What is CRM module ?

1. Overview

This CRM module is designed for businesses that follow a structured sales and service workflow. It centralizes lead management, quotation follow‑ups, sales order processing, AMC service tracking, and payment reconciliation—ensuring every stage is traceable, timely, and accountable.

2. Lead Management

Purpose

Capture, qualify, and track potential customers from first contact to conversion.

Key Features

• Lead creation with source tagging (website, referral, campaign, walk‑in, etc.)
• Status tracking (New → Contacted → Qualified → Quotation Sent → Converted / Lost)
• Activity log for calls, meetings, and follow‑ups
• Reminder system for timely engagement

How to Use

1. Go to CRM → Leads.
2. Click Add Lead and fill in contact details, requirements, and source.
3. Assign the lead to a salesperson.
4. Update status after each interaction.
5. Use the Follow‑up tab to schedule calls or meetings.

3. Quotation Management

Purpose

Prepare accurate quotations and track follow‑ups until closure.

Key Features

• Quotation templates with itemized pricing
• Auto‑calculation of taxes, discounts, and totals
• Versioning for revised quotations
• Follow‑up reminders and status updates

How to Use

1. Open the lead and click Create Quotation.
2. Add products/services, pricing, and validity period.
3. Save and send via email/WhatsApp directly from the system (if enabled).
4. Update quotation status: Sent → Negotiation → Approved → Rejected.
5. Convert approved quotations into Sales Orders / Invoices with one click.

4. Sales Invoice & Order Confirmation

Purpose

Convert approved deals into confirmed orders and generate invoices.

Key Features

• Auto‑populate customer and product details from the quotation
• GST‑compliant invoice format (if applicable)
• Order confirmation workflow
• Delivery/installation tracking (optional)

How to Use

1. From an approved quotation, click Generate Invoice.
2. Review pricing, taxes, and terms.
3. Save and share the invoice with the customer.
4. Mark the order as Confirmed once the customer approves.
5. Track delivery or installation status under Order Tracking.

5. AMC (Annual Maintenance Contract) Management

Purpose

Manage post‑sale service commitments and ensure timely AMC renewals.

Key Features

• AMC contract creation with start/end dates
• Auto‑generated service schedules (monthly/quarterly/annual)
• Technician assignment and service completion reports
• AMC renewal reminders

How to Use

1. Go to Service → AMC Contracts.
2. Create a new AMC linked to the customer’s product/invoice.
3. Define service frequency and contract duration.
4. The system auto‑creates service tasks—assign them to technicians.
5. Track completion, customer feedback, and renewal dates.

6. Payment Collection & Reconciliation

Purpose

Ensure timely payment collection and maintain accurate financial records.

Key Features

• Payment entry against invoices
• Partial payment support
• Outstanding and overdue reports
• Reconciliation dashboard

How to Use

1. Open Finance → Payments.
2. Select the invoice and enter payment details (mode, amount, date).
3. Mark partial or full settlement.
4. Review outstanding amounts under Receivables.
5. Use the reconciliation view to match payments with bank statements (if enabled).

7. Dashboards & Reports

Purpose

Give management a real‑time view of sales, service, and financial performance.

Available Reports

• Lead funnel and conversion rates
• Quotation pipeline
• Sales performance by team/product
• AMC due/overdue services
• Outstanding payments and aging

8. Best Practices

• Update lead status immediately after every interaction.
• Use reminders to avoid missed follow‑ups.
• Keep quotation versions clean and documented.
• Close AMC service tasks promptly with technician notes.
• Reconcile payments weekly to avoid discrepancies.