THE COMPANY
The UK’s award winning managed office company, Basepoint, with 29 locations, specialises in the development and operation of managed business, innovation and enterprise centres.

THE CHALLENGE
The company had three main problems with its previous system; data input, accuracy of information and flexibility of reports.

THE SOLUTION
A quick implementation of U l t r a S o f t B I S p r o v i d e d Basepoint with improved m o n i t o r i n g o f b u s i n e s s processes, more accurate billing and tighter control on finances.

At a Glance – the Main Benefits

• Total control on sales, operations and financial information
• Easier analysis of sales activities via UltraSoft CRM module
• More accurate inventory, billing and reporting data in real-time
• Over 50 automated reports empowering decision makers
• Improve business centre’s performance by empowering employees

“UltraSoft is an all in one system that enables you to easily manage clients from their first enquiry to their first contract and invoices with complete accuracy”
-Rebecca Gattinesi, Centre Manager, Basepoint

Introduction
The UK’s award winning managed office company, Basepoint, with 29 centres, specialises in the development and operation of managed business, innovation and enterprise centres. Owned by the ACT Foundation, a grant making charity, all the profits from Basepoint go to charitable causes.
Brian Andrews, the Executive Director of Basepoint, stated, “Our core ethos is generating business communities that strive through the support structure that we implement from centre management teams and collective businesses working together. We continuously endeavour to gain local knowledge and stay abreast with the availability of new initiatives to help small businesses”.

Before UltraSoftBIS
“Due to our rapid expansion, we wanted a system that could grow at the same rate as us and give accurate detailed information so that our model going forward had support from an accurate and efficient business system”.
Basepoint had several constraints with their previous software. It was difficult to flag mistakes and discover where errors were coming from. Information obtained was difficult to interpret and the company was unable to generate reports needed for detailed analysis.
Rebecca Gattinesi, Centre Manager, Basepoint, mentioned, “With previous systems we were unable to produce an occupancy forecast and we could only use logs based on what we had invoiced which made completing reports and predictions difficult. We had to rely on excel spreadsheets”.

Why UltraSoft System?
Brian Andrews highlighted 4 main reasons why he decided UltraSoft was the right solution and how the software is helping his business today;

1. Accuracy and flexibility of reports
   “We were always ‘dictated to’ by the previous system whereas UltraSoft is more flexible. With UltraSoft, it is much more difficult for mistakes to be made and they are easily seen. Today, we know that our reports are accurate and we can put together the reports that we want. This allows us to manage our business as opposed to being managed by the software.
   The UltraSoft system permits you to tailor reports to what you need, not what someone else thinks you need. If you have proficiency in SQL, you can write your own reports which is a great benefit for us. It also allows us to obtain detailed trends to stay on the right track at all times”.
2. Excellent CRM module
   “The CRM Module provides us with easier monitoring and easier processing of information.
   The adaptable configuration allows you to limit data input to get to the end result quicker.
   The module is also a good working tool for area management teams, we can always determine how successful our efforts are. From a global perspective, I can analyse information at company level and understand how many leads we have got and observe all enquiry tracking activities”.
3. Accurate billing and better control on finances
   “Due to better control on financial data and improved monitoring of business processes.
4. Improve business practices
   “UltraSoft has absolutely made us review our working practices and look at other facets of our business we did not examine before”.Brian Andrews continued, “We have finally moved into the modern world…too many companies have systems and processes that are archaic, they hesitate to move to the next level. Purchasing a new software system may involve another investment and additional costs but those costs are far outweighed by the benefits gained”.Rebecca Gattinesi, Centre Manager, Basepoint, added “The feature I like most in UltraSoftBIS is that when you create a contract you can detail everything in the license agreement tool, and this is automatically updated for you in the billing tool, hence, you can view real-time future invoicing schedules. So the whole process is more accurate and easier to set up with fewer mistakes than if you had to manually enter all billing information”.
5. Is UltraSoftBIS value for money?
   “It is an expensive option, but you get what you paid for. If you require accuracy, flexibility, exceptional report writing capabilities, then the system is the best available at present and I’ve looked at several” said Brian Andrews, Executive Director, Basepoint.

Customer Support
“Training and implementation was good but the customer support has been exceptional. Nothing is too much trouble for UltraSoft. Harun offered advice and guidance on everything we wanted to do and delivered results on time”. “The UltraSoft team have been supportive throughout the entire process. We have never been left to get on with it. We have always had help along the way” commented Brian Andrews, Executive Director, Basepoint.

Final words…

“Ultrasoft is an all in one system that enables you to easily manage clients from their first enquiry to their first contract and invoices with complete accuracy”
– Rebecca Gattinesi, Centre Manager, Basepoint

“UltraSoftBIS provides accurate billing and various useful reports”
– Caroline Kendall, Centre Manager, Basepoint

“With UltraSoft, we have a superb business management tool that puts us back in control”
– Brian Andrews, Executive Director, Basepoint