Features

Content

A fully featured content management system

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Digital Assets

A toolkit for managing all your digital assets

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Contacts

Functionality for managing all of your busines contacts and partners

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Membership

Tools for managing your club membership and payments

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Email Campaigns

Automate communication to your members and contacts

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Documents

Tools for document storage and revision

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Automation

Functionality to automate digital processes and workflow

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Banking

Cashbook, payments, forecasting and banking tools

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Customers

Tools for customers, e-commerce, billing, sales, timesheets, projects

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Suppliers

Tools for OCR and invoices, approvals and integration

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Users

Advanced user management, roles and security

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Custom Development

Let us bring your ideas to life with custom features

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Content Management

Easy Website Management

Instantly update your website, change text, modify layout, add images, reorder pages, review and publish.
Connected to Your Data

Encountra connects your web site to your data. In fact everything in the system is data driven, from the look and feel, right down to testimonials, portfolio, galleries, search engine terms, style sheets, scripts and more.

You can keep it simple and just do the data entry, or your designers and coders can get really stuck in, like we do.
Create a Content Team

Let your people work on the part of your content they need. Choose your preferred workflow. Assign a team to a project. Choose what each member can see and update. Allow them to edit, preview, review and/or publish. Turn on collaboration features and share ideas and tasks
Create Customer and Private Portals

Set up pages for registration and login. Create some user groups. Let the system know which pages the groups can access. The content portal and site users are drawn from the standard contacts systems so they can be your own people, suppliers, customers or other busines partners. This makes it easy to allow and manage their access.

Digital Assets

Digital Asset Storage

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.
Comprehensive Search

The system categorises your assets into broad groups. Within these groups they are given an owner, category, description, keywords and dates. These are then used for searching and extraction as content. Each project within your application environment can access assets from nominated or shared owners
Speedy Updates 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.

Contact Management

Single Point Of Access

All contacts, users, suppliers, customers, members and other business partners are managed through a single sub system. Multiple contacts types can be applied to each contact. From the one system you can access, maintain and manage everything you need.
Access Everything You Need

From the one system you can access, maintain, and manage everything you need. This includes transactions, attached documents, history, emails, communications, conversations and more.
Privacy and Security

Your contacts are assured of privacy. Sensitive data is encrypted. Users can only access contacts as defined by their portfolios. Within those contacts they can only access functionality to which they have been given rights.

Membership Management

Advanced Contact Information

Club members are a specialised form of the standard contact. Once assigned, additional details such as their membership number, membership type and primary account information can be recorded. Commonly, they are also assigned as a mail subscriber, for mail campaigns.
Mail Campaigns

In conjunction with the campaign manager you can set up weekly, monthly and one-off email campaigns to communicate newletters, events, AGM information and more. These can be created and formatted by hand or (even better) automatically extracted from data in your content system. This data can include calendar events, draw and grant information and advertising. If it's the content management system it can be sent out and automated if you want. The club module also provides a dedicated mail process for sending out renewal information.
Web Site Integration

If you are using Encountra to run your web site, membership can be integrated directly with the site. This includes links from emails to items on the website, taking payments for ticketed events, and processing renewal payments. A dedicated private members portal, can be added to your website, and can include any functionality you need.
External Imports

The system provides a specialised import for membership information from other external systems. If used this will synchronise active members, and keep track of membership status, types and even balances

Email Campaigns

Automated Email Campaigns

Targeted email, form newsletters, personalised bulk emails, purchase confirmations. They can be run manually, triggered from events or workflow or fully automated. Whether built-in or a customised process - it can all be done.
Integrated With Your Data

Be it a simple mail merge or a fully targeted campaign, your data can be used. Data can be automatically extracted and formatted from your content management system, your digital assets, your system contacts, your product offerings, your billings and any other module within the system
Track Your Campaign Successes

The system includes a built-in campaign tracker, which tracks progress on sent, received and opened emails. This data can be graphed and shown in your dashboard. If you need something even more powerful, we can set you up to run through a third-party provider
Targeted Landing Pages

Couple with the content management system, you can add in links to targeted landing pages, providing specials, specific information and additional tracking

Document Manager

Unified Document and File Manager

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. This can include automated documents such as supplier and debtor invoices, employee receipts, procedural and system documentation.
Review, Revise, Reload and Revert

Review documents with collaboration features, revise them, then 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.
Secure and Safe

Documents can be made private, available to selected users, or public. Document access is also governed by speciliased security rules covering document types and business areas, within the user's nominated roles. The repository is secure and only temporary private copies are created when needed.

Automation

Processes and Workflow

Encountra includes a powerful automation engine that processes your information, in the background, whenever its needed.
What Does it Do?

Currently it's used everywhere in the system where any background process makes sense. It is used to produce reports, publish content, control email campaigns, source and approve supplier invoices and data, send customer invoices, import bank statements, reconcile transactions and more.

In our customers' systems it is often used to provide automation between disparate systems.
How Does It Work?

When set up, the automation manager will respond to user requests, system events, workflow triggers, API calls and file system changes.

It 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.

It is a standardised engine which can be used to perform any background task

Banking

Payments

Manage and approve bank payments for supplier invoices, expenses, refunds. Validate payment accounts and perform analysis for potential fraud. Approved payments can be exported your bank or interfaced with common accounting packages
Import and Reconcile

Import your bank statements across multiple accounts and reconcile these to cashbook or account ledgers. Use reconciliation rules and auto matching. Allocate these to your general ledger accounts. Produce your GST returns
Cashflow Forecasting

A revolutionary tool that allows you to predict your cashflow months ahead, for multiple account ranges. Simply add your known income and expenses by type, including one-off and recurring items. Add any other planned amounts, drop a value for estimated items and the module will calculate everything for you, years ahead. From then on you simply enter your opening balances and adjust entries as needed to see an ongoing future total.
Billing Estimation

Another useful tool, which allows you to quickly calculate and keep a running estimate of your ongoing billings. This includes calculating daily, weekly and monthly quantity billing, and adding in any annual items, including expected commission payments.

Customers

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

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

Full product and inventory billing, including integrated e-commerce and shipping fulfillment.

Suppliers

AI OCR 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

Define coding and 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.
Accounting and Payments

Post approved invoices to the creditors ledger and send them through to the banking system for payment. Alternatively you can post them directly into one of the common account systems

User Management

Data Security

Encountra features role and function based security for all standard operations. This is augmented with additional security for the following modules:

Document Management The system adds document type, category and grouping layers

Contact Management Encountra adds contact type and portfolio access. Portfolios are designed around contact selection based on numerous existing and custom atttributes

Content Management For each project the user is assigned to a content team. Each team member is granted access to different types of content and different levels of edit, approve and publish.
Password And Access Rules

The system provides multiple levels of password security and lockout rules. It also supports multi-factor authentication and single-sign on for enterprise environments
Activity Tracking and Auditing

The system records user activity on all major data changes. In addition per-item level auditing can be switched on for any or all nominated database entities

Custom Development

Content Managed Web Site?

We are here for you. You can choose from a range of templates or let us help your create a unique design to suit your vision. We'll pick and choose the best bits, and get it all ready for you. Once it's built we can host it for you and show you all the tricks you need to forge ahead.
Need Something Unique?

Lets us bring your ideas to life. New functionality? Custom module for your business? Big idea for a new application? We can help. Encountra is a complete framework for developing applications and websites.
Customised Processes, Automations, and Content Widgets?

These are all plugin driven so we can simply build each item you need, and get you moving, fast!.

Content

Digital Assets

Contacts

Membership

Email Campaigns

Documents

Automation

Banking

Customers

Suppliers

Users

Custom Development

Content Management

Easy Website Management

Connected to Your Data

Create a Content Team

Create Customer and Private Portals

Digital Assets

Digital Asset Storage

Comprehensive Search

Speedy Updates and Retrieval

Contact Management

Single Point Of Access

Access Everything You Need

Privacy and Security

Membership Management

Advanced Contact Information

Mail Campaigns

Web Site Integration

External Imports

Email Campaigns

Automated Email Campaigns

Integrated With Your Data

Track Your Campaign Successes

Targeted Landing Pages

Document Manager

Unified Document and File Manager

Review, Revise, Reload and Revert

Secure and Safe

Automation

Processes and Workflow

What Does it Do?

How Does It Work?

Banking

Payments

Import and Reconcile

Cashflow Forecasting

Billing Estimation

Customers

Purchase and Billing

Time, Materials and Services

Coming Soon!

Suppliers

AI OCR Invoice Recognition

Checks and Approvals

Accounting and Payments

User Management

Data Security

Password And Access Rules

Activity Tracking and Auditing

Custom Development

Content Managed Web Site?

Need Something Unique?

Customised Processes, Automations, and Content Widgets?