer. LOL!

Oh, yes, after I'm done with the gig (and I've asked for a review by email) I file it toward the back in the year folder in the drawer and I like being able to go back if they say "we used you last year" and I can go back to last year folder that is roughly chronological and see my notes. Like I just had a re-book and because I had a pleasant experience last year I moved my flight plans a little to accommodate doing their event.

i need to get a google calendar, i like being as paperless as possible

rthling wrote:I put everything on my iPhone calendar. In the notes I put any info, such as when they called, if it was just an inquiry, if its confirmed, (deposit paid) etc.

Yep..

... And when I feel like I need extra 'help' I bought these "to do" calendars from Michaels (there are around 60 sheets, 1 for each week and extras). Andddd I keep each week on the fridge.

I am all about technology. I can't do paper. I lose paper...I doodle on paper...I accidentally use it to write my grocery list on...I spill my tea on it...my kids move it. My dream is to have a system in place where, when I get a call, I enter the info, I send out the contract..it is marked sent and received, I can add notes from every phone call. It adds the date to my calendar, When I get a deposit and collect payment, it shoots the info into my spreadsheet for taxes so I don't have to double enter, it reminds me to send a thank you card and then a year later, cues me to send out a reminder for this years event. Also, periodic emails or cards about upcoming events or specials...etc. At one of my jobs, our computers were kind of set up like that. Every morning when we turned them on, it automatically told us anything we had to do that day. I talked to a local computer school and I might go there and have them set up something for me. I used to teach this stuff but it has all changed so much that I can't even do it anymore. It is so frustrating. If this was 10 years ago, I would have been able to design this in less than an hour!

Get one of those contact software systems then. No reason to reinvent the wheel:

http://contact-management-software-review.toptenreviews.com/

I actually use a combination of things. First of all, I follow up all phone calls with both a short text AND a longer more detailed email. I save all email conversations and text conversations.
When I have more time, I write this information onto my day planner on paper, and then I'll put the information on my calendar.

I use the google calendar, but I also use a program called COZI. Both of these apps sync data between all of my devices....so I kinda don't have any excuses.lol.

no offense, but it is time you got a tablet I recommend a kindle fire hd. You can even send text messages on it like a cell phone, and it won't "break the bank"......the best part is you can email documents to your tablet. I lose paper due to my children also, so I can relate....but when you can quickly snap a photo of the document, and later edit and email or print it, staying organized is much easier, and less clutter.

Denise Cold wrote:I have a single contact sheet where I put all the details of the gig. I also use them for training, jams, conferences...anything where I might have business expenses.

After I'm done with the phone call, I run a google map of the address as a hard copy map and backup for the GPS and it also had the mileage on it and I staple that to the contact sheet. While I'm in google I add it to the calendar. If they just call to ask if I'm free but they aren't to the booking stage I label the entry on the calendar as an inquiry then after they book I change it and add the time and address (for hubby mostly so he knows where I am, we share google calendars.) I also have a place on the contact sheet for followup things like asking for reviews, my impressions, whether I was tipped, etc.

I use this information to fill out my Paypal deposit invoice and then check that off...and then when they pay I have a place to note to subtract the $25 or $50 they've paid.

I take my folder with me to gigs so I know the clients name and the birthday child's name and what we agreed to and their phone. Sometimes it's saved me because I'm dehydrated or tired and I can't think straight and remember whether they owe me $100 or $250.

I might have to get electronic someday, but I like the hard copy. I like scribbling little notes all over it and having check boxes. I also like the bulge in my drawer. LOL!

Oh, yes, after I'm done with the gig (and I've asked for a review by email) I file it toward the back in the year folder in the drawer and I like being able to go back if they say "we used you last year" and I can go back to last year folder that is roughly chronological and see my notes. Like I just had a re-book and because I had a pleasant experience last year I moved my flight plans a little to accommodate doing their event.

yes, I basically do the same thing, only I keep paper and electronic copies. this way works! just make sure you have a place to keep things up and locked away from the kids. and back up any electronic data.