The Mediatopia CMS · Business tools
Business management tools in the same login as your website
Business management tools for leads from every direction, invoices somebody can pay, Stripe payments read for you, one price list, your email inbox, new customers found and written to, and what it all costs to run. In the same CMS as your website.
Leads
- Needs you todayReplied to your emailA company you wrote to has answered
- Needs you todayWebsite enquiryEvery answer they gave, and their photo
- Follow upPhone callWhat they need, and the date to ring back
- WaitingCompany you approachedFirst email sent, follow-up due
What are business management tools in a CMS?
A content management system runs your website. But a business is more than its website: there are enquiries to chase, invoices to send, payments to check, prices to keep straight, email to answer and new customers to find. Most small businesses do each of those in a different place, a spreadsheet, an inbox, an accounts package, a bank app, and spend their evenings copying between them.
The business management tools in the Mediatopia CMS put that side of the business in the same login as the website, reading from the same customers, orders and enquiries, so the work is recorded once and used everywhere.
Why run the business side from your website’s CMS?
Because most of the information is already there. The enquiry came in through your website; the order was placed in your shop; the booking is in your diary. A business tool that sits beside them doesn’t need anything typed in twice: the lead knows what the customer asked, the invoice knows what they bought, and the price list is the one your website shows.
- One login for the website and the business
- Nothing typed in twice
- Every customer, enquiry and invoice together
- Set up for you, as you need each one
If you already use accounts or CRM software, the business management tools sit alongside it: see Sage 50 integration, CRM integration and AI automation.
Your day at a glance
Sign in and the Dashboard shows your day: the figures that matter, what’s waiting for you, and today’s bookings. The Calendar puts bookings, events and scheduled posts in one place, and feeds straight into the calendar on your phone, whether it’s iPhone, Android, Outlook or Google, so your diary goes where you go.
Every lead, from every direction, in one list
A website enquiry, a phone call and a company you wrote to all land in the same list of leads, so nobody is chased twice and nobody is forgotten. Each one carries everything said to them and when.
The list tells you what to do rather than waiting to be read: companies that have replied to you and new website enquiries are pulled to the top, and anything with a follow-up date due comes up on the day.
- Website enquiries, calls and replies together
- Everything said, and when
- The ones that need you today at the top
- Follow-up dates that come back to you
Invoices somebody can actually pay
An invoice should take a minute, not an evening. In the Mediatopia CMS an invoice is made from what’s already recorded, the order, the work or the hours, rather than typed out again. Your customers are looked up as you type their name, your VAT number and bank details print on it, and VAT is shown properly when you’re registered, so it’s a valid VAT invoice.
Orders placed on account in your shop raise their own invoices, on the customer’s terms. Every morning, unpaid invoices past their due date are marked overdue and the customer is reminded on the day you choose, so chasing money isn’t a job you have to remember.
Number · Date · Due date
- Made from what’s already recorded
- Customers looked up as you type
- Your VAT number and bank details on it
- Overdue marked, and a reminder sent
Who’s paying, who’s stopped, and what was in each payout
If you take payments by card or subscription through Stripe, Stripe payments reads them for you, live: who pays what, whose payment failed, and who has cancelled. It only reads; nothing is stored and nothing is charged from it.
And it solves the accountant’s favourite question. A lump sum lands in the bank and nobody can tell what it was for: each payout is broken back down into the payments that made it up, so it reconciles in minutes.
- Every subscription and payment, live
- Failed payments and cancellations
- Each payout broken down
- Read only: nothing charged from here
One price list everything works from
Nothing loses a customer’s trust faster than two people quoting two prices. Services and prices keeps what you sell, what it costs, any set-up fee and how many months are paid up front, once. The plans on a customer’s record, the choices you pick from and what goes on an invoice all read the same list, so nobody quotes last year’s number.
Your email, inside the CMS
Read and reply to your business email in the CMS, with your own signature, beside the customer’s enquiry and orders. Open attachments, and accept meeting invitations straight into a calendar that shows on your phone. Block a sender once and their emails go straight to the bin from then on. For many small businesses, it replaces Outlook.
- Your mailboxes and signature
- Attachments opened in place
- Invitations into your calendar
- Block a sender for good
Find the businesses that could become your customers
If you win work from other businesses, a haulier finding firms that ship goods, a builder finding developers, a cleaning company finding offices, the hardest part is knowing who to approach and what to say. Find Work finds the businesses by trade and town, looks each one up properly, and writes the first email for you to read, change and send. Nothing goes without you.
Companies by trade and town
Searches Companies House by trade and area and finds each company’s website. Shows directors, size and staff numbers where the accounts give them. Only limited companies are marked as ones you may email, so cold email stays within the law.
Looked up before you get in touch
Each company is checked in the background: how long its website has been running, whether it’s kept up to date, and what its customers rate it on Google. Re-checked every 30 days.
The first email, written for each one
Written from what was actually found about that company, naming real work you’ve done in its sector. You read it, change it and send it.
Follow-ups, all written at once
When follow-ups fall due, one button writes them all, threaded under the first email. Untick any to hold back; they go a few seconds apart and never past your daily limit.
Chains put aside, replies told apart
Branches of national chains are put aside, so your time goes on local owners who decide for themselves. A real reply moves a company to Replied; an automatic “we’ve received your message” is filed as one.
A proposal from the conversation
Once a company is interested, writes a proposal from the conversation, your notes and your work in their sector, and downloads it as a Word document in your colours.
Public contracts
Collects public-sector contracts from the government feeds and keeps the ones sized for a small business, with their deadlines.
What it costs to run, to the penny
Some of the clever parts of the CMS, writing an email, looking a company up, answering a phone call, cost a little each time they’re used. Running costs records what each one cost at the moment it happened, so the month’s bill is never a surprise and you can see which tool is worth its money.
Who are our business management tools for?
Any business that’s tired of running itself across five different systems.
Firms that sell to other businesses
Find Work, leads and proposals, from first email to signed.Service businesses on subscriptions
Stripe payments showing who’s paying and who has stopped.Trade suppliers and wholesalers
Invoices on account, overdue reminders and one price list.Busy owners on their phone
Email, diary and leads in one place, on the move.Small teams
Everyone quoting from the same price list.Anyone with an accountant
Payouts broken down and invoices that are valid VAT invoices.Agencies and consultancies
Leads from every direction and proposals written from the conversation.Businesses replacing Outlook
An inbox beside the customer it’s about.
Questions about our business management tools
Do I need all of the business tools?
No. Each one is added on its own, and we set it up for you when you need it.
Does Stripe payments take money from anyone?
No. It only reads your Stripe account; nothing is stored and nothing is charged from it.
Are the invoices proper VAT invoices?
Yes. Your VAT number and bank details print on them, and VAT is shown at each item’s rate.
Is cold email legal?
Find Work only marks limited companies as ones you may email, which keeps business-to-business email within UK rules.
Can my email live in the CMS?
Yes. Your mailboxes, signature, attachments and calendar invitations, with blocked senders kept out.
Can I try them before I buy?
The business tools are shown in a guided demo. The rest of the CMS you can try now, in your own copy of our demo, with nothing to fill in.
Book a guided demo of the Mediatopia CMS
Tell us a little about your business and what you would like to see, and we will be in touch to arrange a time to show you round the CMS.
Try it for yourself
Your own copy of a working website and its content management system, ready in seconds. No form, no sales call.