8 Key Benefits of Using Customer Service Software

8 Key Benefits of Using Customer Service Software

Post summary:

  • The link between good service and loyalty
  • Why use customer service software?
  • 8 customer service software benefits

Customer loyalty is fast becoming the Holy Grail in business.

Loyal customers are less likely to buy from your competitors.

And, they are more likely to share a positive customer experience though word of mouth, which means more business for you at a lower cost.

So, how do you create loyal customers?

A study by ClickFox found that the best way to build customer loyalty is by providing exceptional customer service:

Best Way for Companies to Build Customer Loyalty

If your customer service routine includes responding to emails through Outlook, or keeping a record of “sent emails” on post-in notes and in Excel spreadsheets, then providing exceptional service will be a challenge.

However, one way to overcome this challenge is to use customer service software.

Customer service software allows you manage, organize and respond to all customer service requests. It helps you to track all customer service requests by using one-click reports in order to understand response times, unanswered emails and helps you respond to urgent emails from VIP customers.

Before we get into that, watch this short video that will show you how customer service software works.

8 Business Benefits of Customer Service Software

Customer service software will transform the way you communicate with your customers.

In this article, we share 8 of the most common benefits of customer service software.

Let’s get started!

1. Keep track of all customer emails and requests

Customer requests are falling through the cracks.

It’s impossible to keep track and you lose count of unanswered requests.

Does this sound familiar?

Customer service software streamlines the way your company handles all customer requests. Each request is automatically assigned a unique reference number. By assigning a unique reference number, you are able to quickly search for a request to find previous communication history and any outstanding issues.

This way, when a customer contacts your support team, you can easily find their email without having to tell them “it’s lost”.

2. You can automate, measure and report on your customer service efforts

If you rely on an “old-fashioned” spreadsheet to track customer issues and responses, what do you do when your CEO or Managing Director asks for reports on how your customer service department is performing?

Here’s where customer service software can help you. Customer service software keeps everything in one place. All your customer issues, queries, and suggestions are organized, categorized, scheduled, and well managed.

With just one click, you can create an easy-to-read customer service reports showing the trends and performance of your team so that you can spot improvement areas and see your team’s progress.

Reporting dashboard in SuperOffice Service

3. Acknowledge every customer request with an automated response

It’s not possible to solve every problem immediately, but customers don’t expect that from you.  What they do expect is that you acknowledge them. For example, you can inform them that you have received the request and that you are now working on solving the issue.

With customer service software, you can set up and send an automated response for every request that has been received. One of the key findings from our Customer Service Benchmark Report was that only 10% of companies use automated responses.

An automated response can include the unique reference number, customer support opening times and a link to your FAQs or knowledge base. In fact, an automated response might even nudge the customer into solving the issue on their own!

4. You can route customer requests to the right person the first time, every time

When you receive a request that you are not quite sure how to deal with, what do you do?

You could ask the customer to contact a different department, or ask him to hold while you transfer him, but this means that he has to repeat the same information again. Sometimes even multiple times to several different people!

Customer service software helps you to route a request to the right place or person, with speed and accuracy. When you have implemented customer service software, you can configure it to allocate the requests to the team members who can solve it immediately.

For example, you can create an inbox with the email address accounting@support.com and configure your software to send all e-mails to your accounting staff that include the word “account”, “billing” and “payment”.

With customer service software you can also get help by re-assigning a request to your colleagues. They’ll get a notification with a full view on a customer profile and the issues they experience. This way the customer needs to contact you only once and get the best solution without the needless forwarding.

5. It saves you time and helps you respond quickly to customers

When it comes to providing best in class customer service, speed is of huge importance.

A benefit of customer service software is that you can upload and use pre-written email support templates to help you save time and respond quickly. So, instead of typing up your entire terms and conditions in each email, you can simply select the pre-written response from your templates and insert it into your email. Simple!

It’s a common practice for customer support agents to keep a list of email templates. However, each agent has a different tone of voice. By using templates from inside customer service software, you can ensure that all responses are well-written, informative and use the same tone of voice – resulting in a fast and high quality response.

6. All customer support information kept in one place

Customers hate being kept on-hold!

In fact, a recent Accenture survey found that being “kept on-hold” was one of the top customer frustrations – even more so than dealing with impolite employees!

Frustrations with customer service practices

One of the reasons why a customer is kept on hold is due to the fact that the customer support agent is looking up the customers’ details – customer profile, previous communication history, and/ or customer complaints.

This takes time. And if you don’t have access to this information, then you end up having to go back and forth on questions to the customer which results in more frustration.

Customer service software will track all your interactions with customers, so you get a detailed view of the customers’ profile whenever they call or email you. Simply enter their email address or phone number and you get complete access.

Customer service software becomes even more effective when integrated with your CRM system.

When integrated, you and your entire organization can get a complete view of the customer’s profile and all the history of interactions at any time including sales, marketing and service information, all in your CRM database.

This means that if one of your support agents is away on vacation; another replacement can continue handling any outstanding requests with ease, without putting the customer on hold.

7. Allows you to offer 24/7 customer support

It might be a challenge to be available 24/7 to your customers, so instead of allocating resources around the clock, you can provide a self-service option that allows your customers help themselves.

With customer service software you can build a customer center, where your customers can log in, view their request history, ask questions and search a knowledge base and a library of FAQ’s any time they want.

This lets your customers feel like they are receiving 24/7 customer support and they have the possibility to solve issues by themselves. A win-win!

8. Helps you to prioritize customer requests

Prioritization is key to handling customer service requests.

Whether you work at the region’s top performing company or at a local “mom and pop” store, every business can relate to having “important” customers. An important customer might be your biggest spender or, it might be the boss’s wife. Either way, these people get priority!

This can be difficult if you have to browse through your inbox, one email at a time, in order to remember why a customer is emailing you in the first place.

One of the biggest benefits to customer service software is that you can prioritize customer requests according to any criteria you set. For example, you can create notifications and alerts so that if an email is not answered within four hours, it will jump the customer service queue and go directly to the next available agent.

In SuperOffice Service, creating alerts is easy:

Simply choose the type of messages you wish to be notified on and how you wish to be notified, as shown below.

How to create alerts and notifications in SuperOffice Service

So, when the bosses wife does email you, you can create an alert that is only shown to the boss so he knows when to drop everything and answer that email!


Having the right tools is essential to providing excellent customer service.

With customer service software, you can create automated processes that help you serve your customers better, provide a fast and high quality service and have access to their entire communication history all in one place..

So, instead of manually counting the number of sent emails and calculating response times, you can focus more time on creating more loyal customers.

Less work for you. Better customer service. Who doesn’t want that?

If your business has benefited from using customer service software, let me know how by leaving a note in the comments section below.

Would you like to see these customer service software benefits in action?

Then try SuperOffice Service – It’s free for 30 days and you get unlimited access. No credit card or contract required.

P.S. If you liked this article and think others should read it, please share it on Twitter.

Customer service benchmark report link to guide

Customer Service

About Toma Kulbytė

Toma Kulbytė

Toma is a content marketing specialist at SuperOffice. As a former Communications Manager and graduate from the University of Oslo, Toma likes to write about all things CRM. You can connect with Toma on LinkedIn.


Lexi Pivovarova

about 2 years ago

The more you know about clients, the better able you are to serve them. If everyone is using customer service software to record their customer interactions, EVERY client interaction, then others' are able to serve the client with the knowledge of what has been previously discussed with the client.


Brooke Harper

about 2 years ago

Nicely done, Toma. I agree with this list especially on the first one. Customers would greatly appreciate it if the team can keep track of every transaction or record of the customer and be able to respond to their concerns immediately since they already know the customer's history. No need to browse and cross-reference from different sources from different departments and take too much time to respond. As we know, most customers now want immediate or fast solutions.


Irene P. Morehouse

about 2 years ago

Great post! As we know, customers want fast and quick solutions and customer service software is very helpful for answering customers quickly. Thanks for sharing this!


Walter Sutton

about 9 months ago

Great post! Customer service software really does elevate your workflow and your customer relationships!


Roxanne Alexander

about 6 months ago

Customer service can make or break brand loyalty. It is so important to leverage the right tools to optimize consumer-centric efforts. A very good read indeed.


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