Integrate Automate and Expand your Business with KiBiz
It's more than a place to store data, it's a powerful engine to drive and automate your business processes!


Product Description

KiBiz is a customizable integrated multi-user business management and accounting system that fosters greater productivity, automation and efficiency. It's more than a place to store data, it's a powerful engine to drive and automate your business processes! The KiBiz System organizes the work energies or "ki" of all your separate work activities and connects them together to create an integrated work flow that operates at optimal speed, flexibility, and profitability.

KiBiz is a powerful business tool. With one program you can enter data one time and use it multiple ways. You can stop time consuming workarounds, and automate your business processes. It eliminates the need for many piecemeal business software programs that most people use. KiBiz can make the difference in not only surviving, but thriving as a business. It can give you that competitive edge to serve your customers faster and better.

You will be able to accelerate the taking and processing their orders, better coordinate your staff by having a common reference point, and better manage your inventory and purchases with a real time update of where things stand moment to moment. All this will increase your ability to know and manage your cash flow and bottom line at any given point. The time and money you will save in using KiBiz will pay for itself in a very short time. It is like adding several new staff persons, without the extra cost of managing or paying for them. Now, is the time to consider having one place to track your contacts, products, sales, purchases, and accounting.

KiBiz has many built in features to easily scale menus, navigation and features to the fit the needs of each user. Executives can have broad overviews, while staff can focus on just what they need to see to do their job.

Small businesses can't afford to miss this opportunity to make your Business more Profitable by automating and accelerating all your business processes.

Modules

Click on Thumbnail to see full Screenshot.

Overview

The dynamic KiBiz menu can be easily tailored to each user of the system to just show the options they need to do their job. There is a User dashboard that will show all their current activities, documents, and contacts. To know where the business stands at any given moment, the key metrics are shown, along with the ability to view charts of sales, purchases, and profits.
  • Fast and Easy
    • Set Company and User preferences to easily tailor KiBiz to your company
    • Set Company preferences to define rules for business processes
    • Set Staff Role preferences to customize action, report and navigation menus
    • Set Module preferences to control access to modules for each user
  • Expandable and Flexible
    • Define Multiple profit centers setup for tracking transactions by profit center
  • Powerful Tools
    • Animated Charting for Sales, Purchases, and Profits yearly data
    • User Dashboard to view related actions, documents, contacts, & reports
    • Report menu to run report from any module
  • Get Better Results
    • Set Company Goals and use KiBiz to track performance
    • Set User Goals and use KiBiz to track performance

Contact Management

Contact Management enables you to easily keep up with today's complex network of key people. It gives you the needed flexibility by allowing unlimited contacts and locations per company, and unlimited contact numbers per contact. You can setup different price levels for your customers, classify your contacts to create instant lists by type, assign contacts to each location, and assign locations to each contact.
  • Maintain Better Relationships
    • Set up Tasks, Apppointments, Reminders, Follow-ups
    • Coordinate and Organize Contact Activities
    • View Follow-ups by Date, and Staff
    • Daily, Weekly, Monthly Calendar
  • Get Better Results
    • Connect daily staff actions to business goals
    • Monitor staff contact followup activities
    • View sales/purchase history
    • View Outstanding Balance and Credits
    • Profile prospects
    • Manage sales opportunities
  • Use Powerful Tools
    • Run Email campaigns - send out email blasts
    • Classify your contacts to create instant lists by type
    • Create Sales and Purchases from Contacts
    • Get map and view directions to each location
  • Expandable and Flexible
    • Unlimited People
    • Unlimited Locations
    • Unlimited Contact numbers
    • Assign Billing and Shipping location as needed
  • Fast and Easy
    • Quick Entry Screen
    • Quick Search

Manage Products

The KiBizSystem is configurable so it can be used for many business types to enter product and service information. There is a place to classify each item by product type, category, and subcategory so that they can be quickly found to create an order. You can set-up custom pricing structures that allow you to define the unit type, and quantity breaks, so the pricing will automatically come into an order appropriately. You can set up mulitple vendors to buy this item from, and define product sets or bundles that you sell.
  • Fast and Easy
    • Quick Product Entry Screen
    • Set up Accounts for Revenue and COS to automate accounting
    • View multiple list views for prices, purchasing, and inventory
  • Expandable and Flexible
    • Eight Product Types to Classify Items
    • Unlimited Categories and Subcategories
    • Unlimited price levels and flexible quantity breaks
    • Flexible Costing options
    • Easily define Custom Specifications for your products
  • Powerful Tools
    • Inventory auto updated with every transaction
    • Create UPC or Custom Bar Labels based on your SKU
    • Store Product images and documents for Web and other uses
    • Create Multi-level Bill of materials
  • Get Better Results
    • View purchase history, and set up reorder points to make sure your have products to sell
    • Set up primary vendor to purchase from to expediate sales
    • Track your vendors' price info to know profit margins in sales
    • Know all of your costs, including shipping, so you can maximize profits and eliminate guesswork.

Inventory Control

If your business carries an inventory, you know how important it is to keep track of that inventory properly. Whenever, you sell an item, or receive an item that you purchased the inventory will be automatically updated. There is a products sold history screen that gives you instant stats on each item sold. You can manage your inventory from the inventory list view to see all the relevant inventory data at a glance.
  • Fast and easy
    • Easy entry for Inventory counts
    • Easily make inventory adjustments
    • Easily make transfers between warehouses
  • Expandable and Flexible
    • Set up Multiple Warehouses
  • Powerful Tools
    • Inventory Dashboard to get complete product overview
    • Inventory log that records every inventory transaction
  • Get Better Results
    • View products sold history screen that gives you instant stats on each item sold.
    • Know Inventory Available to Sell
    • Track serial and lot numbers for specific items
    • Track pending sales, purchases, and production
    • Know inventory value at any given time

Sales Management

The KiBizSystem is configurable so it can be used for many business types to enter product and service information. You can set-up custom pricing structures if you like. If your business carries an inventory, you know how important it is to keep track of that inventory properly. Whenever, you sell an item, or receive an item that you purchased the inventory will be automatically updated. There is a products sold history screen that gives you instant stats on each item sold. You can manage your inventory from the inventory list view to see all the relevant inventory data at a glance.
  • Fast and Easy
    • Generates quotes & orders quickly and easily
    • Use pick lists to add items
    • Use quick search to look at all relevant fields to find items
    • Select Customer and all relevant data is brought in
    • Pick Ship locations from list, or enter third party ship address
    • Pick items from Customer Sales History
  • Sales Automation
    • One click to auto create order, purchase orders, work orders, and production orders
    • Email quotes and invoices with one click
    • Allocate inventory automatically
    • Predetermine whether an item will need to be bought or made to then auto create PO's or Production orders
  • Expandable and Flexible
    • Use 7 Pick lists to add producs, services, and labor
    • Flexible pricing options to tweak quotes
  • Use Powerful Tools
    • Duplicate quote and line items so each quote is a template
    • Revise quotes easily create different versions for your customers
    • Process Credit card payments
    • Pick list of upsell and related products to enhance sales
    • Track requests for products you don't carry
    • Salesperson Admin screen to find open quotes, and act on scheduled followups
  • Get Better Results
    • Set up approval conditions to ensure acceptable profit margin, tech and credit approval
    • Easily tweak and revise quotes to beat competition

Purchasing

You are given the option to create a purchase order when you turn a quote into an order. KiBiz will add new items to PO's that still have not been issued that are for the same Vendor, otherwise it will create a new PO. You can also generate a new PO from the PO Entry screen. The PO Reorders screen is a place to view all items that have passed their preset reorder quantity mark, and issues PO's for them In the Receive screen the can partial shipments, serial and lot numbers, and post the items to inventory. A bill for just the items received is auto created in AP.
  • Fast and Easy
    • Build PO's fast with Vendor pick lists
    • Quick search of all Vendors who sell item
    • Button to Print/Email PO
  • Purchase Automation
    • PO's automatically made from Sales
    • Post inventory and create bills in AP for just the received items
  • Powerful Tools
    • Buy Decisions screen to make informed and better purchases
    • PO Overview screen to manage all open PO items by Date range, Job, Vendor, Customer
    • Receive items for partial shipments
    • Place to enter serial numbers and lot numbers
    • Vendor Returns area to process and post returned items
    • Forecast projected purchase requirements based on current quotes
  • Get Better Results
    • Make group purchases of items to get better deals
    • Set up Approval conditions to support better purchasing actions

Servicing

The Servicing module is a place to generate service work orders. Here you can track the actual hours versus the estimated hours, build a knowledge base of service issues that can be referred to, and view service tasks for each staff member on Calendar.
  • Fast and Easy
    • Work orders created automatically from Sales services and labor entries
    • Print, Fax or Email Work orders
    • Enter actual hours spent
    • Find open work orders fast
  • Powerful Tools
    • Build Knowledge base of service issues and solutions
  • Get Better Results
    • Track estimates vs actual to make better estimates

Fulfillment

The KiBizSystem automates your ordering process by turning your quotes into orders with the click of a button. An Order Confirmation can easily be produced, as well as a pick list, a packing slip, and a delivery ticket if needed. The order is fulfilled, and then either an invoice is made or the item is added to the Back order list.
  • Fast and Easy
    • Buttons to Print/ Email Order Confirmations, Pick Lists, Pack Slips, & Delivery Tickets
    • Buttons to Print/Email Invoices, Deposit Invoice, and Proforma Invoice
    • Easy entry of actual hours for services and labor
  • Shipping Automation
    • Built-in UPS World Ship Tool to get ship rates, ship packages, and print ship labels
    • Brings in tracking number and actual ship costs to KiBiz from UPS
    • Get latest tracking info from UPS, FedEX, and USPO websites
  • Powerful Tools
    • Know when to Ship with continually updated received and produced data
    • View Back orders by Customer, Product, or All
    • Easily convert Back Orders when ready
  • Get Better Results
    • Know actual labor costs to better determine profit margins
    • Profits tab to get overview of product and services profit, along with labor costs

Payment Processing

Here a user can enter a single or multiple payments and apply the payment to a single or multiple invoices. There is place to indicate the payment method, and enter the credit card information. A custom feature that is available is for the system to perform the credit card authorization for you.
  • Fast and Easy
    • Enter payments for single invoice for checks, or credit cards
    • Enter payments for multiple invoices allocating amounts to open invoices
    • Easily apply customer sales credits to open invoices
    • Print out RMA's and Credit Memos
    • Print/Email Invoices
  • Powerful Tools
    • Credit Card processing- Set up Merchant account with us or link to yours
    • Payment processing window to make payment posting decisions
    • Payment Posting Screen to make decisions of when to post payments
    • Apply early pay discounts
    • Apply late fees
    • Process Customer Returns, Issue Credits and Restore resellable Inventory
  • Payment Automation
    • Auto create sales credits from customer returns
    • Auto create refund check from customer returns
    • Batch post Invoices
    • Set up timer to automatic post invoices and payments

Personnel

The Personnel Management module is for keeping key personnel data, viewing staff labor done by the week, holding key payroll data, and for setting staff goals. You can enter the pictures of each staff member, along with their pay rate, that will be used by the job costing modules.
  • Fast and Easy
    • Enter timesheet data on User Dashboard
    • Enter payroll data
    • Keep key personnel data
    • Staff Contact data brought in from Contacts module
  • Payroll Automation
    • Create paychecks
    • Maintain pay log
  • Get Better Results
    • Setup and Track Staff Goals
    • Evaluate Goals for Incentives and Bonuses

KiBiz Admin

The KiBiz Admin area provides resources and tools to support the performance of other KiBiz modules. It contains currency, tax, zip code, and area code tables that the Sales and Contact modules can use. It has tools to control the look of the layouts, change the module icons, add menu items to the action and report menus, and make it easier to import your current data into KiBiz.
  • Expandable and Flexible
    • Multi currency tables to identify currency symbols, and exchange rates
    • Tax tables to hold local, county, state and federal tax data
    • Zip code and Area Code lookup tables
  • Powerful Tools
    • Use Layout Look Tool to define module colors and icons
    • Use Menu Items Tool to add new menu items to Action and Report menus
    • Use Excel Import Templates to easily bring in Contact and Product Data from current system.

KiBiz Modules

Benefits
  • Integrate business processes---
    Do one time data entry and assemble all your data in one place, eliminating multiple systems for sales, contacts, accounting, ordering, etc.
  • Accelerate Work processes--
    Auto Create Sales Orders, Work Orders, Purchase Orders, & Production Orders. Utilize pick lists, action menus and buttons to get work done faster.
  • Scaleable--
    Easily scale KiBiz features to fit each user. User-driven navigation to show broad or narrow menu options
  • Customizable--
    Add, modify, or subtract pieces as needed. Access the underlying source code to tweak and grow your system as needed.
  • User Friendly--
    Get around KiBiz very quickly with its easy to use navigational interface.
  • Accuracy--
    Eliminate data errors and increase accuracy, with shared data and data controls.
  • Networkable--
    Have up to 350 users able to enter data simultaneously in any of the System's multiple modules. Deploy system across multi-platforms so data is usable for Mac, and/or Windows users
  • Secure--
    Secure your data with specific controls over access privileges
Testimonials
  • “What used to take ten people all day to do, now takes us half a day and one person. The company would not have been able to grow the way it has without KiBiz in place for the past 9 years.”
    DARREN MOCK -- Operations Director, Revolver, USA San Francisco, CA
  • "This is really incredible, you can run your entire business from these files. I have yet to see any business administration programs available that are to this level of comprehensiveness. We were using Goldmine to manage our contacts, Excel to process our orders, and Quickbooks for our accounting. Now, we don't need any of these programs, with the KiBizSystem we can do everything we want and much more."
    M. Cruz, Director, Guitar Center Systems, Sunland, CA
  • The KiBiz System has opened up totally new markets for EMA.
    TREY MILLER – Office Manager/IT Director, EMA Atlanta, GA
  • “It’s been worth every penny.”
    LOUIS BENTIVEGNA -- CEO, Reliable Bakery, Brooklyn, NY
  • "Being able to combine into one integrated system has improved our day to day operations incredibly. We went from a totally chaotic time wasting “paper based” office with our sales and operations departments not knowing what each other was doing to a fully integrated efficient office with KiBiz. I think the best part about it is that all of our sales data, inventory control and client contact info is in one place."
    MICHAEL KREVITT-- Partner, Show Group Production Services, Inc., Los Angeles, CA
  • KiBiz is easy to use, yet very powerful and robust. Since it is a FileMaker-based system, we had the ability to completely customize it for our needs. The staff at KiBiz are not only technical experts, they are very proficient in listening to the customer and giving the customer what they want. On many occasions, I simply described a feature that I would like to have, and it was ready for me to test the following day. I have never received this level of service or support from any other company in 15 years as an IT director.
    TREY MILLER – Office Manager/IT Director, EMA Atlanta, GA
  • “We’ve gained 10 – 15% in efficiency. We’re able to make more things and get more done in less time. If anyone were to ask me if I think they should go with KiBiz, I’d tell them unequivocally, this is who you need to go with. You need to buy your software from this KiBiz Systems because A, they’ll take care of you and B, they’ll treat you the way you want to be treated.”
    Ralph Quilllin, Founder & Owner, Quillin Leather & Tack
  • “We save a good 16 hours a month alone, just on the time it takes to bill our fuel accounts.With the KiBiz System, forms and reports for all the different parts of our business are easy for me to generate. The System already has all the data – all I have to do is create the form, fill it in and print it out. It generates the completed form with all necessary information where it’s needed. No other software I’ve used or researched could do this for me.”
    Chris McGraw, Owner, Halibut Point Marine Services
  • Maybe the biggest difference the KiBiz System has brought to NY Brooklyn Bread has been the ease the System has provided for our growth. Where once I would have seen acquiring a new customer that had a chain of a hundred stores as a programming nightmare, today with the KiBiz System it’s a very simple data entry process. KiBiz easily handles our extremely large product line and all the variations for flavor, and texture. The scalability of KiBiz enables us to continue to develop our unique line of specialty products, and take on all the new customers those products attract.
    Jarod Coppolo, Controller, NY Brooklyn Bread, Brooklyn, NY
  • Our company is now enjoying substantial savings in labor and time over the 8 years we have used KiBiz. Today, just one of our employees handles the entire order and delivery process. In a single 8 hour day, this one employee accomplishes much more using the KiBiz System, than three employees were able to accomplish in 10 hours a day, prior to installing KiBiz. I’m very happy with the system. I could go on and on about it forever because it absolutely has made my life a lot easier and opened my eyes up to a lot… that benefited my business and enabled me to make it what it is today.”
    LOUIS BENTIVEGNA -- CEO, Reliable Bakery, Brooklyn, NY
  • "I travel frequently. The KiBiz system allows me to have complete control of the business, do everything I needs to do from the road, by accessing John Ernest’s KiBiz System remotely. We’ve been using the KiBiz System for eight years; it makes everything much easier for us. We’re much more organized and that saves us a great deal of time. KiBiz makes it easy for us to find and keep track of all our orders, our invoices and all the data related to our business.”
    Nancy Parella, President, John Ernest, Inc., Wayne, NJ
  • “I liked the KiBiz approach and philosophy. Everything is all in one place and if you know a little bit about what you are doing with the software, you can make it work in a way that will require the least amount of energy. Everything is just really well organized. That’s what I liked about Ki Systems, the concept, and I didn’t find that in other companies I had looked at.
    Tamara Gebhardt, Founder/Owner, Motor Music ‘N Motion.
  • KiBiz is easy to use, yet very powerful and robust. Since it is a FileMaker-based system, we had the ability to completely customize it for our needs. The staff at KiBiz are not only technical experts, they are very proficient in listening to the customer and giving the customer what they want. On many occasions, I simply described a feature that I would like to have, and it was ready for me to test the following day. I have never received this level of service or support from any other company in 15 years as an IT director.
    TREY MILLER – Office Manager/IT Director, EMA Atlanta, GA