CRM
CRM (Customer Relationship Management) provides tools for managing your sales pipeline, tracking leads from initial contact to conversion, and managing deals through customizable pipelines. It integrates with the Operations module for customer and order data, and optionally with the Task System module for task management on leads, deals, and companies.
Dashboard
Navigate to CRM > Dashboard to access the CRM overview.
The dashboard provides a comprehensive view of your sales and customer activity:
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Statistics Cards:
- Total companies and active companies
- Total customers
- Total leads and qualified leads
- Total deals, open deals, and won deals
- Total tasks, pending tasks, and completed tasks (when the Task System module is enabled)
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Revenue Statistics:
- Total revenue (from won deals)
- Potential revenue (from open deals)
- Average deal value
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Recent Activity:
- Recent companies (last 5 created)
- Recent customers (last 5 created)
- Recent deals (last 5 created)
- Upcoming tasks (next 5 due, when Task System module is enabled)
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Charts:
- Deals by Month: A 6-month trend showing total deals, won deals, lost deals, and revenue per month
- Leads by Source: Distribution of leads across different lead sources
- Tasks by Status: Breakdown of tasks by their current status (when Task System module is enabled)
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Pipeline Overview: Deal counts per pipeline for open deals
Companies
Navigate to CRM > Companies to manage company records.
Companies represent organizations you do business with. They serve as the parent entity for customers, deals, and contacts.
Viewing Companies
The company list displays:
- Company name
- Office email and phone
- Website
- Industry
- Assigned user
- Active/Inactive status toggle
Search: Search by company name, email, phone, or website.
Creating a Company
- Click Add Company
- Fill in the company details:
| Field | Required | Description |
|---|---|---|
| Name | Yes | Company name |
| Website | No | Company website URL |
| Office Phone | No | Office phone number |
| Office Email | No | Office email address (must be unique) |
| Address | No | Street, city, state, postal code, country |
| Industry | No | Industry sector |
| Description | No | Company description |
| Assigned To | No | User responsible for this company |
| Is Active | No | Whether the company is active |
- Click Save
Viewing Company Details
Click View on any company to see the full detail page, which includes:
- Company Overview: All company information and assigned user
- Contacts: Contact persons associated with this company
- Deals: All deals linked to this company with stage, value, assigned user, and expected close date
- Tasks: Open tasks related to this company (when Task System module is enabled)
- Activity Timeline: Audit log of all changes made to this company record
Toggling Company Status
You can quickly toggle a company between Active and Inactive directly from the list view using the status toggle switch.
A company cannot be deleted if it has existing customers linked to it. Remove or reassign the customers first.
Customer Groups
Navigate to CRM > Customer Groups to manage customer segmentation.
Customer groups allow you to segment your customers for pricing, reporting, and organizational purposes.
Viewing Customer Groups
The list displays:
- Group name and code
- Description
- Discount percentage (if applicable)
- Priority level
- Number of customers in the group
- Active/Inactive status
Filtering:
- Status: Filter by Active or Inactive
Statistics Cards at the top show:
- Total groups
- Active groups
- Groups with discounts
- Total customers assigned to groups
Creating a Customer Group
- Click Add Customer Group
- Fill in the details:
| Field | Required | Description |
|---|---|---|
| Name | Yes | Group name |
| Code | Yes | Unique group code |
| Description | No | Group description |
| Discount Percentage | No | Default discount for customers in this group (0-100%) |
| Priority | Yes | Priority level (higher number = higher priority) |
| Is Active | No | Whether the group is active |
- Click Save
A customer group cannot be deleted if it has customers assigned to it.
Leads
Navigate to CRM > Leads to manage your sales leads.
Leads represent potential business opportunities that have not yet been qualified or converted into customers. The system supports both a list view and a Kanban board view.
Viewing Leads
The lead list displays:
- Lead title
- Contact name and contact email
- Company name
- Value (estimated deal value)
- Lead status (color-coded badge)
- Lead source
- Assigned user
Filtering:
- Status Filter: Filter by lead status
- Source Filter: Filter by lead source
Kanban Board View
The Kanban view displays leads organized by status columns. You can:
- Drag and drop leads between status columns to update their status
- See leads grouped by their current status
- Only non-final statuses are shown on the board (converted and lost leads are not displayed)
Creating a Lead
- Click Add Lead
- Fill in the lead details:
| Field | Required | Description |
|---|---|---|
| Title | Yes | Lead title or opportunity name |
| Description | No | Detailed description |
| Contact Name | No | Primary contact person |
| Contact Email | No | Contact email address (must be unique across leads) |
| Contact Phone | No | Contact phone number |
| Company Name | No | Company name |
| Value | No | Estimated deal value |
| Lead Source | No | How the lead was acquired |
| Lead Status | No | Current status (defaults to the system default status) |
| Assigned To | No | User responsible for this lead |
- Click Save
When a lead is assigned to a user, the assigned user receives a notification.
Viewing Lead Details
Click View on any lead to see the full detail page:
- Lead Information: All lead details, status, source, and assigned user
- Tasks: Open tasks associated with this lead (when Task System module is enabled)
- Activity Timeline: Audit log of all changes made to the lead
Converting a Lead
When a lead is qualified and ready to become a customer, you can convert it:
- Open the lead detail page
- Click Convert Lead
- Fill in the conversion form:
| Field | Required | Description |
|---|---|---|
| Customer Name | Yes | Name for the new customer record |
| Customer Email | No | Email for the new customer |
| Customer Phone | No | Phone for the new customer |
| Company Option | Yes | Choose: No company, Link to existing company, or Create new company |
| Existing Company | Conditional | Select company (if linking to existing) |
| New Company Name | Conditional | Name for new company (if creating new) |
| Create Deal | No | Whether to create a deal as part of conversion |
| Deal Title | Conditional | Title for the new deal (if creating) |
| Deal Value | Conditional | Value for the new deal |
| Deal Pipeline | Conditional | Pipeline for the new deal |
| Deal Stage | Conditional | Starting stage for the new deal |
| Expected Close Date | No | Expected close date for the deal |
- Click Convert
The conversion process:
- Creates a new customer record (or updates an existing one if the email matches)
- Optionally creates a new company
- Optionally creates a new deal linked to the customer and company
- Updates the lead status to "Converted" (a final status)
- Records the conversion timestamp and links to the created customer and deal
A lead can only be converted once. After conversion, the lead shows links to the created customer and deal.
Deals
Navigate to CRM > Deals to manage your sales opportunities.
Deals represent active sales opportunities that progress through pipeline stages from initial contact to won or lost.
Viewing Deals
Deals support two view modes:
Kanban Board View: The primary view. Deals are displayed as cards organized by pipeline stage columns. You can:
- Select which pipeline to view using the pipeline dropdown
- Drag and drop deal cards between stage columns to update their stage
- See deal title, value, assigned user, customer, and company on each card
List View: A table view showing:
- Deal title
- Pipeline and stage (color-coded badge)
- Company and customer
- Value
- Expected close date
- Assigned user
Creating a Deal
- Click Add Deal
- Fill in the deal details:
| Field | Required | Description |
|---|---|---|
| Title | Yes | Deal title |
| Description | No | Deal description |
| Value | No | Deal value |
| Expected Close Date | No | When you expect the deal to close |
| Probability | No | Win probability percentage (0-100) |
| Pipeline | Yes | The pipeline this deal belongs to |
| Stage | Yes | Current stage within the pipeline |
| Company | No | Associated company |
| Customer | No | Associated customer |
| Assigned To | No | User responsible for this deal |
- Click Save
If you only select a pipeline without choosing a stage, the deal is automatically placed in the pipeline's default stage (or the first stage if no default is set).
Moving Deals Between Stages
Using Kanban drag-and-drop:
- On the Kanban board, drag a deal card from one stage column to another
- The deal's stage is updated immediately
Deals can only be moved between stages within the same pipeline via Kanban.
Special stages:
- When a deal is moved to a Won stage, the actual close date is automatically set to today
- When a deal is moved to a Lost stage, the actual close date is set and you can optionally provide a lost reason
- If a deal is moved back from a Won or Lost stage to an active stage, the close date and lost reason are cleared
Viewing Deal Details
Click View on any deal to see the full detail page:
- Deal Information: Title, value, probability, expected and actual close dates, lost reason (if applicable)
- Pipeline & Stage: Current pipeline and stage with visual indicator
- Related Entities: Linked company, customer, and assigned user
- Tasks: Open tasks associated with this deal (when Task System module is enabled)
- Activity Timeline: Audit log showing all changes made to the deal
From the detail page, you can also:
- Change the pipeline and stage
- Edit all deal fields
- Add tasks (when Task System module is enabled)
Settings
CRM Settings are organized into several sub-pages accessible from CRM > Settings.
Lead Statuses
Navigate to CRM > Settings > Lead Statuses to manage the stages leads progress through.
Each lead status has:
| Field | Required | Description |
|---|---|---|
| Name | Yes | Status name (e.g., New, Contacted, Qualified, Converted, Lost) |
| Color | No | Color code for visual identification |
| Is Default | No | Whether new leads receive this status by default (only one can be default) |
| Is Final | No | Whether this is a terminal status (leads in final statuses are hidden from the Kanban board) |
Ordering: Drag and drop statuses to change their display order. The order determines the left-to-right arrangement of columns on the Kanban board.
Only one status can be the default. Setting a new status as default automatically removes the default flag from the previous one. The default status cannot be deleted.
Lead Sources
Navigate to CRM > Settings > Lead Sources to manage how leads are acquired.
Lead sources track the origin of your leads (e.g., Website, Referral, Cold Call, Trade Show, Social Media). Each source has:
- Name
- Active/Inactive status
Deal Pipelines
Navigate to CRM > Settings > Deal Pipelines to manage your sales pipelines.
A pipeline defines the overall sales process. You can create multiple pipelines for different sales processes (e.g., "Enterprise Sales", "SMB Sales", "Partner Channel").
Each pipeline has:
| Field | Required | Description |
|---|---|---|
| Name | Yes | Pipeline name (must be unique) |
| Description | No | Pipeline description |
| Is Active | No | Whether this pipeline is active |
| Is Default | No | Whether this is the default pipeline for new deals |
Actions:
- Manage Stages: Navigate to configure the stages within this pipeline
- Enable/Disable: Toggle the pipeline's active status
- Reorder: Drag and drop to change the display order of pipelines
- Delete: Remove a pipeline (only if it has no associated stages or deals, and is not the default)
Deal Stages
Navigate to CRM > Settings > Deal Stages to manage the stages within a pipeline.
Each pipeline has its own set of stages that deals progress through. To manage stages:
- Go to Deal Pipelines and click Manage Stages on a pipeline, or navigate directly to CRM > Settings > Deal Stages
- The system shows stages for the selected pipeline
Each stage has:
| Field | Required | Description |
|---|---|---|
| Name | Yes | Stage name (unique within the pipeline) |
| Color | No | Color for visual identification |
| Is Default for Pipeline | No | Whether new deals in this pipeline start at this stage |
| Is Won Stage | No | Whether reaching this stage means the deal is won |
| Is Lost Stage | No | Whether reaching this stage means the deal is lost |
Ordering: Drag and drop stages to change their order. The order determines the left-to-right arrangement of columns on the Kanban board.
Constraints:
- Only one stage per pipeline can be the default, won, or lost stage
- A stage with associated deals cannot be deleted
- The default stage cannot be deleted if other stages exist
A typical pipeline might have stages like: Lead > Qualified > Proposal > Negotiation > Won > Lost. The "Won" and "Lost" stages should be marked as won/lost stages respectively, so the system can track deal outcomes and calculate revenue statistics.
CRM Settings
Navigate to CRM > Settings > CRM Settings to configure general CRM module settings.
CRM settings control display preferences, activity timeline visibility, and other module-wide behavior. Settings can be:
- Updated individually or in bulk
- Exported as a JSON file for backup
- Imported from a previously exported file
- Reset to default values
Next: Learn about the other modules available in the system, or return to Operations and Accounting for related functionality.