Business Cases

Encountra, By Flashpoint

Managing a Club?

Our Clubs edition brings together the best of our tools, to simplify your club management. Effortlessly manage content, communication, events, ticketing, membership renewals, club sections, advertising and more, all in one place.

  • Easy Web Site Management

    Easy Web Site Management

    Let us help you build a content managed web site which matches your identity and you can maintain yourself. Most of the functionality involves simple data entry. Instantly Update news, events and other web site content.

  • Powerful Event Promotion

    Powerful Event Promotion

    Create, manage and promote events, including ticked and recurring events. Show a 'live' calendar on your site and add sections for featured and upcoming events.

  • Effortless Email & Communication

    Effortless Email & Communication

    Send weekly, monthly or targeted emails, on demand, with ease. As they both use the same content engine, almost anything that is shown on your web site can be included in your email campaigns.

  • Searchable Online Marketplace

    Searchable Online Marketplace

    Provide a platform to promote your members' services. This can be maintained with simple data entry and allows searching by category, keyword, description.

  • Manage Club Sections & Adjuncts

    Manage Club Sections & Adjuncts

    Showcase your clubs sectons, teams and social groups. Add contact information, key people and documents. Add news articles to create a timeline of section events. Showcase these in emails and on your site.

  • Centralised Document Management

    Centralised Document Management

    Store and share important forms and documents. Upload revisions easily. Link documents to your web site and emails. Add items to nominated categories and your website can display the latest ones.

  • Seamless Payment Integration

    Seamless Payment Integration

    Securely accept online payments, for ticketed events, membership renewals and others.

  • Advertising and Sponsorships

    Advertising and Sponsorships

    Generate revenue with built-in ad management tools. Show these on the web site and in generated emails.

  • Membership Draws

    Membership Draws

    Set up, track, and display draw results and key dates. Make these easily available on the web site and in your email campaigns.

  • Club Grants

    Club Grants

    Record, track, update and show details of grants made by your club. Promote these for interested parties

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Need a Customer Portal or Business Dashboard?

Our content management system provides features for building specialised portals, with single sign-on, multifactor authentication and role based access. These portals can be built from scratch or interface with your existing systems, to bring your data to life

  • Provide A Customer Portal

    Provide A Customer Portal

    Set up pages for registration and login, provide additional functionality behind your main site. Allow the user to set up personal information, addresses, payments.

  • Balances, Purchases and Payments

    Balances, Purchases and Payments

    Show balances, purchases and other information. Store payment details for periodic and quick purchases.

  • Create A Digital Dashboard

    Create A Digital Dashboard

    Build a dashboard for your own company. Engage your employees. Add login, multi-factor authentication and single sign-on.

  • Graphs, Alerts, Timelines

    Graphs, Alerts, Timelines

    Incorporate dashboard widgets, graphs, alerts, timelines, user communications and other company information.

  • Showcase Your Data

    Showcase Your Data

    Showcase your company data. Interface with your existing systems. Produce summaries across different business units and functional areas. Compare working units and performance

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Want To Centralise Documents and Digital Assets?

Our document management module allows you to do just that, featuring advanced document security and versioning. Attach these to any entity in your system. You can also store digital assets for use in your web and portal projects.

  • Secure Document Storage

    Secure Document Storage

    Store all company documents in a single place, searchable by title, summary, keywords, author, date and reference number. Explore the relationships between these documents and other data in your system. Documents can be made private, available to selected users and groups, or public.

  • Review, Revise, Reload and Revert

    Review, Revise, Reload and Revert

    Review documents with collaboration features, revise them, upload them back into the system. All revisions are stored and numbered. At any stage you can view a previous revision, and, if necessary, revert to that version.

  • Digital Assets

    Digital Assets

    Store and manage items for web access. Items such as images, audio, video and documents can be managed as digital assets. Multiple item types can be set up and these can be uploaded to the system or linked by a web address.

  • Speedy Update And Retrieval

    Speedy Update And Retrieval

    Asset information can easily be updated, edited and replaced. These changes operate seamlessly with your content and other attached systems. A powerful extraction system automatically maintains physical and cached copies of these and makes these available as needed. Assets can be published from staging to live environments just like any other content.

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Wishing to Streamline Supplier Invoices and Approval?

Our AI powered supplier OCR system will recognise your supplier invoices and manage their flow from document to data, starting with extraction, continuing with approval workflow and ultimately posting to accounting and making payment.

  • Automatic Invoice Recognition

    Automatic Invoice Recognition

    Have your suppliers send their invoices to a centralised mailbox. Automatically recognise and import most supplier invoices. Download the accompanying documents into your document subsystem and attach them to the supplier and transaction.

  • Checks and Approvals

    Checks and Approvals

    Define coding, approval levels and rules for each invoice type or supplier. Automate, accept, approve and reject invoices as necessary. Send rejection emails and requests for clarification.

  • Document Management

    Document Management

    When used with the document management module, the invoices are securely stored and an automatic relationship is created between the original document, the invoice data and the supplier, leading to easy retrieval.

  • Automation

    Automation

    With the automation manager, retrieval, initial approval, posting and payment can all be automated: daily, weekly, monthly and more, saving you time and effort

  • Integration

    Integration

    If you already use another accounting system we can integrate the invoice posting directly into most common systems, or build a connector if supported.

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Like to Improve Customer Interaction and Billings?

Our contact management module, provides centralised storage for all of your contacts, employees, users and other business partners. Projects, timesheets, online purchases, sales invoicing are included, as is automated billing. These can also interface to your existing systems

  • Customer Relationships

    Customer Relationships

    With tracking, note taking, call cycle management and data integration all contact with your customers is stored and easily retrieved. As the contact management system is central to Encountra, this also includes suppliers, employees, users and other business partners

  • Document Management

    Document Management

    The document management modules stores all customer and supplier invoices, employee receipts, contracts, and other documents cross referenced to both the business partner and the original data.

  • Purchase and Billing

    Purchase and Billing

    Track, manage and control e-commerce purchases, business billing and debtors reconciliation. Automate invoice production with clever rules based on source of transaction, customer type and billing cycle. Automate invoice sending to customers, with optional approval steps, personalise customer email and invoices

  • Time, Materials and Services

    Time, Materials and Services

    Incorporate timesheet and project billing. Set up specialist service and service type amounts. Allow for non-inventory materials billing.

  • Workflow and Automation

    Workflow and Automation

    Workflow and automation managers can be used to manage sales cycles, alert to call requirements, automatically create invoices, allow approval checking and automatically email these out.

  • Integration

    Integration

    The system can send invoice information and details to most common account packages. Alternatively, you could extract information from another system and use Encountra as a virtual mailing house. Talk to us about your needs.

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Looking to Automate Processes and Workflow?

Our process manager, workflow and communications engines can all work together to run your automated processes, assign workflows and communicate the results.

  • Processes

    Processes

    Use the comprehensive background processor to run any process you need. Mailouts, approvals, alerts, reports, updates, integrations, system setup are all possible. Simple or complex? We can build it for you. Once built you can choose triggers, rules and run the processes.

  • Workflow

    Workflow

    Set up workflow triggers and trigger automations and processes based on user actions, data events, file changes and more.

  • Automation

    Automation

    The advanced automation processor can run on demand or be set up to run at a particular time (and date). It can also run at scheduled intervals. When connected to workflows it will be triggered by the workflow event. For the file system changes it can respond to files created, changed or removed.

  • Integration

    Integration

    If you want to run automations for other system, databases and to integrate system data, the automation processor can do that too. If the other system supports scripting or API integration we can build the connectors you need. For database updates we can do the same, be it direct data manipulation or by running stored procedures built by your own teams.

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