Integrated Communication Features

TOPS knows that ultimately the most important aspect of our product is the output that it allows you to present to your clients. That is why communications plays such a big role in our products offerings.

	TOPS iMail TOPS Software introduces a whole new way to manage communications in your TOPS Professional system: TOPS iMail. TOPS iMail is a green enhancement designed to streamline communications, maximize profits, conserve resources, lessen labor expenses and better serve homeowners.
	Phone Messenger The TOPS phone messenger allows users to track incoming phone calls and take messages. Users can assign messages to other users in the system. This provides a record of who calls, what their issues are, who the call got assigned to, and the amount of time spent on the call. This feature is intended to improve communication. It can also be used to track and assess how much time is being spent dealing with specific associations. It is a valuable tool for any management company.
	Owner Attachments TOPS Professional includes an advanced printing feature that allows any report to be converted to PDF format, which may be printed, emailed, saved, or uploaded to your TOPS Community Web Site. One of the greatest features in the advanced printing is the ability to save every form letter to an owner's folder. The attachments feature that allows you to store important correspondence in electronic format. You can also scan or store other documents, files, and pictures related to that property. This is a huge step to a paperless office, saving both time and money.
	Advanced Form Letters In TOPS you may design (or import from Word or other community files) custom form letters to send to multiple owners simultaneously. Form Letters automatically follow the collections and actions process for AR, Violations, and Architectural requests. Form Letter offers advanced flexibility to output customized content in a full featured word processor.
	Detailed History TOPS tracks every outgoing message sent to a homeowner, renter, or vendor regardless of whether it was sent by hard copy or electronically; soon, every incoming TOPS Phone Messenger call will be logged in that same history. TOPS gives you immediate access to all communications for quickly finding an important message. You can even quickly resend a past message upon demand while working with a contact. And that complete history can be configured to display based on your user preferences. Once configured, you can even take that history into Excel™ for reporting.
	Easy Billing With all the communications generated by TOPS being logged by community and recipient, calculating monthly statements for communications is a snap! In fact, every outgoing communication in TOPS can be ”tagged” as billable. This means you can run a report, by community, of every billable communication for the year, quarter, month or any range of dates. With a couple quick calculations you will be able to know exactly how much to bill the community for mailings for that period of time. And TOPS is taking it a step further by allowing the communications to automatically write the charges over as a payable for the community to remit. TOPS communications not only saves you and the community time and money, it also helps you easily recoup your expenses.

“TOPS was created completely for the business we do. Before, we were using software originally designed for apartment rentals, and there was a lot of miscommunications between management and accounting. TOPS helped bring those two departments together.”

Jeff Farnsworth
Steward Property Services

Want more TOPS? Call us at 800-760-9966 or click for a free demo!

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