Why Service-Based Businesses Need a Centralized Client Management System
Friday, December 05, 2025 | CRM Software
Service-based businesses depend on strong client relationships, timely communication, and consistent service delivery. Whether you're managing projects, delivering services in the field, handling consultations, or maintaining ongoing support, everything centers around how well you manage client information and interactions.
Yet, many businesses still juggle multiple systems: emails, spreadsheets, chat logs, separate project management tools, and disconnected billing applications. This scattered ecosystem often leads to errors, inefficiencies, and poor client experiences.
A centralized client management system solves this by bringing everything—client data, communication, project updates, billing, and documentation—into one unified platform. For modern service-based businesses, centralization isn't just a convenience anymore; it's a competitive advantage.
What Is a Centralized Client Management System?
A centralized client management system is a unified software platform that stores and manages all client-related information in one location. It captures communication history, project timelines, contracts, service records, documents, feedback, and billing information in a single accessible interface.
In simpler terms, it gives your business one source of truth for every client.
Unlike a traditional CRM, which primarily focuses on sales pipelines and lead management, a centralized client management system is designed to support the entire client lifecycle—from onboarding to service delivery to long-term retention.
For service-based companies where each client has unique needs, ongoing tasks, project scopes, and service expectations, this centralization becomes essential.
Common Challenges Service-Based Businesses Face Without Centralization
Service businesses deal with complex workflows that require coordination among multiple team members. Without a centralized system, inefficiencies multiply quickly. Here are the most common challenges:
1. Scattered Client Data Across Multiple Tools
When client data is spread across email threads, chat messages, spreadsheets, and multiple software tools, the result is confusion and wasted time. Employees search endlessly for information, and miscommunication becomes frequent.
2. Missed Follow-Ups and Delayed Responses
Follow-ups are critical in service businesses. Missing one email or forgetting a client call can result in lost deals or unhappy clients. Without automation or reminders, follow-ups depend on memory—and that's risky.
3. Inconsistent Service Delivery
If your team doesn't have access to the same information, the service experience becomes inconsistent. One team member may have the full history, while another may not even know about a recent client conversation.
4. Lack of Transparency and Accountability
Managers need visibility into client interactions and project progress. Without centralized records, it's impossible to track who did what, and when. Team accountability becomes harder to enforce.
5. Manual Billing, Documentation & Reporting
Manual billing leads to errors, especially when project scopes change or when services are billed hourly. Manual documentation slows operations and increases the chances of mistakes.
These challenges ultimately impact profitability, client retention, and team productivity.
Why Centralization Matters for Service-Based Businesses
The biggest advantage of a centralized client management system is operational clarity. Every interaction, task, file, and update lives in one place, giving teams immediate visibility and reducing the time spent searching for information.
Here's why centralization is crucial:
- One source of truth: Everyone works with the same accurate, updated information.
- Faster decision-making: Managers can quickly evaluate project status, team performance, and client requests.
- Better collaboration: Sales, support, finance, and service delivery teams stay aligned.
- Improved communication: No more switching between multiple tools to track client updates.
- Stronger client confidence: When clients see organized and consistent communication, trust grows.
- Smooth remote work: Teams working across locations can access real-time data instantly.
In short, centralization removes friction from daily operations, allowing service businesses to grow without chaos.
Key Features of a Centralized Client Management System
A modern client management platform offers much more than just client data storage. Here are the features that make it essential for service businesses:
1. Unified Client Database
A detailed and organized client profile includes:
- Contact information
- Communication logs
- Service history
- Preferences
- Notes from meetings
- Past and ongoing project updates
This eliminates confusion and ensures every team member knows exactly where a client stands.
2. Automated Follow-Ups & Reminders
Automation ensures your business never forgets:
- Follow-up emails
- Contract renewal dates
- Meeting reminders
- Payment reminders
- Service deadlines
This keeps client communication active and improves response rates.
3. Integrated Communication Tools
Every email, chat, or call can be logged automatically. This ensures:
- No conversation is lost
- New employees can quickly understand the client's background
- Managers can review communication quality
- Teams stay aligned
Unified communication improves client satisfaction and builds stronger relationships.
4. Project Tracking & Service Delivery Management
In service industries, clients expect timely updates and progress transparency. A centralized system enables businesses to:
- Assign tasks
- Track progress
- Manage milestones
- Monitor workloads
- Identify delays
- Keep clients updated through portals
This leads to more predictable and professional service delivery.
5. Document & Contract Storage
Service businesses deal with:
- Agreements
- Proposals
- Work orders
- Reports
- Client approvals
A centralized document repository ensures quick access and prevents version confusion.
6. Invoicing & Billing Management
Manual invoicing is outdated and error-prone. A centralized system automates:
- Invoice creation
- Tax calculations
- Due-date reminders
- Payment tracking
- Recurring billing
With fewer errors and delayed invoices, cash flow improves significantly.
7. Performance Analytics & Reporting
Analytics help answer key questions:
- Which clients bring the most revenue?
- Which services perform best?
- Which team members complete tasks efficiently?
- How satisfied are clients?
- What bottlenecks slow down service delivery?
Data-driven decisions help businesses grow strategically.
How a Client Management System Improves Business Growth
A centralized system creates a strong foundation for long-term growth. Here's how:
1. Stronger Client Relationships
With complete visibility into each client's history and needs, teams deliver a more personalized and attentive experience.
2. Better Team Productivity
Employees spend less time searching for information and more time serving clients. Automation eliminates repetitive tasks.
3. Reduced Operational Costs
Fewer tools, fewer manual processes, and fewer errors all translate into lower operational expenses.
4. Data-Driven Decisions
Real-time dashboards help businesses forecast revenue, track performance, and understand client trends.
5. Seamless Scalability
As the client base grows, the system expands effortlessly without overwhelming the team or the business.
How to Choose the Right Client Management System
When evaluating options, ensure your system includes:
- Centralized communication
- Project & service management
- Automated reminders
- Document storage
- Billing & invoicing
- Real-time dashboards
- Role-based permissions
- Mobile access
The right system should eliminate complexity—not add to it.
Why Now Is the Best Time to Adopt a Centralized System
Competition in service industries is rising. Clients expect quick responses, transparency, and organized service delivery. Remote and hybrid work also make it essential to have data accessible from anywhere.
Centralizing your client management now helps you:
- Stay competitive
- Scale smoothly
- Deliver consistent experiences
- Reduce operational clutter
- Prepare for long-term growth
Delaying modernization only increases inefficiencies and impacts client satisfaction.
Conclusion
Service-based businesses thrive on efficient client management, timely communication, and consistent service delivery. When client data is scattered across multiple tools, it affects productivity, service quality, and revenue.
A centralized client management system brings all client information, communication, projects, documents, and billing into one unified space. It strengthens client relationships, boosts team performance, and positions the business for long-term growth. If your goal is to deliver better service, improve organization, and scale without chaos, centralizing your client management is the smartest next step.
Looking for a powerful centralized client management system?
Talygen gives you everything you need—client tracking, automation, project management, billing, communication tools, and more—in one integrated platform.
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Friday, December 09, 2022 Nov
5 Reasons to Use Resource Planning and Scheduling Software
Wednesday, November 30, 2022
Explore the Possibilities of Project Invoicing Software for Your Business
Friday, November 25, 2022
Common FAQs Related to Project Invoicing Software
Thursday, November 24, 2022
5 Features Every Expense-Tracking Software Needs
Friday, November 18, 2022
The Best Expense Tracking Software for Manufacturing Companies
Thursday, November 17, 2022
Your Guide to Expense Reports
Friday, November 11, 2022
Why Your Business Needs Expense Tracking Software
Wednesday, November 09, 2022
How does FSM Software Help Track the Live Location of Field Agents?
Wednesday, November 02, 2022 Oct
Top 5 Remote Employee Monitoring Tools and Benefits
Thursday, October 27, 2022
The Best Online Resource Scheduling Tools for Construction Companies
Thursday, October 20, 2022
The Best Online Resource Scheduling Tools for Engineers
Tuesday, October 18, 2022
The Untold Pressures Behind Managing Work-From-Home Employees and Their Solutions
Friday, October 14, 2022
Why Online Expense Tracking is Important for Construction Firms
Tuesday, October 11, 2022
The Best Resource Scheduling Software for Real Estate
Friday, October 07, 2022
The Best Resource Scheduling Software for Healthcare Companies
Tuesday, October 04, 2022 Sep
How Can Online Invoicing Software Promote Steady Business Growth
Friday, September 30, 2022
Top Reasons to Invest in Online Invoicing Software
Tuesday, September 27, 2022
Why Businesses Should Use Online Expense Tracking Software
Thursday, September 22, 2022
What Industries Can Use Expense Trackers?
Wednesday, September 21, 2022
Benefits of Online Invoicing Software for Small Businesses
Friday, September 16, 2022
5 Common Errors You Can Avoid with Billing Software
Wednesday, September 14, 2022
The Best Expense Tracking Software for Startups & Small Businesses
Thursday, September 08, 2022
How Talygen Can Be Used by Consulting Companies
Monday, September 05, 2022
How Talygen Can Be Used in the Manufacturing Industry
Friday, September 02, 2022 Aug
The Best Expense Tracking Software for Construction Companies
Tuesday, August 30, 2022
10 Key WFH Tracking Software Rules for Managers in 2022
Friday, August 26, 2022
4 Must-Have Features in a Work-From-Home (WFH) Software System
Tuesday, August 23, 2022
The Best Online Expense Trackers for Food Trucks
Friday, August 19, 2022
The Best Expense Tracking Software for Realtors
Tuesday, August 16, 2022
How Marketing Agencies Can Use Talygen's Project Management Software
Tuesday, August 09, 2022
The Best Online Employee Management Software Systems for Small Businesses
Friday, August 05, 2022
What You Should Know About Online Employee Management Software
Monday, August 01, 2022 Jul
Best Employee Task Management System
Thursday, July 28, 2022
How Talygen’s Employee Task Tracking Software Can Be Used by Remote Employers
Wednesday, July 27, 2022
The Best Invoicing Software for Electrical Contractors
Thursday, July 21, 2022
The Best Invoicing Software for Small Businesses
Monday, July 18, 2022
10 Ways Remote Employee Monitoring Tools Can Boost Productivity for Business
Thursday, July 14, 2022
Best Work from Home Software with Time Trackers in 2022
Tuesday, July 05, 2022 Jun
What is the Best Unified Communication Software for Businesses to Use?
Thursday, June 30, 2022
Why Time Tracking Software Matters for Business in 2022
Wednesday, June 22, 2022
The Best Work From Home Software for Small Businesses
Thursday, June 16, 2022
The Best Employee Management Software Systems for Small Businesses
Tuesday, June 07, 2022
The Best Ticketing Software for Healthcare
Friday, June 03, 2022 May
5 Key Benefits of Expense Tracking Software in 2022
Friday, May 27, 2022
The Best CRM Software for Educational Organizations
Thursday, May 19, 2022
How Talygen Can Be Used in Hospitals and Healthcare Companies
Wednesday, May 11, 2022 Apr
The Best CRM Software for Healthcare Companies to Use
Wednesday, April 20, 2022
How Does CRM Software Benefit the Education Industry?
Wednesday, April 13, 2022
An In-depth Overview of CRM (Customer Relationship Management) Software
Wednesday, April 06, 2022 Mar
Event Management Software: 5 Takeaways from 2021
Wednesday, March 30, 2022
5 Ways Modern FSM Software Assist Remote Working Environments
Wednesday, March 23, 2022
Field Service Management Software Are Changing the Game for SMEs in 2022
Wednesday, March 16, 2022
How can Field service Management Software reduce Retail Costs & Increase Sales
Wednesday, March 09, 2022
Global Excavation Safety Conference 2022 is Back!
Tuesday, March 01, 2022 Feb
FSM Software in Retail – Is It a Future-proof Evolution?
Wednesday, February 23, 2022
Is it worth investing in FSM Software for Retail Organizations?
Wednesday, February 16, 2022
Field Service Management Software Saves Money and Time: 3 Ways How!
Wednesday, February 09, 2022
Why Event Management Software will be Important in 2022?
Thursday, February 03, 2022 Jan
How Field Service Management Software Simplify Construction Processes?
Thursday, January 27, 2022
Field Service Management Software: 5 Ways to Use It to Boost Revenue
Wednesday, January 19, 2022
How the Construction Industry will look like in 2022 with Modern FSM Software?
Wednesday, January 12, 2022
FSM Software: 5 Benefits for Modern Construction Teams
Wednesday, January 05, 2022 2021
Dec
4 reasons why you need to move on Talygen for your HVAC Field Service Management
Thursday, December 23, 2021
Top 3 FSM SOFTWARE Technologies you should be using in HVAC Business!
Tuesday, December 14, 2021
Which Features of FSM Software supports HVAC Industry?
Wednesday, December 08, 2021
Do you Really Require HVAC Software for your HVAC field business?
Wednesday, December 01, 2021 Nov
Why FSM Software is a need of HVAC Companies?
Wednesday, November 24, 2021
Improve Customer Experience with Field Service Software in Healthcare Industry
Tuesday, November 16, 2021
What features do you need in FSM Software for Healthcare Industry?
Wednesday, November 10, 2021
Different Methods to Choose the Best Field Service Management Software for Healthcare Industry
Tuesday, November 02, 2021 Oct
Top 5 Challenges of Field Service Management in the Medical Industry
Thursday, October 28, 2021
How is Field Service Management Software beneficial for Healthcare Industry?
Wednesday, October 20, 2021
5 Benefits of a Remote Employee Monitoring Software for the Healthcare Industry
Thursday, October 14, 2021
How WFH Employee Monitoring Became the New Normal in 2021?
Thursday, October 07, 2021 Sep
5 Tips for Conducting Remote Employee Performance Review
Thursday, September 30, 2021
4 Expert Tips to Improve Your WFH Employee Monitoring
Thursday, September 23, 2021
5 Tips to Choose the Best WFH Monitoring Software in 2023
Wednesday, September 15, 2021
Working from Home: Remote Employee Monitoring Guide for the New Ones
Wednesday, September 08, 2021
Top 5 Remote Employee Monitoring Software with Screenshot Tracking
Wednesday, September 01, 2021 Aug
Top 4 Reasons Why Reviewing Performance for Your Remote Employees is Important
Wednesday, August 25, 2021
Monitoring Remote Employees in 2021: Tracking Screenshot the Right Way
Wednesday, August 18, 2021
How to maintain privacy while keeping track of remote workforce?
Tuesday, August 10, 2021
5 Strategies for Successfully Managing Your Remote Workforce
Tuesday, August 03, 2021 Jul
Jun
Remote Employee Monitoring Software: 5 Ways to Use It
Thursday, June 24, 2021
4 Employee Monitoring Tips for Remote Employees: An Ultimate Guide
Wednesday, June 09, 2021
4 Ways Remote Employee Monitoring Software Make Life Easier for Business Admins
Wednesday, June 02, 2021 May
4 Must-Have Features for Your First Work from Home Employee Monitoring Software
Thursday, May 27, 2021
Remote Team Monitoring Software- Top 4 Benefits
Friday, May 21, 2021
A Quick Guide to Remote Employee Monitoring Software in 2021
Tuesday, May 11, 2021
Monitoring Your Remote Employees - 4 Steps to Make it Easier
Tuesday, May 04, 2021 Apr
The Complete Guide: Is Remote Team Monitoring Software Beneficial?
Tuesday, April 27, 2021
Remote Team Monitoring Solution: Top Time Management Tips for Better Productivity in 2021
Monday, April 19, 2021
Remote Team Monitoring Solution: Top 4 Myths vs Facts About Remote Team Working
Friday, April 16, 2021
Why Remote Team Monitoring Tools Are Significantly Important?
Monday, April 12, 2021
Remote Work Monitoring Software- How It Creates Healthy Work Environment?
Friday, April 09, 2021 Mar
How Remote Work Monitoring Software Can Improve Your Business Productivity in 2021
Friday, March 26, 2021
Top 4 Reasons Why Remote Work Monitoring is Important in 2021
Friday, March 19, 2021
5 Tips to Get the Most Out of Your Remote Employees
Friday, March 12, 2021
Overview of Remote Team Monitoring Software
Friday, March 05, 2021 Feb
3 Trends Shaping the Future of Asset Management
Friday, February 26, 2021
4 Must-Have Features in Your Next Employee Time Tracking Software
Monday, February 08, 2021
Recruitment Screening Tool with Applicant Tracking System
Friday, February 05, 2021
Key Considerations to Buy Online Expense Tracker App
Tuesday, February 02, 2021 Jan
2020
Dec
Nov
Learn How CRM Software Empowers Business-Customer Relations
Monday, November 23, 2020
Stay Abreast of Evolving Project Management Trends 2020
Friday, November 20, 2020
Resource Planning Charts: Everything You Need to Know for Perfect Resource Management
Friday, November 06, 2020
Top 5 Must Have Features in Issue Tracking Software
Friday, November 06, 2020 Oct
Appointment Management System: Top 5 Benefits for Small Businesses
Friday, October 30, 2020
Unified Communication Software: The Complete Guide
Tuesday, October 27, 2020
Asset Management: 5 Key Stages of Asset Lifecycle Management
Thursday, October 22, 2020
Discover the Misconceptions About Automated Auditing & Approval System
Tuesday, October 20, 2020
Online Shared Storage: The Benefits of Cloud Storage in 2020
Thursday, October 15, 2020
Must-Have Benefits of Event Tech Solutions
Tuesday, October 13, 2020
Field Service Management Software: Increase Productivity of Your Field Service Employees
Thursday, October 08, 2020
5 major Challenges of Performance Review & Appraisals in Organizations
Tuesday, October 06, 2020
Recruitment in the Digital Age: 3 Modern Trends Recruiters Should Know
Thursday, October 01, 2020 Sep
Must-Have Features in Online Expense Tracking App
Tuesday, September 29, 2020
Online Time Tracker: Top 3 Online Time Tracking FAQ’s Answered
Friday, September 25, 2020
Reasons Why Businesses Opt Employee Management Software
Wednesday, September 23, 2020
Resource Scheduling Solutions and Planning: Worth the Efforts?
Thursday, September 17, 2020
5 Reasons to Invest in Online Invoicing Software
Tuesday, September 15, 2020
Automatic Screenshot Tracker: The New Normal Post COVID-19
Thursday, September 10, 2020
What is Customer Relationship Management? The Ultimate Guide
Tuesday, September 08, 2020
Project Management System: 5 Major Phases of Project Management
Thursday, September 03, 2020
Expense Approval: Top 4 Benefits of Expense Approval Software for Small Businesses
Thursday, September 03, 2020
Know All About Gantt Chart Software and Benefit Your Business
Tuesday, September 01, 2020 Aug
Cloud Based Storage: How Much Space Do You Need?
Monday, August 31, 2020
Benefits of Using Event Management Software for Virtual Events
Monday, August 31, 2020
Issue Tracking Software - 4 Must Have Features 2023
Thursday, August 27, 2020
Manual vs Automated Appointment Scheduling System
Tuesday, August 25, 2020
Remote Employee Management: The Do’s and Don’ts in 2020
Monday, August 24, 2020
Real Time Client Communication: 4 Effective Strategies
Friday, August 21, 2020
Top 5 Modern Methods Used for Asset Tracking
Tuesday, August 18, 2020
Field Service Management: Top 3 Future-Proof FSM Software
Wednesday, August 05, 2020
Online Time Tracking For Remote Working Post COVID-19
Tuesday, August 04, 2020 Jul
5 Good Reasons to Implement Performance Review Software
Friday, July 31, 2020
8 Things to Consider When Choosing an Online Recruitment Software
Friday, July 31, 2020
Expense Tracking App: Top 4 Expense Tracking Apps for Entrepreneurs
Monday, July 27, 2020
Online Time Tracker: 8 Instant Benefits for Businesses
Tuesday, July 21, 2020
Resource Scheduling Solution: 3 Most Common Resource Scheduling Mistakes
Thursday, July 16, 2020
8 Tips To Enhance Employees Productivity
Wednesday, July 15, 2020
3 Unique Benefits of Advanced Screenshot Tool for Small Businesses
Thursday, July 09, 2020
5 Best Billing & Invoicing Tools for Startups
Tuesday, July 07, 2020 Jun
Customer Relationship Management Software: 4 Reasons Your Company Needs a CRM
Tuesday, June 30, 2020
Top Five Project Management Problems Derailing Progress
Sunday, June 28, 2020 May
Avoid these Top 4 Mistakes While Choosing an Employee Monitoring Software
Friday, May 15, 2020
Employee Monitoring Software – Some Key Features
Wednesday, May 13, 2020
Top 6 Ways to Boost Remote Team’s Performance with an Employee Monitoring Software
Thursday, May 07, 2020 Apr
Mar
2019
Oct
Does A Company Need An Effective Performance Management System?
Tuesday, October 15, 2019
Advanced Time Tracking Software for Increased Productivity
Tuesday, October 15, 2019
Explore Wonderful Benefits With Advanced Talygen Application
Monday, October 07, 2019
Does A Company Need An Effective Performance Management System?
Monday, October 07, 2019 Sep
Know The Most Effective Way To Manage Business Projects Successfully
Friday, September 27, 2019
An Ultimate Guide To Project Invoicing Software
Monday, September 16, 2019 Aug
Smart Tips To Get More Productivity With Your Project Management
Tuesday, August 27, 2019
A Closer Look At Project Management Tracker
Monday, August 19, 2019 Jun
Create Systematic Arrangement with Personalized Project Management Dashboard
Tuesday, June 18, 2019
What Features Make Time Tracking Tool More Effective
Monday, June 10, 2019 May
Best Way To Enhance Project Productivity Beyond Expectations
Friday, May 31, 2019
Enhance Business Productivity With Advanced Project Management Dashboard
Friday, May 24, 2019
Choose Efficient Online Performance Management Software
Tuesday, May 21, 2019
A Quintessential Guide To Project Invoicing Software
Tuesday, May 14, 2019 Apr
Strategic Reporting Software To Improve Business Productivity
Monday, April 29, 2019
Benefits of Effective Project Management Software
Sunday, April 14, 2019 Mar
Feb
Improve Business Productivity with Talygen’s recruitment Software
Thursday, February 28, 2019
New Features and Key Updates of Talygen’s Customer Relationship System
Monday, February 18, 2019 Jan
Client Portal System: Time And Expense Approval By Clients For Smooth Evaluation
Tuesday, January 22, 2019
Talygen’s Message Board Module: The Best Real Time Client Communication Platform For Businesses
Wednesday, January 16, 2019
Talygen’s Resource Scheduling Solution: The Best Tool to Manage Your Resources
Friday, January 04, 2019 2018
Dec
5 Reasons Why You Need An Expense Tracking Application for Your Business Organization
Wednesday, December 26, 2018
How To Improve Your Sales By Applying CRM Automation
Monday, December 17, 2018 Nov
Talygen’s Project Management Tool: A Tested and Proven Web based Project Management System
Thursday, November 29, 2018
5 Reasons Why Organizations Need Talygen’s Knowledge Base System
Thursday, November 15, 2018
How Can Good Leadership Enhance Employee Time Management
Thursday, November 15, 2018 Oct
Talygen’s Unbeatable Project Request Feature for Long Term Relationship With Clients
Tuesday, October 30, 2018
Increase Your Transparency and Accountability with Clients Using Talygen’s Client Portal System
Wednesday, October 10, 2018 Sep
Aug
Jul
Jun
How to Manage Your Employees with Talygen’s Employee Management Software
Friday, June 29, 2018
5 Advantages of Using Talygen’s Job Portal Software
Monday, June 11, 2018 May
Apr
Talygen’s Time Tracker with Screenshots: An Indispensable Asset for Your Organization
Sunday, April 22, 2018
4 Essential Things You Should Consider Before Choosing A Time Tracking Software
Friday, April 13, 2018 Mar
Empower Your Business with Customer Relationship Management Software
Monday, March 26, 2018
Why Your Business Needs To Invest in a Project Management Software?
Sunday, March 18, 2018 Feb
2017
2016
2015
Oct
Sep
Aug
Why Do You Need the Talygen Time Tracker?
Tuesday, August 25, 2015
Five Features that Will Make Managers Love Talygen
Wednesday, August 12, 2015 Jul
Jun
May
Apr
Mar
2014
Dec
CES Series: Talygen to showcase the Future of Business at CES 2015
Tuesday, December 30, 2014
CES Series: 2014 was a blast, so will 2015 Be!
Thursday, December 25, 2014 Oct
Sep
Introduction to Talygen’s offline Time Tracking Application
Tuesday, September 30, 2014
Tips and ideas for successful project management
Wednesday, September 24, 2014
Smarten up your Project Management with Talygen
Tuesday, September 16, 2014
Why should businesses use an invoicing software?
Wednesday, September 10, 2014
Why Worker Productivity Matters and How to Improve it
Thursday, September 04, 2014 Aug
