- Fully Integrated — run your entire organization in one place
- Easy to use — logically organized
- Very flexible — will fit your unique organization
- Awesome reporting
- Idiot proof (not expert proof — no one can do that)
Moxart is experienced in writing easy-to-use, friendly systems, so that you can quickly train your staff to use them. The software is completely integrated, which means:
- once you are logged on you can do everything you need to do without switching to another system
- everything works the same way, which minimizes training time and reduces errors
- each data item needs to be entered only once no matter how you use it; so if you enter a client, who later becomes a donor, you don’t need to repeat the entry.
- all the data is accessible for every purpose — nothing needs to be reformated or transferred
There will be a low monthly charge. You can start using Moxware whenever it is convenient. After the first month, contracts are for six months. Pricing is available at www.moxware.org .
Version 1 includes:
Enter and maintain basic information on all your clients, donors, prospects, and others you work with.
- Donor Management
Your donors may offer funds for specific projects, such as acquisitions, capital improvements, artist in residence, endowed chairs, etc. Or they may kindly offer unrestricted donations. Moxware allows you to track what was pledged, what project it supports, what was paid, and interactions with your donors. This includes sending payment reminders, and sending letters of thanks and acknowledgement.
What people do. Moxware contains a full registration system for classes, lectures, exhibitions or any other kind of program. You can record all ticket purchases, separate ticket purchases by location or price, and create lists for entry to events (issuing tickets comes in a later version). You can enter any other information you wish to maintain such as inquiries, contacts, applications, registration dates.
- Programs and Projects
Your organization has many programs, for example: holding conferences, putting on performances, mounting exhibitions, running classes, etc. This module allows you to keep track of each program and the tasks needed to successfully complete it. In addition to the programs to serve your clients, you have other projects needed to maintain your organization. For example, you may have a project to acquire property or fix the roof on the property you have; you may rent premises and that rental can be a project; you may hire contractors to help fulfill your mission; you run board meetings which have notification requirements and produce minutes; etc.
Managing your programs and projects with Moxware allows you to keep track of all the tasks you have to do; all the interactions with your clients and donors; and most important, your money.
- Registration and Ticketing
This fundamental information is mainly addresses, phone numbers, email, and company affiliations. However, you may also keep track of where you acquired your clients and donors, providing excellent analysis opportunities.
Based on this information you can create and manage telephone, mailing and emailing campaigns. The mail pieces can all be created within Moxware, including envelopes or labels for paper mailings. Emails can be sent directly from Moxware.
The Programs and Projects module captures financial data such as money you committed, money you spent for each Program or Project; and money your clients and donors committed as well as how much they have paid. This is your basic financial information. Moxware provides income statements for you based on this data; and you can produce reports about receivables, send bills to late payers, etc.
The Moxware accounting system is intended for small, relatively simple organizations and omits many fancy accounting features you may have no use for, such as depreciation, amortization, tax-loss carryforward, etc. If you are already using an accounting system you are happy with, we can provide a feed from the Moxware accounting to your system.
You must register your clients for each program you offer; ticketing is just a form of registration. Registration and ticketing seem straightforward, but they never are. For each client registered you need to keep track of basic costs, additional cost items, discounts, and/or incentives. You have to update your data and pricing when people change their minds. You also need to track payments.
Tickets may be sold at many different prices depending factors such as the date; the program; the seating; senior, student or other discounts; or the venue. You may sell series tickets. People change their minds and swap tickets, or even just donate them back to the organization.
Moxware will handle all of this, and it’s easy.
Moxart will offer customized reports at prices which begin as low as zero (depending on what is wanted). If you have an administrative task that is not addressed by the modules below, please tell us. We may well have software available which has not been deployed; or we may be able to provide a custom module for you at very favorable pricing.
- Regulatory Forms
Moxware ad-hoc reporting is so powerful that providing specific reports seems redundant and wasteful. There could easily be thousands of canned reports for your viewing pleasure, but most of them would not be of interest to any individual user. And for sure, you are going to want some information that is not in any pre-written report.
The ad-hoc reporting involves checking boxes, which produces a complete formatted report. The process can take as little as one minute. You can ask anything and as you work with the reporting system, you will find you can easily answer dozens of questions as they come up. How many customers do we have in CT? Has everyone paid in full for this program? What did this vendor bid and how much did we pay? Have we sent a refund to John Smith? and when did we do that? How many customers came to us via our website? Samantha Jones wants to know why you billed her for $1024 when she thinks it should have been $954. You can answer these and thousands more questions quickly and easily.
Considerable power comes to your organization due to this ad hoc reporting facility. Instead of guessing or estimating, you can find out exactly, and you can do it with a few keystrokes. Our experience is that unexpected questions come up all the time, and it is wonderful to be able to quickly get answers.
You must file form 990 and if you have any contractors form 1099 misc. Using the ad hoc report writer you can produce all the information that needs to go on these forms.
While your organization is administered similarly to others, the details are unique to you. For example, you may use the word “client”, “customer”, “participant”, “student”, or “camper” to refer to users of your services. You may classify your donors as “large donor”, “monthly donor”,”regular donor”, “occasional donor” etc.; or you may simply call them all “donor”. You may prefer your Income Statements with lots of detail about each activity (renting premises, paying staff, producing marketing materials, different kinds of payment to you, etc.); or you may just want the whole thing summarized.
Moxware not only allows you to customize how you handle things, it encourages you to do so — by making it easy in all cases, and mandatory in a few cases. Instead of trying to fit yourself into someone else’s idea of how you operate, you fit Moxware into your way of doing things.
- More Customization
- Document Management
- Online registration and ticketing
- Program Scheduling
Your organization is unique, and thus you may want to store and report on data that the Moxware core system does not include. For example, if you are running an orchestra, you may want to include information about what instrument each member plays. If you are a school, you may wish to track what degrees your faculty have.
The ability to add different types of data will be available in the next version. You will be able to make your own adjustments to the core system by filling in a form.
Those documents do pile up, even when we try to do everything on the computer. You have applications, minutes, regulatory forms, pictures, older reports, email attachments and much else that you might wish to retrieve easily. Version 1 maintains any old reports and email attachments you choose. This document management system will be expanded in the future.
You hold board meetings, make resolutions, and create minutes. You file regulatory forms. Version 1 allows you to track that these things happened. You can also create and distribute minutes via email. The expanded document management will allow you to store your minutes and resolutions in Moxware and quickly retrieve them as desired.
Your projects and activities can be linked to a calendar, so that you know exactly what you have to do and when.
Moxware will incorporate an online registration and e-ticketing module which automatically updates the system with information your clients enter online; and for registration stores the form. You can already acknowledge registrations and send bills; and you can keep lists of your ticket holders. While it is easy enough to email tickets in Version 1 this is not a good practice. You need some controls so that no one prints and uses a ticket twice; this will be incorporated in the future version.
You have programs and events and people attending them. You want to make sure people are scheduled for what they wish to attend, and that no one is scheduled to be in two places at once. You have to use the facilities available to you — you can’t schedule events into rooms you don’t have. You want to put events involving many people in rooms large enough to hold them; and events that require special equipment into rooms where that equipment is available. You may have many more requirements. There is no way to make a complicated problem like this simple. But Moxware Scheduling will allow you to meet your requirements in a reasonable timeframe, and make changes without difficulty.