User Manual – Sales SaaS

1.1 What is Sales SaaS?

Sales SaaS is a complete Customer Relationship Management (CRM) and sales automation platform designed to help businesses manage their entire sales operations efficiently. It supports the full sales lifecycle—from lead generation and customer relationship management to order processing and payment collection. The platform provides businesses with powerful tools to streamline sales processes, strengthen customer relationships, and drive revenue growth.

Whether you manage a small sales team or operate a large enterprise, Sales SaaS offers the flexibility and control you need to organize sales activities, monitor performance, and make data-driven business decisions. Built to work seamlessly across all devices, the platform ensures your team can access critical information anytime, anywhere.

1.2 Key Features Overview

Sales SaaS includes a wide range of tools and modules designed to support every aspect of your sales and customer management workflow:

• CRM System: Manage accounts, contacts, leads, and opportunities in one unified platform
• Sales Pipeline Management: Track leads through customizable sales stages with visual pipeline views
• Quote and Proposal Tools: Create professional quotes and convert them to sales orders
• Order Management: Handle sales orders, purchase orders, deliveries, and returns
• Invoice and Payment Processing: Generate invoices and process payments through 30+ payment gateways
• Product Catalog: Organize products with categories, brands, pricing, and tax management
• Marketing Campaigns: Create and track marketing campaigns with target lists and analytics
• Project Management: Manage customer projects with task tracking and collaboration tools
• Communication Tools: Schedule meetings, log calls, and manage documents
• Advanced Analytics: Access comprehensive reporting on sales, customers, products, and performance
• Multi-Language Support: Use the platform in 15+ languages
• Mobile Responsive: Works seamlessly on desktop, tablet, and mobile devices

1.3 Who Should Use Sales SaaS?

Sales SaaS is built for businesses of all sizes and serves a variety of roles within an organization:

• Sales Teams: Manage leads, track opportunities, and close deals more effectively
• Account Managers: Maintain strong customer relationships and monitor account activities
• Marketing Teams: Create campaigns, track lead generation, and measure marketing ROI
• Project Managers: Deliver customer projects on time and within budget
• Business Owners: Get complete visibility into sales performance and customer data
• Customer Service Teams: Handle customer cases and support requests efficiently
• Small to Medium Businesses: Scale sales operations with professional CRM tools

The platform is designed to be intuitive and easy to use, ensuring that teams can quickly adopt the system and start seeing results without extensive training or technical knowledge.

2.1 User Registration

To get started, users need to register by creating a new account using a valid email address and a secure password.

• 2.1.1. Visit the Registration Page

  • Navigate to the Sales SaaS website
  • Click on “Sign Up” or “Get Started”

• 2.1.2 Fill Registration Form

  • Full Name: Enter your complete name
  • Email Address: Use a valid email address (this will be your login)
  • Password: Create a strong password (minimum 8 characters)
  • Confirm Password: Re-enter your password

• 2.1.3. Submit Registration

  • Review the terms of service and privacy policy
  • Click on “Sign Up” or “Get Started” to begin the registration process

2.2 Email Verification

After signing up, you must verify your email before you can log in.

• 2.2.1. Check Your Email

  • Check your email inbox for a verification link
  • Look for an email from Sales SaaS with subject “Verify Your Account”
  • If you don’t receive the email, check your spam/junk folder

• 2.2.2. Verify Your Account

  • Click the verification link in the email
  • You’ll be redirected to a confirmation page
  • Your account is now activated and ready to use

• 2.2.3. Resend Verification (if needed)

  • If the verification email doesn’t arrive, click “Resend Verification Email”
  • Wait a few minutes and check your email again

2.3 User Login

Once your email is verified, you can log in to your account.

• 2.3.1. Access the Login Page

  • Go to the login URL provided in your welcome email
  • Or navigate to the main website and click “Sign In”

• 2.3.2. Enter Login Credentials

  • Email Address: Enter your registered email
  • Password: Enter your account password
  • Remember Me: Check this box to stay logged in (optional)

• 2.3.3. Complete Login

  • Click “Sign In” to access your account
  • You’ll be redirected to your dashboard

• 2.3.4. Dashboard Overview

  After successful login, you will see the main dashboard displaying key statistics:

  • Main Statistics Cards:

    • Total Leads: Number of leads in your pipeline
    • Active Opportunities: Currently open sales opportunities
    • Monthly Sales: Revenue generated this month

    These statistics provide you with a quick snapshot of your sales performance and activity.

2.4 Password Management

If you forget your password, Sales SaaS allows you to reset it securely.

• 2.4.1 Forgot Password

  • 1. Access Password Reset

    • On the login page, click “Forgot Password?”
    • Enter your registered email address
    • Click “Send Reset Link”

  • 2. Reset Your Password

    • Check your email for a password reset link
    • Click the link to open the password reset page
    • Enter your new password twice
    • Click “Reset Password”

• 2.4.2 Change Password (When Logged In)

  Users can also change their password after logging in by visiting their profile settings.

  • 1. Access Profile Settings

    • Click on your profile picture in the top-right corner
    • Select “Profile Settings” from the dropdown

  • 2. Update Password

    • Go to the “Security” tab
    • Enter your current password
    • Enter your new password twice
    • Click “Update Password”

    All password changes are tracked to ensure account safety. The system checks the strength and confirmation of the new password before saving it.

3.1 Super Admin Login Process

As a Super Admin, you have access to a wide range of administrative functions:

• 3.1.1 What is a Super Admin?

  The Super Admin is the highest level administrator with complete control over the entire Sales SaaS platform. Super Admins can:

  • Manage Companies: Create, edit, and oversee all company accounts registered on the platform
  • Plan Management: Design and configure subscription plans with custom pricing and feature sets
  • Order Processing: Review, approve, or reject subscription orders and plan requests
  • Revenue Tracking: Access detailed financial reports and monitor platform earnings
  • Coupon Management: Generate discount codes and manage promotional campaigns
  • Email Template Management: Customize system-generated email content and notifications
  • System Settings: Control platform-wide configurations and operational policies
  • User Support: Assist users with account issues and provide technical guidance

  These capabilities allow Super Admins to maintain full control and ensure the platform operates according to business needs.

• 3.1.2 Super Admin Login Steps

  Accessing the Super Admin panel follows the same login procedure as regular users, but grants access to advanced administrative features.

  • 1. Access Super Admin Portal

    • This is no different from a regular user login.

  • 2. Enter Super Admin Credentials

    • Email: Use your designated Super Admin email
    • Password: Enter your Super Admin password

  • 3. Super Admin Dashboard

    Once logged in, the Super Admin Dashboard displays a comprehensive overview of platform activity and performance metrics.

    • Navigation: Dashboard (Super Admin Login Required)
    • Purpose: Centralized overview of platform performance and key metrics.

    • Main Statistics Cards:

      The top section of the dashboard shows important platform-wide data:

      • Total Companies: The number of company accounts currently registered
      • Total Users: Count of all users across the platform (Super Admins excluded)
      • Active Subscriptions: Number of currently active paid subscriptions
      • Monthly Growth: Percentage growth in company registrations compared to previous month
      • Total Revenue: Cumulative earnings from all approved subscription orders

      These figures help you monitor the health and growth of the platform at a glance.

    • Dashboard Analytics:

      Below the key statistics, you will find detailed analytics sections:

      • Recent Activity Feed: Live feed of recent companies, users, and payment activities
      • Top Performing Plans: A ranked view of subscription plans by revenue and number of subscribers

    • Key Metrics:

      • Active vs Inactive Companies – A comparison showing how many companies are currently active versus inactive
      • Monthly Growth Rate – Visual representation of growth trends over time
      • Revenue Tracking – Detailed breakdowns of income streams and payment history
      • Subscription Analytics – Performance data for each subscription plan, including conversion rates and renewal patterns

    These analytics tools enable Super Admins to identify trends, make data-driven decisions, and optimize platform offerings based on actual usage patterns.

4.1 Super Admin Contact Messages

Super Admins can view and manage all contact messages submitted through the “Contact Us” form on the landing page. This functionality provides centralized access to all visitor inquiries and communication requests.

• 4.1.1 Accessing Contact Messages

  • 1. Navigate to Contact Messages

    • Navigation: Contact Messages (Super Admin Sidebar)
    • Purpose: View all contact form submissions from the landing page
    • Access Level: Super Admin only

  • 2. Contact Messages List

    • View all submitted contact messages in chronological order
    • Messages are displayed in a table format for easy review
    • Filter and search options available for message management

• 4.1.2 Contact Message Information

  Each contact message entry displays the following details:

  • 1. Name

    • Full name of the person who submitted the contact form
    • Displayed as provided by the visitor

  • 2. Subject

    • Subject line provided by the visitor
    • Brief description of the inquiry or request
    • Helps categorize and prioritize messages

  • 3. Message

    • Complete message content submitted through the form
    • Full text of the visitor’s inquiry or feedback
    • Contains detailed information about the request

  • 4. Received At

    • Date and time when the message was submitted
    • Timestamp helps with response prioritization
    • Displayed in system timezone format

• 4.1.3 Message Management Features

  • 1. Message Viewing

    • Click on any message to view full details
    • Expandable message content for longer submissions
    • Clear display of all contact information

  • 2. Message Organization

    • Messages sorted by received date (newest first)
    • Search functionality to find specific messages

• 4.1.4 Contact Form Integration

  • 1. Automatic Collection

    • All “Contact Us” form submissions are automatically captured
    • No manual intervention required for message collection
    • Real-time updates when new messages are submitted

  • 2. Data Storage

    • All contact messages are securely stored in the system
    • Message history is preserved for future reference
    • No data loss

  • 3. Visitor Sources

    • Messages from unknown visitors browsing the landing page
    • Inquiries from potential customers and partners
    • General feedback and support requests

• 4.1.5 Important Notes

  • Super Admin Exclusive: Only Super Admins can access contact messages
  • Landing Page Integration: Messages automatically collected from public contact form
  • No Response System: Manual response required using provided contact information
  • Message Persistence: All messages are permanently stored for review
  • Real-Time Updates: New messages appear immediately after submission

5.1 Super Admin Newsletter Subscriptions

Super Admins can view and manage all newsletter subscriptions submitted through the Newsletter form on the landing page. This functionality provides centralized access to all visitor email subscriptions for marketing and communication purposes.

• 5.1.1 Accessing Newsletter Subscriptions

  • 1. Navigate to Newsletter

    • Navigation: Newsletter (Super Admin Sidebar)
    • Purpose: View all newsletter subscriptions from the landing page
    • Access Level: Super Admin only

  • 2. Newsletter Subscriptions List

    • View all submitted newsletter subscriptions in chronological order
    • Subscriptions are displayed in a table format for easy management
    • Filter and search options available for subscriber management

• 5.1.2 Newsletter Subscription Information

  Each newsletter subscription entry displays the following details:

  • 1. Email

    • Email address provided by the visitor

  • 2. Subscribed At

    • Date and time when the subscription was submitted
    • Timestamp helps with subscription tracking and analytics
    • Displayed in system timezone format

• 5.1.3 Subscription Management Features

  • 1. Subscription Viewing

    • View complete list of all newsletter subscribers

  • 2. Subscription Organization

    • Search functionality to find specific email addresses

• 5.1.4 Newsletter Form Integration

  • 1. Automatic Collection

    • All Newsletter form submissions are automatically captured
    • No manual intervention required for subscription collection
    • Real-time updates when new subscriptions are submitted

  • 2. Data Storage

    • All newsletter subscriptions are securely stored in the system
    • Subscription history is preserved for future reference

  • 3. Visitor Sources

    • Subscriptions from visitors browsing the landing page

• 5.1.5 Important Notes

  • Super Admin Exclusive: Only Super Admins can access newsletter subscriptions
  • Landing Page Integration: Subscriptions automatically collected from public newsletter form
  • Data Persistence: All subscriptions are permanently stored for reference
  • Real-Time Collection: New subscriptions appear immediately after submission

6.1 Understanding CRM Modules

Sales SaaS provides a complete CRM system with interconnected modules designed to manage your entire sales process. These modules work together to help you track customers from initial contact through closed deals.

Sales SaaS provides a complete CRM system with interconnected modules:

• 6.1.1 Core CRM Components

  The CRM system includes four main components that form the foundation of your sales operations:

  • Accounts: Companies and organizations you do business with. These represent your business relationships at the organizational level.
  • Contacts: Individual people within accounts. These are the actual people you communicate with during sales and service interactions.
  • Leads: Potential customers who have shown interest in your products or services but haven’t been fully qualified yet.
  • Opportunities: Qualified sales prospects with defined potential revenue and expected timelines for closure.

  These components work together seamlessly, allowing you to manage every aspect of your customer relationships in one unified system.

• 6.1.2 CRM Workflow

  The typical CRM workflow in Sales SaaS follows a structured pattern that guides prospects through your sales process:

  • Lead Generation: Capture leads from various sources such as website forms, marketing campaigns, trade shows, and referrals
  • Lead Qualification: Evaluate and score leads based on their interest level, budget, and fit with your offerings
  • Lead Conversion: Convert qualified leads into accounts and contacts when they’re ready to move forward
  • Opportunity Creation: Create sales opportunities for qualified prospects with defined revenue potential
  • Deal Closure: Move opportunities through your sales stages until they are successfully closed or marked as lost

  This workflow ensures that every potential customer receives proper attention and moves smoothly through your sales funnel without falling through the cracks.

6.2 Account Management

Accounts represent the companies and organizations you do business with. This module helps you maintain detailed records of each business relationship, including contact information, addresses, communication history, and all related activities.

• 6.2.1 Creating Accounts

  • 1. Access Account Creation

    • Go to “Accounts” in the main menu
    • Click “Create Account” button

  • 2. Account Information

    Begin by filling in the basic account details:

    • Name: Enter the company or organization name (required)
    • Email: Add the primary contact email address for this account
    • Phone: Provide the main phone number for reaching the company
    • Website: Enter the company website URL if available
    • Account Type: Select from predefined types such as Customer, Partner, Vendor, and others to categorize the relationship
    • Industry: Choose the appropriate industry category that best describes the account’s business sector
    • Status: Set the account status as Active, Inactive, or other available options to indicate the current relationship state

  • 3. Address Information

    Next, provide complete address details for the account:

    • Billing Address: Enter the complete billing address where invoices should be sent
    • Shipping Address: Add the delivery address for physical goods (this can be the same as the billing address if applicable)
    • City, State, Postal Code, Country: Complete all location details to ensure accurate record keeping and shipping

  • 4. Assignment and Ownership

    Finally, assign ownership and responsibility for the account:

    • Assigned To: Assign the account to specific users in your organization. For individual logins, the account is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.
    • Created By: This field is automatically set to the current company and cannot be modified

    Once you have filled in all required information, click the “Save” button to create the account. The system will validate your input and add the new account to your database.

• 6.2.2 Managing Accounts

  After creating accounts, you have several options to manage and interact with them effectively:

  • View Account: Click on any account name to see detailed information including all related records, recent activities, and communication history
  • Edit Account: Update account details and information whenever changes occur, such as new contact information or address updates
  • Account Activities: Track all interactions and changes associated with the account, including calls, meetings, emails, and status updates
  • Account Comments: Add internal notes and maintain a communication history that helps your team stay informed about important details
  • Related Records: Access all related contacts, opportunities, quotes, and orders directly from the account page for a complete view of the relationship

  These management tools ensure that your team always has access to current, accurate information about each business relationship.

• 6.2.3 Account Features

  The Account module provides flexible viewing options and powerful management tools:

  • Grid View: Displays accounts in a card-based layout with key information visible at a glance, making it easy to browse through multiple accounts visually
  • List View: Shows accounts in a traditional table format with sortable columns, allowing you to organize and filter accounts based on various criteria
  • Activity Tracking: Automatically tracks all account interactions and changes, creating a complete audit trail of every touchpoint
  • Account Comments: Allows you to add internal notes, meeting summaries, and communication history that remain visible to your team
  • Status Management: Control whether accounts are Active or Inactive, helping you focus on current business relationships
  • Assignment: Reassign accounts to different users as your team structure changes or when account ownership needs to transfer

  These features help you maintain organized account records and ensure that important information is never lost or overlooked.

6.3 Contact Management

Contacts represent individual people within your accounts. This module helps you manage personal relationships and track all communication with key decision-makers, influencers, and stakeholders at your customer organizations.

• 6.3.1 Creating Contacts

  • 1. Access Contact Creation

    • Go to “Contacts” in the main menu
    • Click “Create Contact” button
    • Or create from within an account

  • 2. Contact Information

    Fill in the essential contact details:

    • Name: Enter the contact’s full name (required)
    • Email: Add their primary email address for communication
    • Phone: Provide their direct phone number
    • Position: Enter their job title or role within the organization
    • Account: Link the contact to their parent account (required). This establishes the relationship between the individual and their company.
    • Status: Set the contact status to indicate whether they are an active contact

    Once all information is entered, click the “Save” button to create the contact. The new contact will immediately appear in your contact list and be linked to their parent account.

  • 3. Additional Details

    Complete the contact record with supplementary information:

    • Address: Add the contact’s physical address if different from the account address
    • Assigned To: Assign the contact to a specific team member. For individual logins, the contact is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

• 6.3.2 Contact Management Features

  The Contact module provides several tools to organize and manage your contact database effectively:

  • Grid View: Displays contacts in a card-based layout with profile information and key details, making it easy to recognize and browse contacts visually
  • List View: Shows contacts in a traditional table view with sortable and filterable columns for efficient contact management
  • Contact Assignment: Assign contacts to specific team members for relationship management and follow-up responsibilities
  • Status Management: Control contact status as Active or Inactive to maintain a clean, current database
  • Account Linking: Maintain clear relationships between contacts and their parent accounts, ensuring context is always available
  • Contact Information: Easily update contact details, phone numbers, email addresses, and other information as it changes over time

  These features ensure you always have access to accurate contact information when you need it, whether you’re preparing for a call or sending follow-up communications.

6.4 Lead Management

Leads represent potential customers who have shown interest in your products or services but haven’t been fully qualified yet. The lead management system helps you capture, organize, track, and nurture these prospects until they’re ready to become paying customers.

Unlike contacts and accounts, leads are in the early stages of the sales process. They may have submitted a contact form, downloaded content, visited your booth at a trade show, or expressed interest through other channels. The lead module helps you evaluate each prospect’s potential and guide them toward conversion.

• 6.4.1 Lead Sources

  Leads can come from various channels, and tracking their source helps you understand which marketing efforts generate the best results. The system allows you to categorize leads by their origin:

  • Website Forms: Online inquiries and contact form submissions from your website
  • Marketing Campaigns: Responses from email campaigns, webinars, and content downloads
  • Trade Shows: Contacts collected at industry events, conferences, and booth visits
  • Referrals: Recommendations and introductions from existing customers and business partners
  • Cold Outreach: Prospecting activities, cold calls, and direct outreach efforts
  • Social Media: Interactions, inquiries, and engagement from social media platforms

• 6.4.2 Creating Leads

  • 1. Access Lead Creation

    • Go to “Leads” in the main menu
    • Click “Create Lead” button

  • 2. Lead Information

    Start by entering the basic lead details:

    • Name: Enter the lead’s full name (required)
    • Email: Add their primary email address for follow-up communication
    • Phone: Provide their contact phone number
    • Company: Enter the lead’s company name if they represent a business
    • Account Name: Specify the account name that should be created if the lead converts
    • Account Industry: Select the appropriate industry category for proper segmentation
    • Position: Enter their job title or role within their organization
    • Website: Add the company website URL to research the prospect further
    • Address: Provide the lead’s physical address or company location
    • Notes: Add any additional notes, context, or observations about the lead
    • Value: Enter the estimated potential value of this lead based on their needs and your offerings

  • 3. Lead Qualification

    Next, add qualification information to help prioritize and track the lead’s progress:

    • Lead Status: Select the current status such as New, Contacted, Qualified, Unqualified, or other stages in your process
    • Lead Source: Choose how the lead was acquired to track marketing effectiveness
    • Campaign: Link to any associated marketing campaign that generated this lead
    • Assigned To: Assign responsibility for this lead. For individual logins, the lead is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu to distribute leads across your team.
    • Status: Set the lead status as Active or Inactive to control visibility in your pipeline

    Once you’ve completed all relevant fields, click the “Save” button to add the lead to your system. The lead will immediately appear in your lead list and be available for tracking and follow-up.

• 6.4.3 Lead Management Process

  Managing leads effectively involves several key steps that guide prospects through qualification:

  • Lead Creation: Manually create leads through the system interface as they come in from various sources
  • Lead Assignment: Assign leads to appropriate sales team members based on territory, expertise, or workload
  • Lead Status Updates: Update lead status as they progress through qualification stages, from initial contact through qualification
  • Lead Activities: Track all interactions and communications with the lead, including calls, emails, and meetings
  • Lead Conversion: Convert qualified leads into accounts and contacts when they’re ready to become customers

  This structured process ensures every lead receives proper attention and moves smoothly through your sales funnel without being forgotten or overlooked.

• 6.4.4 Lead Management Features

  The Lead module provides powerful tools to visualize, organize, and manage your lead pipeline:

  • Kanban View: This visual board provides drag-and-drop lead management for intuitive pipeline control.

    • You can drag leads between status columns to update their progress instantly.
    • The board provides a clear visual representation of leads organized by status, making it easy to see where leads are in the qualification process.
    • Real-time status updates occur automatically as you move cards between columns.
    • You can also filter and search leads directly within the Kanban view to focus on specific segments.
  • Grid View: Displays leads in a card-based layout with key information visible, providing an organized visual browsing experience
  • List View: Shows all leads in a traditional table format with sortable columns for detailed review and analysis
  • Search and Filter: Quickly find specific leads by filtering based on status, source, assigned user, and other criteria
  • Lead Activities: Track all interactions and changes related to each lead, creating a complete history of engagement
  • Lead Comments: Add internal notes and maintain a communication history that keeps your team informed
  • Status Management: Easily update lead status as prospects progress through your qualification process

  These features help you stay organized, prioritize effectively, and ensure no lead falls through the cracks.

• 6.4.5 Lead Conversion

  When a lead is qualified and ready to become a customer, you can convert them into accounts and contacts. The conversion process transfers all lead information into the appropriate CRM records while maintaining a complete history.

  • Available Conversion Options:

    • 1. Convert to Account

      This option creates a new account using the lead’s information:

      • Creates a new company account that represents the business relationship
      • Required Fields: You must select an Account Type to categorize the new account
      • Optional Fields: Website and Address information can be added or left blank
      • Auto-populated: The system automatically fills in Name (using the company name or lead name if no company was specified), Email, Phone, Industry, and Assigned User from the lead record
      • Process: Once the conversion is complete, the lead is marked as converted in the system but remains accessible for historical reference

    • 2. Convert to Contact

      This option creates a new contact and links it to an existing account:

      • Creates a new individual contact record within an existing account
      • Required Fields: You must select an existing Account to link the contact to. The account must already exist in the system.
      • Optional Fields: Position and Address information can be added during conversion
      • Auto-populated: The system automatically fills in Name, Email, Phone, and Assigned User from the lead record
      • Process: Once the conversion is complete, the lead is marked as converted in the system and linked to the specified account

  • Conversion Tracking:

    The system maintains comprehensive tracking of all lead conversions:

    • Conversion Status: Track which leads have been successfully converted and which are still in the qualification process
    • Related Records: View the converted accounts and contacts directly from the lead detail page, maintaining the connection between original lead and resulting records
    • Filter Options: Filter your lead list to show only converted or unconverted leads, helping you focus on prospects that still need attention
    • Conversion History: The original lead record is maintained permanently even after conversion for historical tracking purposes and reporting

    This ensures you can always trace back to the original lead source, measure conversion effectiveness, and understand which sources generate the best customers.

6.5 Opportunity Management

• 6.5.1 Understanding Opportunities

  Opportunities represent qualified sales prospects with defined potential revenue and expected timeline for closure. Unlike leads, opportunities are further along in the sales process and have a higher likelihood of converting into actual sales. They represent specific deals you’re working to close, complete with product details, pricing, and probability assessment.

• 6.5.2 Opportunity Stages

  Opportunities move through customizable stages that represent your sales process. Each stage indicates how far along the deal has progressed:

  • Prospecting: Initial contact and qualification phase where you’re identifying the prospect’s needs and budget
  • Qualification: Needs assessment and budget confirmation stage where you verify the opportunity is real and winnable
  • Proposal: Presenting solutions and formal proposals to address the prospect’s specific requirements
  • Negotiation: Discussing price, contract terms, and finalizing details before closing
  • Closed Won: Successfully closed deal that has become a customer
  • Closed Lost: Opportunity that did not convert to a sale, marked for analysis and future reference

  You can track opportunities as they move through each stage, giving you clear visibility into your sales pipeline and helping you forecast revenue accurately.

• 6.5.3 Creating Opportunities

  • 1. Access Opportunity Creation

    • Go to “Opportunities” in the main menu
    • Click “Create Opportunity” button

  • 2. Opportunity Information

    Begin by filling in the basic opportunity details:

    • Name: Enter a descriptive opportunity name that clearly identifies the deal (required)
    • Account: Select the associated account or company for this opportunity (required)
    • Contact: Choose the primary contact person for this opportunity (optional but recommended)
    • Amount: The expected revenue value is automatically calculated based on the products you add to the opportunity
    • Close Date: Enter the expected closure date when you anticipate closing this deal
    • Opportunity Stage: Select the current sales stage from your defined pipeline stages (required)
    • Opportunity Source: Indicate how the opportunity was identified, such as from a lead, referral, or campaign (required)
    • Status: Set the opportunity status as Active or Inactive to control visibility in your pipeline

  • 3. Opportunity Details

    Add additional context and detailed information:

    • Description: Provide a detailed description of the opportunity, including the prospect’s needs, pain points, and proposed solution
    • Notes: Add any additional information, context, or internal notes that will help your team work this opportunity
    • Assigned To: Assign opportunity ownership to the appropriate team member. For individual logins, the opportunity is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu to assign ownership and responsibility.

    • Products: Add associated products and services to the opportunity. This section allows you to build the complete deal structure:

      • Product Selection: Choose products from your available product catalog. You can add multiple products to a single opportunity.
      • Quantity: Enter the number of units for each product (required). This determines the line total calculation.
      • Unit Price: Specify the price per unit (required). This can be customized for special pricing or discounts.
      • Tax: Tax is applied automatically based on the product’s tax configuration. The system handles tax calculations for you.
      • Line Total: Automatically calculated as quantity multiplied by unit price. This shows the subtotal before tax for each product line.
      • Final Amount: Automatically calculated including all applicable taxes (subtotal plus tax). This is the total amount for each product line.

    The system automatically calculates the total opportunity value based on all products added, making it easy to track potential revenue and present accurate quotes to prospects.

    Once all information is entered, click the “Save” button to create the opportunity. It will immediately appear in your opportunity pipeline and be available for tracking and management.

• 6.5.4 Opportunity Management Features

  The Opportunity module provides comprehensive tools to manage your sales pipeline effectively and close more deals:

  • Kanban View: This visual pipeline board provides drag-and-drop management for intuitive deal tracking.

    • You can drag opportunities between stage columns to update their status instantly as deals progress.
    • The board provides a clear visual representation of your entire sales pipeline organized by stage, making it easy to see where deals are stuck and where action is needed.
    • Real-time stage updates occur automatically as opportunities move through the pipeline. You can also filter and search opportunities directly within the Kanban view to focus on specific accounts, date ranges, or assigned users.
  • Grid View: Displays opportunities in a card-based layout with key metrics visible, providing an organized visual overview of your pipeline
  • List View: Shows all opportunities in a traditional table format with sortable columns for detailed analysis and reporting
  • Product Management: Easily add or remove products from opportunities with quantities and pricing. Update product details as the deal evolves and requirements change.
  • Auto-calculation: The system automatically calculates opportunity amounts based on products, quantities, and tax configurations, eliminating manual calculation errors
  • Stage Progression: Track how opportunities move through your sales stages over time, helping you identify bottlenecks and optimize your process
  • Activity Tracking: Log all opportunity-related activities including calls, meetings, emails, and presentations for complete deal visibility
  • Opportunity Comments: Add internal notes, strategy discussions, and communication history that keeps your entire team informed
  • Search and Filter: Filter opportunities by stage, source, account, status, assigned user, and date ranges to focus on specific segments
  • Related Records: View all associated accounts, contacts, quotes, meetings, and calls directly from the opportunity detail page for complete context

  These features give you complete visibility into your sales pipeline, help you prioritize effectively, and ensure that high-value opportunities receive the attention they deserve to close successfully.

7.1 Creating Quotes

To create a new quote, navigate to “Quotes” in the main menu and click the “Create Quote” button. You will be presented with a comprehensive form to build your quote with all necessary details.

• 7.1.1 Access Quote Creation

  • Go to “Quotes” in the main menu
  • Click “Create Quote” button

• 7.1.2 Quote Information

  Begin by filling in the basic quote details:

  • Quote Number: This is automatically generated in the format QT-YYYY-XXXXXX and serves as a unique identifier for tracking purposes
  • Name: Enter a descriptive quote name that clearly identifies the purpose or project (required)
  • Description: Provide a detailed description of what this quote covers, including scope, deliverables, or special terms
  • Opportunity: Link the quote to an existing sales opportunity if applicable (optional). This connection helps maintain consistency between your pipeline and quotes.
  • Account: Select the customer account this quote is for (optional but recommended for proper tracking)
  • Valid Until: Set the quote expiration date. After this date, the quote will automatically be marked as expired.
  • Status: Select the current quote status from Draft, Sent, Accepted, Rejected, or Expired
  • Assigned To: Assign the quote to a specific team member. For individual logins, the quote is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

• 7.1.3 Contact Information

  Specify the contacts who will be involved in this quote:

  • Billing Contact: Select the primary billing contact who will handle payment and invoicing matters
  • Shipping Contact: Choose the delivery contact who will receive the products or services (this can be the same as the billing contact)
  • Shipping Provider: Select the shipping provider type if physical delivery is involved

• 7.1.4 Quote Products and Services

  Add the products and services that will be included in this quote. You can add multiple line items with individual pricing and discount configurations:

  • Product Selection: Choose from your available product catalog. Each product comes with pre-configured pricing and tax information that can be adjusted as needed.
  • Quantity: Enter the number of units for each product (required, minimum 1). This determines the line total calculation.
  • Unit Price: Specify the price per unit (required). You can override the catalog price to offer special pricing or accommodate negotiations.
  • Discount Type: Select whether the discount will be a Percentage (%) or Fixed Amount
  • Discount Value: Enter the discount amount or percentage you wish to apply to this line item
  • Discount Amount: This is automatically calculated based on your selected discount type and value
  • Tax Amount: Tax is automatically calculated based on the product’s tax configuration in your system
  • Line Total: The final amount for this line after applying discounts (calculated as quantity × unit price – discount)

  You can add as many product lines as needed to build a complete quote that addresses all customer requirements.

• 7.1.5 Address Information

  Provide complete address details for billing and shipping:

  • Billing Address: Enter the complete billing address including street address, city, state, postal code, and country
  • Shipping Address: Enter the delivery address including street address, city, state, postal code, and country
  • Copy Billing to Shipping: Use this one-click functionality to copy the billing address to the shipping address when they are the same

• 7.1.6 Quote Totals (Auto-calculated)

  The system automatically calculates all quote totals in real time as you add products and adjust quantities or discounts:

  • Total Discount: Sum of all line-item discounts applied across the quote
  • Subtotal: Sum of all line totals after discounts have been applied
  • Total Tax: Calculated tax amount on the discounted prices
  • Grand Total: The final quote amount that combines subtotal and tax (subtotal + tax)

  These calculations update automatically as you modify any values, ensuring accuracy and eliminating manual calculation errors.

  Once all information is entered and reviewed, click the “Save” button to create the quote. It will immediately appear in your quote list and be available for sending to customers.

7.2 Quote Operations

• 7.2.1 Quote Operations Features

  The Quote module provides powerful tools to view, search, and manage your quotes efficiently:

  • List View: Displays all quotes in a traditional table view with sortable columns, making it easy to organize and review multiple quotes

  • Advanced Search and Filtering: Find specific quotes quickly using comprehensive filter options:

    • Filter by Status, Account, Opportunity, and Assigned User
    • Real-time search across quote numbers, names, and account names
    • Per-page display options (10, 25, 50, 100)

• 7.2.2 Quote Status Workflow

  Quotes move through a defined lifecycle that tracks their progress from creation to final outcome:

  • Draft: Quote is being prepared and has not yet been sent to the customer. Use this status while building and reviewing the quote internally.
  • Sent: Quote has been delivered to the customer and is awaiting their response. This indicates the customer is actively reviewing your proposal.
  • Accepted: Customer has accepted the quote and agreed to proceed. Accepted quotes can be converted to sales orders.
  • Rejected: Customer has declined the quote. This status helps you track lost opportunities and analyze rejection patterns.
  • Expired: Quote has passed its “Valid Until” date without being accepted. Expired quotes may need to be revised and resent with updated pricing or terms.

  Understanding and managing quote status helps you track the effectiveness of your pricing and identify opportunities that need follow-up.

• 7.2.3 Quote Features

  The Quote module includes several automated features that streamline the quoting process:

  • Auto-numbering: Automatic quote number generation in the format QT-YYYY-XXXXXX ensures every quote has a unique, trackable identifier
  • Product Integration: Link products with automatic pricing and tax calculation, reducing manual data entry and errors
  • Discount Management: Apply line-item discounts with percentage or fixed amounts to accommodate negotiations and special pricing
  • Tax Calculation: Automatic tax calculation based on product configuration eliminates manual tax computation
  • Address Management: Maintain separate billing and shipping addresses with one-click copy functionality
  • Opportunity Integration: Link quotes to opportunities with automatic data population from the opportunity record
  • Activity Tracking: Complete audit trail of all quote activities, status changes, and modifications
  • Comments System: Add internal notes and discussions that are visible to your team but not to customers

  These features ensure accuracy, save time, and maintain consistency across your quoting process.

7.3 Quote Integration Features

• 7.3.1 Opportunity Integration

  Quotes can be seamlessly integrated with your opportunity pipeline to maintain consistency and reduce duplicate data entry:

  • Link to Opportunity: Connect quotes to existing opportunities in your pipeline. This connection ensures that quote information aligns with your sales forecasting and opportunity tracking.

  • Auto-population: When you link a quote to an opportunity, the system automatically populates quote data from the opportunity record:

    • Account and contact information are transferred automatically
    • Products with quantities and pricing are copied from the opportunity
    • Billing contact is assigned based on opportunity details

    This auto-population saves significant time and ensures data consistency between your pipeline and quotes.

  • Product Sync: Add all opportunity products to your quote with one click. This feature eliminates the need to manually re-enter product information when converting opportunities to formal quotes.
  • Data Consistency: The integration maintains consistency between opportunities and quotes, ensuring that your sales forecasts align with the actual quotes you send to customers.

• 7.3.2 Product Management

  The product management capabilities within quotes provide flexibility while maintaining accuracy:

  • Product Selection: Choose from your available product catalog, which includes all active products with their standard pricing, descriptions, and tax configurations.
  • Pricing Flexibility: Override catalog prices as needed to accommodate special situations, volume discounts, or negotiated pricing without changing your master product catalog.
  • Quantity Management: Set quantities for each product with automatic total calculation. The system immediately updates line totals as you adjust quantities.
  • Discount Application: Apply percentage or fixed discounts per line item, giving you flexibility to offer competitive pricing while tracking discount patterns.
  • Tax Integration: Automatic tax calculation based on product tax settings ensures compliance and accuracy without manual intervention.

7.4 Quote Analytics and Tracking

• 7.4.1 Quote Activity Tracking

  The system maintains comprehensive tracking of all quote activities to provide complete visibility:

  • Activity Stream: View a complete audit trail of all quote activities, including creation, modifications, status changes, and user interactions. This stream provides a chronological record of everything that has happened with the quote.
  • User Actions: Track who made what changes and when they were made. This accountability helps you understand the quote’s history and identify who to contact with questions.
  • Status Changes: Monitor quote status progression over time. See when quotes were sent, accepted, rejected, or expired to understand the typical timeline for your sales process.
  • Activity Management: Delete individual activities or the entire activity stream if needed to maintain clean records and remove outdated information.
  • Comments System: Add and manage internal comments that provide context, strategy notes, or important details for your team. These comments remain internal and are not visible to customers.

• 7.4.2 Quote Performance Metrics

  The system tracks several performance metrics to help you analyze your quoting effectiveness:

  • Quote Volume: Monitor the number of quotes created over time to understand workload and activity levels
  • Quote Value: Track the total value of quotes by period to forecast potential revenue
  • Status Distribution: View a breakdown of quotes by status to identify conversion rates and bottlenecks
  • User Performance: Analyze quote metrics by assigned user to evaluate individual and team performance
  • Account Analysis: Review quote performance by customer account to identify your most active prospects

  These metrics help you identify trends, optimize your quoting process, and improve conversion rates.

7.5 Advanced Quote Features

• 7.5.1 Calculation Engine

  The quote calculation engine provides accurate, real-time calculations across all quote elements:

  • Automatic Calculations: Real-time calculation of totals, taxes, and discounts occurs automatically as you build the quote. You never need to manually calculate totals or verify math.
  • Discount Types: The system supports both percentage and fixed amount discounts, giving you flexibility in how you structure pricing incentives.
  • Tax Integration: Automatic tax calculation based on product tax rates ensures compliance with tax requirements and eliminates calculation errors.
  • Multi-line Totals: The system accurately calculates totals across multiple product lines, properly handling discounts and taxes for each line before computing the grand total.
  • Currency Formatting: Proper currency display based on system settings ensures that all amounts are formatted correctly and professionally.

• 7.5.2 User Experience Features

  The quote interface is designed for efficiency and ease of use:

  • Real-time Updates: Live calculation updates occur instantly as you modify quote items, quantities, or pricing
  • Copy Functionality: One-click copy functionality transfers billing address to shipping address when they’re the same, saving data entry time
  • Form Validation: Comprehensive validation ensures data accuracy by checking required fields and validating data formats before saving
  • Auto-assignment: Automatic assignment to the current user for staff users eliminates the need to manually select yourself as the quote owner

• 7.5.3 Integration Capabilities

  The Quote module integrates seamlessly with other system components:

  • Account Integration: Link quotes to customer accounts for proper organization and historical tracking
  • Contact Management: Separate billing and shipping contacts
  • Product Catalog: Full integration with your product management system ensures pricing and product information stays current
  • Tax System: Integration with tax configuration and rates maintains compliance and accuracy
  • User Management: Assignment and permission-based access control ensures team members see only the quotes relevant to their role

  These integrations create a cohesive system where information flows seamlessly between modules, reducing duplicate data entry and maintaining consistency across your sales operations.

8.1 Sales Order Creation

Sales orders represent confirmed customer purchases and serve as the foundation for fulfillment, invoicing, and delivery. The system allows you to create sales orders from scratch or convert existing quotes into orders seamlessly.

• 8.1.1 Creating Sales Orders

  • 1. Access Sales Order Creation

    • Go to “Sales Orders” in the main menu
    • Cltrong>Assigned To: Assign the order to a specific team member. For individual logins, the order is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

  • 2. Order Information

    Begin by filling in the basic order details:

    • Order Number: This is automatically generated as a unique identifier for tracking purposes
    • Name: Enter a descriptive order name that clearly identifies the purchase (required)
    • Account: Select the customer account placing this order
    • Quote: Link to the source quote if this order originated from a quote
    • Order Date: Enter the date when the order was placed
    • Delivery Date: Specify the expected delivery date for the products or services
    • Status: Select the current order status such as Draft, Pending, Confirmed, and others
    • Assigned To: Assign the order to a specific team member. For individual logins, the order is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

  • 3. Customer and Shipping Information

    Specify the contacts and addresses involved in this order:

    • Billing Contact: Select the customer billing contact who will handle payment matters
    • Shipping Contact: Choose the delivery contact who will receive the products
    • Billing Address: Enter the complete billing address including street address, city, state, postal code, and country
    • Shipping Address: Provide the delivery address including street address, city, state, postal code, and country
    • Shipping Provider: Select the shipping method that will be used for delivery
    • Copy Billing to Shipping: Use this one-click functionality to copy the billing address to the shipping address when they are the same

  • 4. Order Products and Services

    Add the products and services included in this order. You can add multiple line items with individual pricing and discount configurations:

    • Product Selection: Choose products from your catalog or import them directly from a linked quote
    • Quantity: Enter the number of units for each product (required, minimum 1). This determines the line total calculation.
    • Unit Price: Specify the price per unit. You can override the catalog price to accommodate special pricing agreements.
    • Discount Type: Select whether the discount will be a Percentage (%) or Fixed Amount
    • Discount Value: Enter the discount amount or percentage you wish to apply to this line item
    • Tax Amount: Tax is automatically calculated based on the product’s tax configuration in your system
    • Line Total: The final amount for this line after applying discounts (calculated as quantity × unit price – discount)

    You can add as many product lines as needed to complete the order.

  • 5. Order Totals (Auto-calculated)

    The system automatically calculates all order totals in real time as you add products and adjust quantities or discounts:

    • Total Discount: Sum of all line-item discounts applied across the order
    • Subtotal: Sum of all line totals after discounts have been applied
    • Total Tax: Calculated tax amount on the discounted prices
    • Grand Total: The final order amount that combines subtotal and tax (subtotal + tax)

    These calculations update automatically as you modify any values, ensuring accuracy throughout the order creation process.

    Once all information is entered and reviewed, click the “Save” button to create the sales order. It will immediately appear in your order list and be ready for processing.

• 8.1.2 Sales Order Features

  • Core Functionality

    The Sales Order module includes several automated features that streamline order processing:

    • Auto-numbering: Automatic generation of unique order numbers in the format SO-XXXXXX ensures every order has a trackable identifier
    • Quote Integration: Convert quotes directly to sales orders, automatically transferring all product, pricing, and customer information
    • Product Management: Add multiple products with quantities, pricing, and discounts for complete order flexibility
    • Tax Calculation: Automatic tax calculation based on product tax configuration eliminates manual computation errors
    • Address Management: Maintain separate billing and shipping addresses with one-click copy functionality for convenience
    • User Assignment: Assign orders to specific users with role-based permissions to control access and responsibility

  • Advanced Features

    Additional capabilities enhance order management and tracking:

    • Activity Tracking: Complete audit trail of all order activities and changes, showing who did what and when
    • Comments System: Add internal comments and notes to orders that are visible to your team but not to customers
    • Status Management: Toggle order status with validation to ensure proper workflow progression
    • Search and Filtering: Advanced search capabilities allow you to find orders by status, account, and assigned user
    • Pagination: Configurable results per page with options for 10, 25, 50, or 100 orders displayed at once
    • Sorting: Sort by various fields with ascending or descending options to organize orders according to your needs

  • Integration Capabilities

    The Sales Order module integrates seamlessly with other system components:

    • Account Integration: Link orders to customer accounts for proper organization and historical tracking
    • Contact Management: Maintain separate billing and shipping contacts with clear role definitions
    • Quote Conversion: Seamless conversion from quotes to orders preserves all data and eliminates re-entry
    • Product Catalog: Full integration with your product management system ensures current pricing and availability
    • Tax System: Integration with tax configuration and rates maintains compliance and accuracy
    • User Management: Assignment and permission-based access control ensures team members see only relevant orders

    These integrations create a cohesive system where information flows smoothly between modules.

8.2 Order Management Operations

• 8.2.1 Available Operations

  The system provides comprehensive operations for managing sales orders throughout their lifecycle:

  • Create: Create new sales orders from scratch or convert them directly from existing quotes
  • View: Display detailed order information including all related data, products, and history
  • Edit: Modify order details, products, quantities, pricing, and assignments as needed
  • Delete: Remove orders with proper authorization checks to maintain data integrity
  • Status Toggle: Change order status between Draft and Confirmed to control workflow progression
  • User Assignment: Assign or reassign orders to specific team members for processing and fulfillment
  • Activity Management: View, add, and delete order activities to maintain accurate records
  • Comment Management: Add and manage internal order comments for team communication

• 8.2.2 Permission-Based Access

  The system implements robust security and access control:

  • Company Users: Full access to all orders within their organization, allowing complete visibility
  • Staff Users: Access limited to orders specifically assigned to them, protecting customer data
  • Role-Based Permissions: Granular permissions control who can create, view, edit, and delete operations
  • Multi-tenant Security: Strict data isolation between organizations ensures customer information privacy

  This security model ensures that users only access information appropriate to their role while maintaining data integrity.

8.3 Order Processing

• 8.3.1 Order Status Workflow

  Sales orders move through a defined lifecycle that tracks their progress from creation to completion. The system supports the following order statuses:

  • Draft: Order is being prepared and has not yet been submitted. This is the default status for new orders.
  • Confirmed: Order has been confirmed and accepted by the customer or internally approved for processing
  • Processing: Order is being processed and prepared for shipment or delivery
  • Shipped: Order has been dispatched to the customer and is in transit
  • Delivered: Order has been successfully received by the customer
  • Cancelled: Order was cancelled before fulfillment could be completed

  • Status Management Features:

    The system provides comprehensive status management capabilities:

    • Toggle between Draft and Confirmed status with a single click
    • Activity tracking automatically records all status changes for audit purposes
    • User assignment and permission-based access control who can change statuses
    • Automatic total calculations update when status changes occur

• 8.3.2 Order Processing Steps

  The order processing workflow follows these logical steps:

  • Order Creation: Create a sales order with complete customer and product information. All required fields must be filled to ensure accurate processing.
  • Order Validation: The system automatically validates required fields and checks product availability before allowing the order to proceed.
  • Status Management: Update the order status through the defined workflow stages as processing progresses from draft through delivery.
  • Product Management: Add or remove products with quantities, pricing, and discounts as customer requirements change during processing.
  • Total Calculation: Automatic calculation of subtotals, taxes, and final amounts occurs in real time, eliminating manual computation.
  • Assignment: Assign orders to specific users for processing, ensuring clear responsibility and accountability throughout fulfillment.
  • Activity Tracking: Monitor all order-related activities and changes to maintain a complete historical record of the order lifecycle.

  This structured workflow ensures consistent order processing and helps identify bottlenecks or issues quickly.

8.4 Purchase Order Management

• 8.4.1 Understanding Purchase Orders

  Purchase orders are created to procure products or services from suppliers, typically to fulfill customer sales orders. The system provides comprehensive purchase order management with integration to sales orders and automatic calculations, helping you manage the supply side of your business efficiently.

• 8.4.2 Creating Purchase Orders

  To create a new purchase order, navigate to “Purchase Orders” in the main menu and click the “Create Purchase Order” button.

  • 1. Access Purchase Order Creation

    • Go to “Purchase Orders” in the main menu
    • Click “Create Purchase Order” button

  • 2. Purchase Order Information

    Begin by filling in the basic purchase order details:

    • Order Number: This is automatically generated in the format PO-XXXXXX as a unique identifier
    • Name: Enter a descriptive purchase order name that clearly identifies the purpose (required)
    • Description: Provide a detailed description of what this purchase order covers
    • Sales Order: Link to the source sales order if this purchase is to fulfill a customer order (optional)
    • Account: Select the associated account or supplier (optional)
    • Order Date: Enter the date when the purchase order was placed (required)
    • Expected Delivery Date: Specify when the products are needed. This must be after the order date.
    • Status: Select the current purchase order status such as Draft, Sent, Confirmed, Received, or Cancelled
    • Assigned To: Assign the purchase order to a specific team member. For individual logins, the purchase order is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

  • 3. Contact and Address Information

    Specify the contacts and addresses for this purchase order:

    • Billing Contact: Select the primary billing contact for payment coordination
    • Shipping Contact: Choose the delivery contact who will receive the products (this can be the same as the billing contact)
    • Billing Address: Enter the complete billing address including street address, city, state, postal code, and country
    • Shipping Address: Provide the delivery address including street address, city, state, postal code, and country
    • Shipping Provider: Select the shipping provider type that will be used

  • 4. Purchase Order Products

    Add the products you need to order from suppliers:

    • Product Selection: Choose from your available products catalog with pre-configured pricing and tax information
    • Quantity: Enter the number of units for each product (required, minimum 1)
    • Unit Price: Specify the cost per unit. You can override the catalog price to reflect negotiated supplier pricing.
    • Discount Type: Select whether any discount will be a Percentage (%) or Fixed Amount
    • Discount Value: Enter the discount amount or percentage if applicable
    • Discount Amount: This is automatically calculated based on your selected discount type and value
    • Tax Amount: Tax is automatically calculated based on the product’s tax configuration
    • Line Total: The final amount for this line after applying discounts (calculated as quantity × unit price – discount)

  • 5. Purchase Order Totals (Auto-calculated)

    The system automatically calculates all purchase order totals:

    • Total Discount: Sum of all line-item discounts applied
    • Subtotal: Sum of all line totals after discounts
    • Total Tax: Calculated tax amount on the discounted prices
    • Grand Total: The final purchase order amount (subtotal + tax)

    Once all information is entered, click “Save” to create the purchase order.

• 8.4.3 Purchase Order Status Workflow

  Purchase orders move through their own lifecycle that tracks progress from creation to receipt:

  • Draft: Purchase order is being prepared and has not yet been sent to the supplier. This is the default status.
  • Sent: Purchase order has been sent to the supplier and is awaiting acknowledgment.
  • Confirmed: Supplier has confirmed purchase order acceptance and will fulfill it.
  • Received: Products have been received from the supplier.
  • Cancelled: Purchase order was cancelled before fulfillment.

• 8.4.4 Purchase Order Features

  The Purchase Order module includes comprehensive management capabilities:

  • Auto-numbering: Automatic generation of unique purchase order numbers in the format PO-XXXXXX
  • Sales Order Integration: Convert sales orders directly to purchase orders with automatic data population
  • Product Management: Add multiple products with quantities, pricing, and discounts
  • Tax Calculation: Automatic tax calculation based on product tax configuration
  • Address Management: Maintain separate billing and shipping addresses
  • User Assignment: Assign purchase orders to specific users with role-based permissions
  • Activity Tracking: Complete audit trail of all purchase order activities and changes
  • Comments System: Add internal comments and notes to purchase orders
  • Status Management: Toggle purchase order status with validation
  • Search and Filtering: Advanced search by purchase order number, name, account, status, and assigned user

• 8.4.5 Sales Order Integration

  Purchase orders integrate seamlessly with sales orders to streamline fulfillment:

  • Link to Sales Order: Connect purchase orders to existing sales orders to maintain clear relationships between customer orders and supplier purchases.

  • Auto-population: When a purchase order is linked to a sales order, the system automatically populates:

    • Account and contact information transfer automatically
    • Products with quantities and pricing are copied from the sales order
    • Billing and shipping addresses are populated from the sales order
  • Product Sync: Add all sales order products to your purchase order with one click, eliminating manual re-entry and reducing errors.
  • Data Consistency: Ensures data remains consistent between sales orders and purchase orders, aligning fulfillment with customer expectations.

• 8.4.6 Purchase Order Operations

  The system provides complete operational control over purchase orders:

  • Create: Create new purchase orders from scratch or convert them from existing sales orders.
  • View: Display detailed purchase order information with all related data and history.
  • Edit: Modify purchase order details, products, quantities, and assignments.
  • Delete: Remove purchase orders with proper authorization checks.
  • Status Toggle: Change purchase order status between Draft and Sent to control workflow.
  • User Assignment: Assign purchase orders to specific team members for processing.
  • Activity Management: View, add, and delete purchase order activities.
  • Comment Management: Add and manage internal purchase order comments.

• 8.4.7 Permission-Based Access

  The same robust security model applies to purchase orders:

  • Company Users: Full access to all purchase orders within their organization.
  • Staff Users: Access limited to purchase orders assigned to them.
  • Role-Based Permissions: Granular permissions for create, view, edit, and delete operations.
  • Multi-tenant Security: Strict data isolation between organizations.

8.5 Delivery and Return Orders

• 8.5.1 Delivery Order Management

  • Understanding Delivery Orders

    Delivery orders manage the shipment and delivery of products to customers. The system provides comprehensive delivery tracking with weight calculations, shipping cost management, and status updates that keep both your team and customers informed throughout the delivery process.

  • Creating Delivery Orders

    • 1. Access Delivery Order Creation

      • Go to “Delivery Orders” in the main menu
      • Click “Create Delivery Order” button

    • 2. Delivery Order Information

      Begin by filling in the basic delivery order details:

      • Delivery Number: This is automatically generated in the format DO-XXXXXX as a unique identifier
      • Name: Enter a descriptive delivery order name that clearly identifies the shipment (required)
      • Description: Provide a detailed description of the delivery
      • Sales Order: Link to the source sales order being fulfilled (optional)
      • Account: Select the associated customer account (optional)
      • Contact: Choose the delivery contact person who will receive the shipment (optional)
      • Delivery Date: Enter the date when the delivery was made (required)
      • Expected Delivery Date: Specify the expected delivery date. This must be after the delivery date.
      • Status: Select the current delivery status such as Pending, In Transit, Delivered, or Cancelled
      • Assigned To: Assign the delivery order to a specific team member. For individual logins, the delivery order is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

    • 3. Delivery Address Information

      Provide complete delivery details:

      • Delivery Address: Enter the complete delivery address including street address, city, state, postal code, and country.
      • Shipping Provider: Select the shipping provider type being used for this delivery.
      • Tracking Number: Enter the shipment tracking number for customer reference.
      • Delivery Notes: Add any special delivery instructions or notes for the carrier or recipient.
      • Shipping Cost: Enter the cost of shipping if applicable (optional).

    • 4. Delivery Order Products

      Add the products being delivered in this shipment:

      • Product Selection: Choose products that are being delivered to the customer.
      • Quantity: Enter the number of units for each product (required, minimum 1).
      • Unit Weight: Specify the weight per unit if weight tracking is needed (optional).
      • Total Weight: This is automatically calculated as the total weight per product line (quantity × unit weight).
      • Overall Total Weight: The system automatically calculates the total weight for the entire delivery by summing all product line weights.

      The weight calculations help with shipping cost estimates and carrier requirements.

  • Delivery Order Status Workflow

    Delivery orders progress through statuses that track their movement to the customer:

    • Pending: Delivery order has been created and is ready for shipment. This is the default status.
    • In Transit: Products have been shipped and are currently in transit to the customer.
    • Delivered: Products have been successfully delivered to the customer.
    • Cancelled: Delivery order was cancelled before shipment or during transit.

  • Delivery Order Features

    The Delivery Order module provides comprehensive tracking capabilities:

    • Auto-numbering: Automatic generation of unique delivery numbers in the format DO-XXXXXX.
    • Sales Order Integration: Link delivery orders to sales orders for complete order-to-delivery tracking.
    • Weight Management: Automatic calculation of product weights and total shipment weight.
    • Shipping Cost Tracking: Track shipping costs per delivery for accurate cost accounting.
    • Status Management: Toggle delivery status through the workflow to keep everyone informed.
    • User Assignment: Assign delivery orders to specific users with role-based permissions.
    • Search and Filtering: Advanced search by delivery number, name, account, sales order, status, and assigned user.

  • Delivery Order Operations

    The system provides complete control over delivery order management:

    • Create: Create new delivery orders from scratch or link them to existing sales orders.
    • View: Display detailed delivery information with all related data and tracking details.
    • Edit: Modify delivery details, products, addresses, and assignments.
    • Delete: Remove delivery orders with proper authorization checks.
    • Status Toggle: Change delivery status through the workflow from Pending to In Transit to Delivered.
    • User Assignment: Assign delivery orders to specific team members for processing and tracking.

• 8.5.2 Return Order Management

  Return orders manage customer product returns with comprehensive tracking of return reasons, processing status, and financial calculations. The system ensures that returns are handled efficiently while maintaining accurate records for refund processing and inventory management.

  • Creating Return Orders

    • 1. Access Return Order Creation

      • Go to “Return Orders” in the main menu
      • Click “Create Return Order” button

    • 2. Return Order Information

      Begin by filling in the basic return order details:

      • Return Number: This is automatically generated in the format RET-XXXXXX as a unique identifier
      • Name: Enter a descriptive return order name that clearly identifies the return (required)
      • Description: Provide a detailed description of the return
      • Sales Order: Select the source sales order that these products came from (required)
      • Account: The customer account is linked to the return (optional)
      • Contact: Choose the return contact person handling the return (optional)
      • Return Date: Enter the date when the return was initiated (required)
      • Status: Select the current return status such as Pending, Approved, Shipped, Received, Processed, or Cancelled
      • Assigned To: Assign the return order to a specific team member. For individual logins, the return order is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

    • 3. Return Reason and Details

      Document why the products are being returned:

      • Reason: Select the return reason from predefined categories: Defective, Wrong Item, Damaged, Not Needed, or Other
      • Reason Description: Provide a detailed explanation of the return reason to help with quality improvement
      • Notes: Add any additional notes about return processing or special circumstances
      • Shipping Provider: Select the return shipping provider type
      • Tracking Number: Enter the return shipment tracking number for monitoring

    • 4. Return Order Products

      Add the products being returned by the customer:

      • Product Selection: Choose products being returned from the original sales order.
      • Quantity: Enter the number of units being returned (required, minimum 1).
      • Unit Price: Specify the price per unit for refund calculation purposes (required).
      • Discount Type: Select whether any discount will be a Percentage (%) or Fixed Amount.
      • Discount Value: Enter the discount amount or percentage if applicable.
      • Discount Amount: This is automatically calculated based on the discount type and value.
      • Total Price: Automatically calculated per product line as quantity × unit price − discount.

    • 5. Return Order Totals (Auto-calculated)

      The system automatically calculates all return order financial totals:

      • Total Discount: Sum of all line-item discounts.
      • Subtotal: Sum of all product total prices after discounts.
      • Tax Amount: Calculated tax based on product tax rates applied to discounted amounts.
      • Total Amount: The final return amount that will be refunded (subtotal + tax amount).

  • Return Order Status Workflow

    Return orders move through statuses that track the return process from request to completion:

    • Pending: Return request has been submitted and is awaiting approval. This is the default status.
    • Approved: Return request has been approved and the customer can proceed with shipping
    • Shipped: Customer has shipped the returned products back to your facility
    • Received: Returned products have been received and are being inspected
    • Processed: Return has been fully processed and refund has been issued to the customer
    • Cancelled: Return request was cancelled before completion

  • Return Order Features

    The Return Order module provides comprehensive return management:

    • Auto-numbering: Automatic generation of unique return numbers in the format RET-XXXXXX.
    • Sales Order Integration: Link return orders to original sales orders with automatic product population.
    • Reason Tracking: Comprehensive return reason categorization and detailed description capture.
    • Financial Calculations: Automatic calculation of return values, taxes, and refund totals.
    • Status Management: Complete return workflow management from request through processing.
    • User Assignment: Assign return orders to specific users with role-based permissions.
    • Search and Filtering: Advanced search by return number, name, status, and assigned user.

  • Return Order Operations

    The system provides complete control over return order processing:

    • Create: Create new return orders linked to the original sales orders.
    • View: Display detailed return information with all related data, reasons, and financial details.
    • Edit: Modify return details, products, quantities, and assignments.
    • Delete: Remove return orders with proper authorization checks.
    • User Assignment: Assign return orders to specific team members for processing.
    • Sales Order Integration: Auto-populate products and customer data from the original sales orders.

  • Permission-Based Access

    The same security model applies to delivery and return orders:

    • Company Users: Full access to all delivery and return orders within their organization.
    • Staff Users: Access limited to orders specifically assigned to them.
    • Role-Based Permissions: Granular permissions control access to create, view, edit, and delete operations.
    • Multi-tenant Security: Strict data isolation between organizations ensures data privacy.

    This comprehensive order management system ensures smooth operations from initial sales through delivery and returns, with complete tracking and financial accuracy at every step.

9.1 Invoice Creation

Understanding Invoices are formal billing documents created to request payment from customers for products or services. The system provides comprehensive invoice management with integration to sales orders, quotes, and opportunities, plus automated calculations and payment processing capabilities. Invoices serve as the official record of amounts owed and track payment status throughout the collection process.

• 9.1.1 Creating Invoices

  • 1. Access Invoice Creation

    • Go to “Invoices” in the main menu
    • Click “Create Invoice” button

  • 2. Invoice Information

    Begin by filling in the basic invoice details:

    • Invoice Number: This is automatically generated in the format INV-YYYY-XXXXXX and serves as a unique identifier for tracking and reference purposes
    • Name: Enter a descriptive invoice name that clearly identifies the billing purpose or project (required)
    • Description: Provide a detailed description of what this invoice covers, including deliverables, services, or billing period
    • Account: Select the customer account being billed (optional but recommended for proper tracking)
    • Contact: Choose the billing contact who will handle payment matters (optional)
    • Invoice Date: Enter the date when the invoice was created (required). This typically matches the billing date.
    • Due Date: Specify the payment due date (required). This must be after the invoice date and determines when payment is expected.
    • Status: Select the current invoice status from Draft, Sent, Paid, Partially Paid, Overdue, or Cancelled
    • Assigned To: Assign the invoice to a specific team member. For individual logins, the invoice is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

  • 3. Source Information Integration

    The system allows you to link invoices to existing records for automatic data population:

    • Sales Order: Link to a sales order and automatically populate invoice data (optional). This ensures billing matches the order details.
    • Quote: Link to a source quote and automatically populate invoice data (optional). Use this when converting accepted quotes to invoices.
    • Opportunity: Link to a related opportunity and automatically populate invoice data (optional). This maintains the connection between pipeline and billing.
    • Account and contact information transfer automatically
    • Products with quantities and pricing are copied from the source record
    • Billing address details

    This auto-population saves significant time and ensures consistency between your sales records and invoices.

  • 4. Billing Address Information

    Provide complete billing details:

    • Billing Address: Enter the complete billing address including street address, city, state, postal code, and country
    • Notes: Add any additional invoice notes, special instructions, or explanations for the customer
    • Terms: Specify payment terms and conditions, such as “Net 30” or early payment discounts
    • Payment Method: Select the preferred payment method from Stripe, PayPal, or Bank Transfer

  • 5. Invoice Products and Services

    Add the products and services being billed on this invoice. You can add multiple line items with individual pricing and discount configurations:

    • Product Selection: Choose from your available product catalog. Each product includes pre-configured pricing and tax information.
    • Quantity: Enter the number of units for each product (required, minimum 1). This determines the line total calculation.
    • Unit Price: Specify the price per unit (required). You can override the catalog price to accommodate special pricing or adjustments.
    • Discount Type: Select whether the discount will be a Percentage (%) or Fixed Amount
    • Discount Value: Enter the discount amount or percentage you wish to apply to this line item
    • Discount Amount: This is automatically calculated based on your selected discount type and value
    • Tax Amount: Tax is automatically calculated based on the product’s tax configuration in your system
    • Line Total: The final amount for this line after applying discounts (calculated as quantity × unit price – discount)

  • 6. Invoice Totals (Auto-calculated)

    The system automatically calculates all invoice totals in real time as you add products and adjust quantities or discounts:

    • Total Discount: Sum of all line-item discounts applied across the invoice
    • Subtotal: Sum of all line totals after discounts have been applied
    • Total Tax: Calculated tax amount on the discounted prices
    • Grand Total: The final invoice amount that combines subtotal and tax (subtotal + tax)

    These calculations update automatically as you modify any values, ensuring complete accuracy in your billing.

    Once all information is entered and reviewed, click the “Save” button to create the invoice. It will immediately appear in your invoice list and be ready for sending to customers.

9.2 Invoice Management

• 9.2.1 Invoice Status Workflow

  Invoices move through a defined lifecycle that tracks their progress from creation through payment:

  • Draft: Invoice is being prepared and has not yet been sent to the customer. This is the default status for new invoices.
  • Sent: Invoice has been delivered to the customer and is awaiting payment
  • Paid: Invoice has been fully paid by the customer
  • Partially Paid: Partial payment has been received, but a balance remains outstanding
  • Overdue: Invoice has passed its due date without receiving full payment
  • Cancelled: Invoice was cancelled and is no longer valid for payment

  Understanding and managing invoice status helps you track collection efforts and identify accounts that need follow-up.

• 9.2.2 Invoice Features

  The Invoice module includes comprehensive features that streamline billing and payment tracking:

  • Auto-numbering: Automatic generation of unique invoice numbers in the format INV-YYYY-XXXXXX ensures every invoice has a trackable identifier
  • Source Integration: Convert sales orders, quotes, or opportunities directly to invoices with automatic data population, eliminating duplicate entry
  • Product Management: Add multiple products with quantities, pricing, and discounts for complete billing flexibility
  • Tax Calculation: Automatic tax calculation based on product tax configuration eliminates manual computation errors
  • Address Management: Complete billing address management ensures invoices reach the right recipient
  • User Assignment: Assign invoices to specific users with role-based permissions to control access and responsibility
  • Activity Tracking: Complete audit trail of all invoice activities and changes, showing who did what and when
  • Comments System: Add internal comments and notes to invoices that are visible to your team but not to customers
  • Status Management: Toggle invoice status with validation to ensure proper workflow progression
  • Search and Filtering: Advanced search capabilities allow you to find invoices by invoice number, name, account, status, and assigned user
  • Public Invoice Links: Generate encrypted public links that customers can use to view invoices and make payments securely

  These features ensure accurate billing, streamline payment collection, and maintain complete financial records.

• 9.2.3 Invoice Operations

  The system provides comprehensive operations for managing invoices throughout their lifecycle:

  • Create: Create new invoices from scratch or convert them directly from existing sales orders, quotes, or opportunities.
  • View: Display detailed invoice information including all related data, products, payment history, and activity logs.
  • Edit: Modify invoice details, products, quantities, pricing, and assignments as needed before sending.
  • Delete: Remove invoices with proper authorization checks to maintain data integrity.
  • Status Toggle: Change invoice status between Draft and Sent to control when customers can access the invoice.
  • User Assignment: Assign or reassign invoices to specific team members for processing and collection management.
  • Activity Management: View, add, and delete invoice activities to maintain accurate records.
  • Comment Management: Add and manage internal invoice comments for team communication.
  • Public Access: Generate encrypted public links that allow customers to view invoices and make payments securely without logging in.

9.3 Payment Processing

• 9.3.1 Supported Payment Methods

  The system supports multiple payment gateways to provide flexibility for your customers:

  • Stripe: Credit card processing with secure payment forms and instant authorization
  • PayPal: PayPal account payments and credit card processing through PayPal’s secure platform
  • Bank Transfer: Manual bank transfer option with approval workflow for traditional payment methods

  Each payment method is fully integrated with the invoice system to automatically record payments and update invoice status.

• 9.3.2 Online Payment Process

  The online payment process provides a seamless experience for customers:

  • Public Invoice Access: Customers receive an encrypted invoice link via email or other communication channels. This link provides secure access to the invoice without requiring login credentials.
  • Payment Method Selection: When viewing the invoice, customers choose their preferred payment method from Stripe, PayPal, or Bank Transfer based on available options.
  • Payment Type Selection: Customers can select either full payment to pay the entire invoice amount or partial payment to pay a portion of the outstanding balance.
  • Amount Validation: The system validates that the payment amount doesn’t exceed the remaining balance on the invoice, preventing overpayment errors.
  • Secure Processing: Payment is processed securely through the selected payment gateway using industry-standard encryption and security protocols.
  • Payment Recording: Once processed, the payment is automatically recorded in your system with complete transaction details and timestamps.
  • Status Updates: The invoice status automatically updates based on the payment amount. Invoices move to “Paid” when fully paid or “Partially Paid” when a partial payment is received.

• 9.3.3 Payment Validation

  The system includes comprehensive validation to ensure payment accuracy:

  • Amount Validation: Ensures payment amount doesn’t exceed the remaining balance on the invoice
  • Payment Type Validation: Validates that full payment amounts match the total and partial payments are within acceptable limits
  • Gateway Configuration: Validates that the selected payment method is properly configured and available
  • Remaining Balance: Automatically calculates and tracks remaining unpaid amounts after each payment

  These validation rules protect both your business and customers from payment errors.

• 9.3.4 Manual Payment Management

  For bank transfer payments or other manual payment methods, the system provides administrative controls:

  • Payment Approval: Bank transfer payments require manual approval by an authorized user before being applied to the invoice
  • Payment Rejection: Ability to reject payments with a reason, useful when bank transfers fail or contain incorrect amounts
  • Payment Notes: Add notes during the approval or rejection process to document decisions and communicate with the team
  • Payment History: Complete history of all payment attempts, approvals, rejections, and status changes for audit purposes

  This manual workflow ensures proper oversight of non-automated payment methods.

9.4 Payment Tracking

• 9.4.1 Payment Status Types

  Payments move through their own lifecycle that tracks processing:

  • Pending: Payment has been initiated but is awaiting approval. This applies primarily to bank transfer payments.
  • Completed: Payment has been successfully processed and approved, and funds have been applied to the invoice
  • Failed: Payment processing failed due to technical issues, insufficient funds, or other errors
  • Cancelled: Payment was cancelled by the customer or system before completion

• 9.4.2 Payment Features

  The payment tracking system provides comprehensive monitoring:

  • Payment Summary: Real-time calculation of total paid amounts and remaining balance for each invoice
  • Payment History: Complete record of all payments per invoice, including date, amount, method, and status
  • Automatic Status Updates: Invoice status automatically updates based on payment receipts, moving from Sent to Partially Paid to Paid
  • Payment Validation: Built-in validation ensures payment amounts are accurate and don’t exceed invoice totals
  • Multiple Payments: Support for multiple partial payments per invoice, useful for payment plans or installment arrangements

  These features give you complete visibility into payment status and help identify invoices that need collection follow-up.

9.5 Invoice Analytics and Reporting

• 9.5.1 Available Analytics

  The system provides basic invoice analytics through the dashboard to help you monitor financial performance:

  • Invoice Counts: Track the total number of invoices organized by status to understand your billing volume
  • Revenue Tracking: Monitor total invoice amounts and paid amounts to measure cash flow and outstanding receivables
  • Recent Activities: View the latest invoice activities and updates to stay informed of recent billing changes
  • Payment Status Distribution: See a breakdown of invoices by payment status to identify collection priorities

  These analytics help you understand your billing performance and identify areas that need attention.

• 9.5.2 Integration Capabilities

  The Invoice module integrates seamlessly with other system components:

  • Sales Order Integration: Seamless conversion from sales orders to invoices maintains consistency between fulfillment and billing
  • Quote Integration: Direct conversion from accepted quotes to invoices ensures quoted prices match billed amounts
  • Opportunity Integration: Link invoices to opportunities for complete sales tracking from pipeline through payment
  • Account Management: Full integration with your customer account system maintains relationship context
  • Product Catalog: Complete integration with product management ensures current pricing and product information
  • Tax System: Integration with tax configuration and rates maintains compliance and accuracy
  • User Management: Assignment and permission-based access control ensures team members see only relevant invoices

  These integrations create a cohesive financial system where information flows smoothly between sales and billing operations.

• 9.5.3 Permission-Based Access

  The system implements robust security and access control:

  • Company Users: Full access to all invoices within their organization, allowing complete financial visibility
  • Staff Users: Access limited to invoices specifically assigned to them, protecting sensitive financial information
  • Role-Based Permissions: Granular permissions control who can create, view, edit, and delete invoices
  • Multi-tenant Security: Strict data isolation between organizations ensures customer financial data privacy
  • Public Access Control: Secure encrypted links for customer access prevent unauthorized viewing while enabling convenient payment

  This security model ensures that financial information remains protected while providing necessary access for operations and customer payment.

10.1 Product Catalog

Products are the core items or services that your business sells. The system provides comprehensive product management with image handling, categorization, brand organization, and integration across all sales modules. Whether you sell physical products, digital goods, or services, the product catalog serves as the central repository for all item information used throughout your sales operations.

• 10.1.1 Creating Products

  • 1. Access Product Creation

    • Go to “Products” in the main menu
    • Click “Create Product” button

  • 2. Basic Product Information

    Begin by filling in the essential product details:

    • Name: Enter the product name as it should appear to customers (required)
    • SKU: Stock Keeping Unit identifier for inventory tracking (required). This must be unique across all products.
    • Description: Provide a detailed product description that explains features, benefits, and specifications
    • Price: Enter the standard selling price for this product (required). This serves as the default price in quotes and orders.
    • Stock Quantity: Enter the available inventory quantity (defaults to 0). This tracks how many units are currently in stock.
    • Status: Set the product status as Active or Inactive (defaults to Active). Inactive products won’t appear in product selection lists.
    • Assigned To: Assign the product to a specific team member. For individual logins, the product is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

  • 3. Product Classification

    Organize your product using classification options:

    • Category: Select the product category for organization and filtering (optional). Categories help group similar products together.
    • Brand: Choose the product brand or manufacturer (optional). Brands help organize products by their manufacturer or product line.
    • Tax: Select the associated tax rate or tax group (optional). This tax will be automatically applied when the product is added to sales documents.

  • 4. Product Images

    Visual representation helps customers and your team identify products:

    • Main Image: Upload the primary product image that will be displayed as the main visual (single file)
    • Additional Images: Upload multiple additional product photos to show different angles or features
    • Image Management: The system allows you to upload, view, and manage product images with automatic thumbnail generation for faster loading
    • Default Image: If no image is uploaded, the system provides a default placeholder image

    Once all information is entered, click the “Save” button to create the product. It will immediately appear in your product catalog and be available for use across all sales modules.

• 10.1.2 Product Features

  The Product module includes comprehensive capabilities that streamline product management:

  • Image Management: Upload and manage main and additional product images with automatic thumbnail generation for optimal display performance
  • Category Integration: Link products to categories for better organization and easier filtering when selecting products
  • Brand Integration: Associate products with brands to enable brand-based filtering and reporting
  • Tax Integration: Automatic tax calculation based on assigned tax rates when products are added to sales documents
  • Stock Tracking: Basic inventory quantity tracking helps you monitor available stock levels
  • User Assignment: Assign products to specific users with role-based permissions to control product management
  • Status Management: Toggle product status between Active and Inactive to control visibility in product selection lists
  • Search and Filtering: Advanced search capabilities allow you to find products by name, SKU, category, brand, status, and assigned user
  • Media Library Integration: Full integration with the media library provides centralized image storage and management

  These features ensure your product catalog remains organized, current, and easy to navigate.

• 10.1.3 Product Operations

  The system provides complete operational control over products:

  • Create: Create new products with all required and optional information to build your catalog
  • View: Display detailed product information including images, specifications, and related data
  • Edit: Modify product details, update images, adjust pricing, and change assignments as needed
  • Delete: Remove products with proper authorization checks to maintain data integrity
  • Status Toggle: Change product status between Active and Inactive to control availability
  • User Assignment: Assign or reassign products to specific team members for management responsibility
  • Image Management: Upload new images, update existing ones, and delete images that are no longer needed

• 10.1.4 Integration Capabilities

  The Product module integrates seamlessly across your entire sales operation:

  • Sales Integration: Products are used consistently across opportunities, quotes, sales orders, invoices, purchase orders, delivery orders, and return orders
  • Category System: Full integration with category management provides organized product structure
  • Brand System: Complete integration with brand management enables brand-based organization and reporting
  • Tax System: Integration with tax configuration enables automatic tax calculations on all transactions
  • Media System: Advanced media library integration provides professional image management capabilities
  • User Management: Assignment and permission-based access control ensures appropriate product access

  These integrations ensure that product information remains consistent across all business documents and operations.

• 10.1.5 Permission-Based Access

  The system implements robust security and access control:

  • Company Users: Full access to all products within their organization for complete catalog management
  • Staff Users: Access limited to products specifically assigned to them, protecting product data
  • Role-Based Permissions: Granular permissions control who can create, view, edit, and delete products
  • Multi-tenant Security: Strict data isolation between organizations ensures product information privacy

10.2 Product Categories and Brands

• 10.2.1 Category Management

  Categories help organize products into logical groups for better management, easier navigation, and more effective filtering. The system provides straightforward category management with seamless product integration, allowing you to structure your product catalog in a way that makes sense for your business.

  • Creating Categories

    • 1. Access Category Creation

      • Go to “Categories” in the main menu
      • Click “Create Category” button

    • 2. Category Information

      Fill in the category details:

      • Name: Enter the category name (required). This is how the category will appear throughout the system.
      • Slug: Provide a URL-friendly identifier (optional). If left blank, the system can generate one automatically from the name.
      • Description: Add a detailed category description (optional). This helps explain what types of products belong in this category.
      • Status: Set the category status as Active or Inactive (defaults to Active). Inactive categories won’t appear in category selection lists.

      Once saved, the category becomes available for product assignment.

  • Category Features

    The Category module provides essential organizational capabilities:

    • Simple Structure: Flat category organization without hierarchical levels keeps management straightforward and intuitive
    • Product Integration: Link categories to products for effective organization and easy filtering when searching products
    • Status Management: Toggle category status between Active and Inactive to control visibility without deletion
    • Search and Filtering: Search categories by name, description, status, or slug to quickly locate specific categories
    • Product Association: View and manage all products within each category from the category detail page

  • Category Operations

    Manage categories with these available operations:

    • Create: Create new categories with name, slug, and description to organize your product catalog
    • View: Display category information and see all associated products in one place
    • Edit: Modify category details, update descriptions, and adjust status as your catalog evolves
    • Delete: Remove categories with proper authorization checks when they’re no longer needed
    • Status Toggle: Change category status between Active and Inactive to control availability
    • Search: Use advanced search by name, description, and slug to find categories quickly

• 10.2.2 Brand Management

  Brands represent manufacturers or product lines, helping you organize products by their brand identity. This organization enables brand-based filtering, reporting, and analysis, which is particularly valuable for businesses carrying multiple product brands or manufacturer lines.

  • Creating Brands

    • 1. Access Brand Creation

      • Go to “Brands” in the main menu
      • Click “Create Brand” button

    • 2. Brand Information

      Fill in the brand details:

      • Name: Enter the brand name (required)
      • Description: Provide a detailed brand description (optional)
      • Website: Enter the brand website URL (optional)
      • Status: Set the brand status as Active or Inactive (defaults to Active)

      Once saved, the brand becomes available for product assignment.

  • Brand Features

    The Brand module provides comprehensive brand management:

    • Brand Information: Store complete brand details including name, description, and website for reference
    • Product Integration: Link brands to products for organization and brand-based filtering across the system
    • Status Management: Toggle brand status between Active and Inactive to control visibility
    • Search and Filtering: Search brands by name, description, status, or website to locate brands quickly
    • Website Integration: Store and validate brand website URLs for easy access to manufacturer information

  • Brand Operations

    Manage brands with these available operations:

    • Create: Create new brands with name, description, and website
    • View: Display brand information and associated products
    • Edit: Modify brand details and status
    • Delete: Remove brands with proper authorization checks
    • Status Toggle: Change brand status between Active and Inactive
    • Search: Advanced search by name, description, and website

  • Product Integration

    Categories and brands integrate seamlessly with your product catalog:

    • Category Assignment: Products can be assigned to categories for logical organization and easier navigation
    • Brand Assignment: Products can be assigned to brands for manufacturer-based management and filtering
    • Filtering: Use categories and brands to filter products in product listings, making it easy to find specific product groups
    • Reporting: Generate reports based on category and brand performance to understand which product groups perform best

  • System Features

    The category and brand systems include essential capabilities:

    • Multi-tenant Security: Strict data isolation between organizations ensures category and brand privacy
    • User-Based Creation: Categories and brands are created per company or organization, maintaining organizational boundaries
    • Status Management: Both categories and brands support active/inactive status for flexible visibility control
    • Search Capabilities: Advanced search functionality for both modules helps locate information quickly
    • Product Relationships: Seamless integration with the product management system maintains data consistency

  • Permission-Based Access

    Security and access control apply to both modules:

    • Company-Based: Categories and brands are scoped to the creating company, maintaining organizational boundaries
    • Full CRUD Operations: Create, read, update, and delete capabilities provide complete management control
    • Status Control: Toggle active/inactive status for both categories and brands to manage visibility
    • Search and Filter: Advanced search and filtering capabilities help manage growing catalogs

10.3 Tax Management

The tax system provides straightforward tax rate management for automatic calculation across all sales modules. Taxes are applied to products and automatically calculated in opportunities, quotes, sales orders, invoices, purchase orders, and return orders, ensuring accurate tax computation without manual intervention.

• 10.3.1 Tax Configuration

  • 1. Access Tax Creation

    • Go to “Taxes” in the main menu
    • Click “Create Tax” button

  • 2. Tax Information

    Fill in the tax details:

    • Name: Enter the tax name (required)
    • Rate: Specify the tax rate value (required)
    • Type: Select the tax calculation type: Percentage or Fixed (defaults to Percentage)
    • Description: Provide a detailed tax description (optional)
    • Status: Set the tax status as Active or Inactive (defaults to Active)

    Once saved, the tax rate becomes available for assignment to products.

• 10.3.2 Tax Features

  The Tax module provides essential calculation capabilities:

  • Simple Tax Rates: Define tax rates with either percentage or fixed amount calculation methods
  • Product Integration: Assign taxes to products for automatic calculation whenever the product is used
  • Automatic Calculation: Taxes are automatically calculated across all sales modules without manual intervention
  • Status Management: Toggle tax status between Active and Inactive to control availability
  • Search and Filtering: Search taxes by name, description, and status to locate tax rates quickly

• 10.3.3 Tax Operations

  Manage tax rates with these available operations:

  • Create: Create new tax rates with name, rate, type, and description to match your tax requirements
  • View: Display tax information including rate details and calculation method
  • Edit: Modify tax details, adjust rates, and change status as tax regulations evolve
  • Delete: Remove taxes with proper authorization checks when they’re no longer needed
  • Status Toggle: Change tax status between Active and Inactive to control availability
  • Search: Use advanced search by name and description to find tax rates efficiently

• 10.3.4 Tax Integration

  Taxes integrate automatically across your entire sales operation:

  • Product Assignment: Products can be assigned specific tax rates that apply automatically when the product is added to any sales document

  • Automatic Calculation: Taxes are automatically calculated in all relevant modules:

    • Opportunities with products included in the deal
    • Quotes with line items for customer proposals
    • Sales orders with products being purchased
    • Invoices with line items for billing
    • Purchase orders with products being procured
    • Return orders with returned products for refund calculation
  • Line-Item Calculation: Tax is calculated on individual product lines after discounts have been applied, ensuring accurate tax amounts on the actual selling price
  • Total Calculation: Tax totals are automatically included in final amounts, providing complete and accurate financial calculations

• 10.3.5 Tax Calculation Logic

  The system uses precise calculation methods for accurate tax computation:

  • Percentage Type: Tax amount = (Line total after discount × Tax rate) ÷ 100
  • Fixed Type: Tax amount is calculated as = Fixed tax rate per line item
  • Discount Integration: Taxes are calculated on amounts after line-item discounts have been applied, ensuring customers aren’t taxed on discounted amounts
  • Precision: Tax calculations maintain decimal precision to ensure accuracy in financial reporting and compliance

• 10.3.6 System Features

  The tax system includes essential capabilities:

  • Multi-tenant Security: Strict data isolation between organizations ensures tax configuration privacy
  • Company-Based: Taxes are created and managed per company or organization, allowing different tax structures
  • Status Control: Active/inactive status management for tax rates controls their availability without deletion
  • Search Capabilities: Advanced search functionality helps manage multiple tax rates efficiently
  • Integration Ready: Seamless integration across all sales and purchase modules ensures consistent tax application

• 10.3.7 Permission-Based Access

  Security and access control maintain tax data integrity:

  • Company-Scoped: Taxes are scoped to the creating company, maintaining organizational boundaries
  • Full CRUD Operations: Create, read, update, and delete capabilities provide complete tax management
  • Status Management: Toggle active/inactive status for tax rates to control visibility
  • Search and Filter: Advanced search and filtering capabilities help locate tax configurations

10.4 Product Analytics

The system provides basic product analytics through dashboard integration to help you understand your product catalog:

• Product Counts: View the total number of products organized by status (Active/Inactive)
• Product Usage: Track which products are being used across opportunities, quotes, sales orders, and invoices
• Category Distribution: See how products are organized across different categories
• Brand Distribution: Understand product distribution across different brands

• 10.4.1 Available Product Data

  Access product information through various views:

  • Product Listings: View all products with comprehensive filtering and search capabilities to find specific items
  • Product Details: Access individual product information including images, specifications, pricing, and classification
  • Category Analysis: Review products grouped by their category assignments to understand catalog organization
  • Brand Analysis: Analyze products grouped by brand assignments to evaluate brand representation

  This basic analytics capability helps you understand your product catalog structure and usage patterns.

10.5 Basic Stock Management

• 10.5.1 Stock Quantity Tracking

  The system provides basic stock quantity management for inventory monitoring:

  • Stock Quantity: A simple numeric field tracks available inventory (defaults to 0 for new products)
  • Manual Updates: Stock quantities can be manually updated whenever you edit product details
  • Basic Display: Current stock quantity is displayed in product listings and detail pages for quick reference

• 10.5.2 Stock Information

  Access inventory information through standard product views:

  • Current Stock: View current stock quantities directly in product listings alongside other product details
  • Stock Status: See stock levels when viewing individual product pages for detailed inventory information
  • Manual Tracking: Update stock quantities through the product edit functionality as inventory changes occur
  • Basic Reporting: Stock information is available through standard product views and can be reviewed as needed

  This basic stock management provides essential inventory visibility without complex inventory tracking workflows, suitable for businesses with straightforward inventory needs.

11.1 Campaign Creation

Campaigns help you track marketing efforts and measure their effectiveness in generating leads and driving business results. The system provides comprehensive campaign management with budget tracking, response monitoring, lead generation tracking, and performance analysis capabilities. Whether you’re running email campaigns, trade show events, webinars, or social media promotions, the campaign module helps you organize and measure every marketing initiative.

• 11.1.1 Creating Campaigns

  • 1. Access Campaign Creation

    • Go to “Campaigns” in the main menu
    • Click “Create Campaign” button

  • 2. Campaign Information

    Begin by filling in the basic campaign details:

    • Name: Enter the campaign name that clearly identifies the marketing initiative (required)
    • Description: Provide a detailed campaign description explaining the goals, strategy, and approach (optional but recommended)
    • Campaign Type: Select from predefined campaign types such as Email Campaign, Trade Show, Webinar, Social Media, or others (required)
    • Start Date: Enter the campaign launch date when activities will begin (required)
    • End Date: Specify the campaign completion date when activities will conclude (required)
    • Status: Set the campaign status as Active or Inactive (defaults to Active)
    • Assigned To: Assign the campaign to a specific team member who will manage it. For individual logins, the campaign is automatically assigned to the current user. For company logins, you can select any user from the dropdown menu.

  • 3. Campaign Budget and Tracking

    Configure budget and performance tracking:

    • Budget: Enter the total campaign budget allocated for this initiative (optional)
    • Actual Cost: Track actual campaign expenses as they occur (defaults to 0)
    • Expected Response: Enter the anticipated number of responses, leads, or conversions you expect from this campaign (defaults to 0)
    • Actual Response: Monitor the actual number of responses received (defaults to 0)
    • Target List: Link to your target audience list (optional)

    Once all information is entered, click the “Save” button to create the campaign. It will immediately appear in your campaign list and be ready for tracking.

• 11.1.2 Campaign Features

  The Campaign module includes comprehensive capabilities for effective marketing management:

  • Campaign Type Integration: Link campaigns to predefined campaign types for organized categorization and reporting by marketing channel
  • Target List Integration: Connect campaigns to target lists for audience management and segmentation tracking
  • Budget Tracking: Track planned budget versus actual costs to monitor campaign spending and ROI
  • Response Monitoring: Monitor expected versus actual response numbers to measure campaign effectiveness
  • Lead Generation: Campaigns can be linked to leads for tracking lead sources and attribution
  • User Assignment: Assign campaigns to specific users with role-based permissions for clear ownership
  • Status Management: Toggle campaign status between Active and Inactive to control visibility
  • Search and Filtering: Advanced search by name, campaign type, target list, status, and assigned user makes finding campaigns easy

  These features ensure you maintain organized campaign records and can track performance effectively.

• 11.1.3 Campaign Operations

  The system provides complete operational control over campaigns:

  • Create: Create new campaigns with all tracking information to plan marketing initiatives
  • View: Display detailed campaign information including lead tracking and performance metrics
  • Edit: Modify campaign details, update budgets, adjust response numbers, and change assignments
  • Delete: Remove campaigns with proper authorization checks when they’re no longer needed
  • Status Toggle: Change campaign status between Active and Inactive to control visibility
  • User Assignment: Assign or reassign campaigns to specific team members for management
  • Lead Tracking: View all leads generated from specific campaigns to understand campaign effectiveness

11.2 Target List Management

Target lists help organize and manage campaign audiences by grouping contacts or prospects into logical segments. They provide a straightforward way to categorize and track different audience segments for your marketing campaigns, ensuring you’re targeting the right people with the right messages.

• 11.2.1 Creating Target Lists

  • 1. Access Target List Creation

    • Go to “Target Lists” in the main menu
    • Click “Create Target List” button

  • 2. Target List Information

    Fill in the target list details:

    • Name: Enter a descriptive list name that clearly identifies the audience segment (required)
    • Description: Explain the purpose and criteria for this list (optional but recommended)
    • Status: Set the target list status as Active or Inactive (defaults to Active)

    Once saved, the target list becomes available for linking to campaigns.

• 11.2.2 Target List Features

  The Target List module provides essential audience management capabilities:

  • Simple List Management: Straightforward target list creation and management without unnecessary complexity
  • Campaign Integration: Link target lists to campaigns for audience tracking and segmentation reporting
  • Status Management: Toggle target list status between Active and Inactive to control availability
  • Search and Filtering: Search target lists by name and filter by status to locate audience segments quickly
  • Company-Scoped: Target lists are created and managed per company or organization, maintaining data boundaries

• 11.2.3 Target List Operations

  Manage target lists with these available operations:

  • Create: Create new target lists with name and description to organize your audiences
  • View: Display target list information and see all campaigns linked to this audience
  • Edit: Modify target list details, update descriptions, and adjust status as audiences evolve
  • Delete: Remove target lists with proper authorization checks when they’re no longer needed
  • Status Toggle: Change target list status between Active and Inactive to control availability
  • Search: Use advanced search by name and status filtering to find audience segments efficiently

11.3 Campaign Types Management

Campaign types help categorize different kinds of marketing campaigns for better organization, reporting, and analysis. They are managed separately and linked to campaigns, allowing you to classify initiatives by channel, approach, or purpose. Common campaign types include Email Campaigns, Trade Shows, Webinars, Social Media, Content Marketing, and Direct Mail.

• 11.3.1 Campaign Type Features

  The Campaign Type system provides organizational capabilities:

  • Type Categorization: Organize campaigns by predefined types for consistent classification across your marketing efforts
  • Campaign Integration: Link campaign types to campaigns for clear classification and channel-based reporting
  • Status Management: Control which campaign types are available for use when creating new campaigns
  • Company-Based: Campaign types are managed per company or organization, allowing customization to match your marketing channels

  Campaign types help you analyze which marketing channels are most effective and allocate resources accordingly.

11.4 Campaign Tracking and Analytics

• 11.4.1 Lead Integration

  Campaigns integrate seamlessly with your lead management system for comprehensive tracking:

  • Lead Source Tracking: Campaigns can be linked to leads to track lead generation sources and measure which campaigns produce prospects
  • Campaign Performance: View all leads generated from specific campaigns to understand their effectiveness in your pipeline
  • Lead Attribution: Track which campaigns are most effective at generating qualified leads that convert to opportunities
  • Response Monitoring: Compare expected versus actual response numbers to evaluate if campaigns meet performance goals

  This integration ensures you can trace every lead back to its original marketing source.

• 11.4.2 Basic Analytics

  The system provides essential analytics to measure campaign performance:

  • Budget vs Cost: Track planned budget against actual campaign costs to monitor spending efficiency and prevent overspending
  • Response Tracking: Monitor expected versus actual response numbers to evaluate campaign effectiveness against targets
  • Lead Generation: Count the number of leads generated per campaign to measure lead generation performance
  • Campaign Status: View an overview of active versus inactive campaigns to understand current marketing activity
  • User Performance: Track campaign performance by assigned users to evaluate individual marketing manager effectiveness

  These analytics help you make data-driven decisions about marketing investment and strategy.

• 11.4.3 Integration Capabilities

  The Campaign module integrates with other system components for comprehensive marketing management:

  • Lead Management: Full integration with the lead management system enables accurate source tracking and attribution
  • User Management: Assignment and permission-based access control ensures appropriate campaign access
  • Multi-tenant Security: Strict data isolation between organizations protects campaign strategy and data
  • Search and Filter: Advanced search and filtering across all campaign data helps analyze marketing effectiveness

• 11.4.4 Permission-Based Access

  The system implements robust security and access control:

  • Company Users: Full access to all campaigns and target lists within their organization for complete marketing visibility
  • Staff Users: Access limited to campaigns specifically assigned to them, protecting marketing strategy
  • Role-Based Permissions: Granular permissions control who can create, view, edit, and delete campaigns
  • Multi-tenant Security: Strict data isolation between organizations ensures campaign data privacy and competitive protection

  This security model ensures marketing information remains protected while providing necessary access for campaign execution and analysis.

12.1 Project Creation and Setup

Projects represent organized work efforts with defined goals, timelines, and deliverables. The project management system in Sales SaaS helps you break down complex customer projects into manageable tasks, assign work to team members, track progress, and maintain visibility into project health. Whether you’re delivering professional services, implementing solutions, or managing custom development work, this module provides the structure and tools needed for successful project execution.

• 12.1.1 Access Project Creation

  • Go to “Projects” in the main menu
  • Click “Add Project” button

• 12.1.2 Project Information

  Begin by filling in the basic project details:

  • Name: Enter the project name that clearly identifies the initiative (required)
  • Code: Provide a unique project identifier or code for tracking purposes (optional)
  • Description: Add a detailed project description explaining the scope, objectives, and deliverables
  • Account: Select the associated customer account for this project (required)
  • Start Date: Enter the project start date when work will begin
  • End Date: Specify the project completion date when all work should be finished

• 12.1.3 Project Details

  Configure additional project settings and tracking information:

  • Budget: Enter the total project budget in decimal format
  • Priority: Select the project priority level from Low, Medium, High, or Urgent (default: Medium)
  • Status: Set the project status as Active, Inactive, Completed, or On Hold (default: Active)
  • Assigned To: Assign the project to a specific team member who will manage it. For individual users, the project is automatically assigned to the current user. For company users, you can select any user from the dropdown menu.

  Once all information is entered, click the “Save” button to create the project. It will immediately appear in your project list and be ready for task creation.

• 12.1.4 Project Features

  The Project module includes essential capabilities for effective project management:

  • Multi-tenant Support: Company users see all projects they created; individual users see only projects assigned to them
  • Account Integration: Projects linked to customer accounts
  • Status Management: Toggle between active/inactive states
  • Permission-based Access: Role-based project visibility and actions

12.2 Task Management

Tasks represent individual work items within projects that need to be completed to achieve project objectives. The task management system allows you to break down projects into actionable steps, assign work to team members, track progress, and monitor completion. Tasks can be organized hierarchically with parent-child relationships, allowing you to structure complex work into logical groupings.

• 12.2.1 Creating Project Tasks

  • 1. Access Task Creation

    • Go to “Project Tasks” in the main menu
    • Click “Add Task” button
    • Or create from project Kanban views

  • 2. Task Information

    Begin by filling in the basic task details:

    • Title: Enter the task title that clearly describes the work to be done (required)
    • Description: Provide a detailed task description explaining what needs to be accomplished and any relevant context
    • Project: Select the associated project this task belongs to (required)
    • Parent Task: Select a parent task if you want to create a subtask (optional)
    • Assigned To: Company users can assign tasks to any user via dropdown; individual users are auto-assigned to their own tasks
    • Priority: Select the task priority level from Low, Medium, High, or Urgent (default: Medium)

  • 3. Task Scheduling & Tracking

    Configure timing and progress tracking:

    • Start Date: Enter the task start date when work should begin
    • Due Date: Specify the task completion deadline when work must be finished
    • Task Status: Select the current task status from your customizable task statuses (default: “To Do”)
    • Estimated Hours: Enter the planned effort in decimal format
    • Actual Hours: Track the time actually spent on the task in decimal format
    • Progress: Enter the completion percentage from 0 to 100%

    Once all information is entered, click “Save” to create the task. It will immediately appear in your task list and project views.

• 12.2.2 Task Management Features

  The Task module includes comprehensive capabilities for effective work management:

  • Hierarchical Tasks: Create parent-child task relationships with subtask support to organize complex work into logical structures
  • Custom Status Management: Configure task statuses with color coding to match your workflow. Customize statuses to reflect your team’s process.
  • File Attachments: Integrate with the media library to attach documents, images, and other files to tasks for reference
  • Progress Tracking: Visual progress indicators and completion percentages show how close tasks are to completion
  • Status Restrictions: The system prevents deletion of tasks in “In Progress” or “Review” status to protect active work

  These features ensure you maintain organized task records and protect work in progress.

12.3 Project Collaboration & Views

• 12.3.1 Visual Management Tools

  The system provides multiple views to visualize and manage project work:

  • Kanban Board: Drag-and-drop task management by status columns

    • Real-time status updates
    • Status-based task organization

  • Gantt Chart: Timeline visualization with task scheduling

    • Date-based task ordering
    • Project timeline overview
  • List View: Comprehensive task listing with filtering and sorting
  • Grid View: Card-based project/task display

• 12.3.2 Collaboration Features

  The project management system includes tools to facilitate team collaboration:

  • Meeting Integration: Link meetings to projects with attendee management to track project discussions and decisions
  • Call Tracking: Associate calls with projects to maintain a complete communication history
  • Activity Monitoring: Track all project-related activities to see what’s happening and who’s doing what
  • Multi-user Access: Role-based project and task visibility ensures team members see relevant work

  These collaboration features help your team stay coordinated and informed throughout project execution.

12.4 Project Tracking and Analytics

• 12.4.1 Project Dashboard Features

  The project dashboard provides comprehensive visibility into project health:

  • Task Statistics: View breakdown of tasks by status with completion percentages to understand project progress
  • Progress Calculation: Automated progress calculation based on completed versus total tasks shows overall project completion
  • Status Distribution: Visual representation of task status distribution helps identify bottlenecks
  • Related Activities: Integrated timeline of meetings and calls provides context for project communication

• 12.4.2 Filtering and Search Capabilities

  • Advanced Filters: Filter by status, priority, account, assignee, and project to focus on specific work
  • Search Functionality: Full-text search across project and task names and descriptions helps locate information quickly
  • Sorting Options: Customizable column sorting with direction control organizes data according to your needs
  • Pagination: Configurable items per page with navigation controls manages large project and task lists

• 12.2.3 Project Reports & Metrics

  The system tracks essential metrics to measure project performance:

  • Completion Tracking: Real-time progress calculation divides completed tasks by total tasks to show percentage complete
  • Status Analytics: Task distribution across different statuses reveals workflow bottlenecks and progress patterns
  • Assignment Overview: User workload and task distribution shows how work is allocated across the team
  • Timeline Analysis: Project duration and milestone tracking helps monitor schedule adherence
  • Budget Monitoring: Project budget versus actual cost tracking shows financial performance

  These metrics help you identify issues early and make data-driven decisions about resource allocation and project adjustments.

• 12.2.4 Permission System

  The system implements robust security and access control:

  • Granular Permissions: Separate permissions for view, create, edit, delete, and toggle-status operations provide precise control
  • User Type Restrictions: Different access levels for company versus individual users match organizational structure
  • Multi-tenant Security: Data isolation based on creator and assignee relationships ensures appropriate project visibility

  This security model ensures project information remains protected while providing necessary access for collaboration and execution.

13.1 Meeting Management

• 13.1.1 Scheduling Meetings

  • 1. Access Meeting Creation

    • Go to “Meetings” in the main menu
    • Click “Add Meeting” button

  • 2. Meeting Information

    Fill in the essential meeting details:

    • Title: Meeting title (required)
    • Description: Meeting agenda and details
    • Location: Meeting location or link
    • Start Date: Meeting start date (required)
    • End Date: Meeting end date (required)
    • Start Time: Meeting start time (required)
    • End Time: Meeting end time (required)
    • Status: Planned, Held, Not Held (default: Planned)

  • 3. Meeting Assignment & Integration

    • Assigned To: Company users can assign meetings to any user; individual users are auto-assigned
    • Related To: Link meetings to Leads, Accounts, Contacts, Opportunities, Cases, or Projects
    • Attendees: Add Users, Contacts, or Leads as meeting attendees

• 13.1.2 Meeting Features

  • Multi-tenant Support: Company users see all meetings they created; individual users see only meetings assigned to them
  • Module Integration: Link meetings to various CRM modules for context tracking
  • Attendee Management: Track internal users and external contacts/leads
  • Status Management: Toggle between planned, held, and not held statuses
  • Activity Tracking: Automatic activity creation for linked modules

13.2 Call Management

• 13.2.1 Logging Calls

  • 1. Access Call Creation

    • Go to “Calls” in the main menu
    • Click “Create Call” button

  • 2. Call Information

    • Title: Call purpose or topic (required)
    • Description: Call details and notes
    • Start Date: Call start date (required)
    • End Date: Call end date (required)
    • Start Time: Call start time (required)
    • End Time: Call end time (required)
    • Status: Planned, Held, Not Held (default: Planned)

  • 3. Call Assignment & Integration

    • Assigned To: Company users can assign calls to any user; individual users are auto-assigned
    • Related To: Link calls to Leads, Accounts, Contacts, Opportunities, Cases, or Projects
    • Attendees: Add Users, Contacts, or Leads as call participants

• 13.2.2 Call Features

  • Multi-tenant Support: Company users see all calls they created; individual users see only calls assigned to them
  • Module Integration: Link calls to various CRM modules for context tracking
  • Attendee Management: Track internal users and external contacts/leads
  • Status Management: Toggle between planned, held, and not held statuses
  • Activity Tracking: Automatic activity creation for linked modules

13.3 Document Management

• 13.3.1 Document Creation and Organization

  • 1. Document Information

    • Name: Document name (required)
    • Description: Document details and notes
    • Status: Active or Inactive (default: Active)
    • Publish Date: When document becomes available
    • Expiration Date: When document expires
    • Attachment: File upload via media library

  • 2. Document Organization

    • Folder: Organize documents in hierarchical folders
    • Type: Categorize documents using document types
    • Account: Link documents to specific accounts
    • Opportunity: Associate documents with opportunities
    • Assigned To: Company users can assign documents to any user; individual users are auto-assigned

• 13.3.2 Document Folders

  • 1. Access Document Folders

    • Go to “Document Folders” in the main menu
    • Click “Add Document Folder” button

  • 2. Folder Information

    • Name: Folder name (required)
    • Parent Folder: Select parent folder or set as root folder
    • Description: Folder description
    • Status: Active or Inactive (default: Active)

  • 3. Folder Features

    • Hierarchical Structure: Create parent-child folder relationships
    • Search and Filter: Search by name and filter by parent folder and status
    • Status Management: Toggle between active and inactive states
    • Multi-tenant Support: Each company manages their own folder structure

• 13.3.3 Document Types

  • 1. Access Document Types

    • Go to “Document Types” in the main menu
    • Click “Add Document Type” button

  • 2. Type Information

    • Type Name: Document type name (required)
    • Status: Active or Inactive (default: Active)

  • 3. Type Features

    • Custom Categories: Define document categories for organization
    • Search and Filter: Search by type name and filter by status
    • Status Management: Toggle between active and inactive states
    • Multi-tenant Support: Each company manages their own document types

• 13.3.4 Document Features

  • Multi-tenant Support: Company users see all documents they created; individual users see documents assigned to them or created by them
  • File Attachments: Upload and download document files
  • Search and Filter: Search by name and filter by status, account, folder, type, and assignee
  • CRM Integration: Link documents to accounts and opportunities for context tracking

13.4 Calendar Integration

• 13.4.1 Calendar Features

  • Unified Calendar: View all meetings, calls, and project tasks in one calendar
  • Multiple Views: Month, week, and day views with navigation controls
  • Color Coding: Blue for meetings, green for calls, amber for tasks
  • Event Details: Click events to view detailed information in modal popup

• 13.4.2 Calendar Display

  • Multi-tenant Support: Company users see all events they created; individual users see events assigned to them or where they are attendees
  • Event Information: Shows title, date/time, status, description, location, and related records
  • Status Indicators: Visual status representation (planned, held, not held for meetings/calls; to do, in progress, review, done for tasks)
  • Direct Navigation: Click “View Details” to navigate to the specific meeting, call, or task record

14.1 Lead Reports

The Lead Reports section provides detailed insights into your lead generation and conversion performance.

• 14.1.1 Summary Metrics

  View key lead performance indicators at the top of the report:

  • Total Leads: Number of leads in the selected date range
  • Converted Leads: Number of leads marked as converted
  • Conversion Rate: Percentage of leads converted
  • Average Conversion Time: Average days to convert leads

• 14.1.2 Lead Trends

  Track lead generation patterns over time:

  • Monthly View: Lead generation trend by month with interactive chart
  • Daily View: Lead generation trend by day with interactive chart
  • View Toggle: Switch between daily and monthly trend views

• 14.1.3 Leads by Source

  Understand where your leads are coming from:

  • Pie Chart: Visual breakdown of leads by source
  • Source Performance: Percentage distribution of lead sources
  • Color-coded Display: Different colors for each lead source

• 14.1.4 Lead Summary

  • Summary Table: Detailed breakdown of key metrics
  • Total Leads Count: Complete lead count for date range
  • Converted Leads Count: Number of successfully converted leads
  • Conversion Rate Percentage: Calculated conversion performance

14.2 Sales Reports

The Sales Reports section provides comprehensive insights into your sales performance and revenue trends.

• 14.2.1 Sales Summary

  View key sales performance indicators at the top of the report:

  • Total Sales: Revenue from sales orders in selected date range
  • Total Orders: Number of sales orders
  • Average Order Value: Mean sales order amount
  • Growth Rate: Sales growth compared to previous period

• 14.2.2 Sales Trend

  Track sales patterns over time:

  • Monthly View: Sales revenue trend by month with interactive chart
  • Daily View: Sales revenue trend by day with interactive chart
  • View Toggle: Switch between daily and monthly trend views
  • Revenue Display: Line chart showing revenue progression over time

• 14.2.3 Sales by Status

  Analyze sales performance by order status:

  • Bar Chart: Visual breakdown of sales by order status
  • Status Performance: Revenue amount distribution by status
  • Order Analysis: Compare performance across different order statuses

• 14.2.4 Sales Summary Table

  Review detailed sales metrics in a summary table:

  • Summary Table: Detailed breakdown of key sales metrics
  • Total Sales Amount: Complete revenue for date range
  • Total Orders Count: Number of sales orders processed
  • Average Order Value: Calculated average per order

14.3 Product Reports

The Product Reports section provides insights into product performance and sales effectiveness.

• 14.3.1 Product Summary

  View key product performance indicators at the top of the report:

  • Total Products: Number of products in system
  • Active Products: Number of active products
  • Total Revenue: Revenue from product sales
  • Best Seller: Top-selling product by revenue

• 14.3.2 Top Products by Revenue

  Identify your highest-performing products:

  • Horizontal Bar Chart: Visual ranking of top 10 products by revenue
  • Revenue Comparison: Compare product performance side by side
  • Product Names: Display product names with revenue amounts

• 14.3.3 Product Performance

  Review detailed product sales metrics:

  • Performance Table: Detailed breakdown of all product sales
  • Product Name: Individual product identification
  • Quantity Sold: Total units sold per product
  • Revenue: Total revenue generated per product

14.4 Contact Reports

The Contact Reports section provides insights into contact growth and value generation.

• 14.4.1 Contact Summary

  View key contact metrics at the top of the report:

  • Total Contacts: Number of contacts in system
  • New Contacts: Contacts added in selected date range
  • Active Contacts: Number of active contacts
  • Contact Lifetime Value: Total value generated by contacts

• 14.4.2 Contact Growth

  Track contact acquisition patterns over time:

  • Monthly View: Contact creation trend by month with interactive line chart
  • Daily View: Contact creation trend by day with interactive line chart
  • View Toggle: Switch between daily and monthly trend views
  • Growth Visualization: Line chart showing contact acquisition over time

• 14.4.3 Top Contacts

  Identify your highest-value contacts:

  • Performance Table: Detailed breakdown of highest-value contacts
  • Contact Name: Individual contact identification
  • Total Spent: Total amount spent by each contact
  • Order Count: Number of orders placed by each contact

14.5 Project Reports

The Project Reports section provides insights into project performance and completion rates.

• 14.5.1 Project Summary

  View key project metrics at the top of the report:

  • Total Projects: Number of projects in system
  • Active Projects: Number of active projects
  • Completed Projects: Number of completed projects
  • Completion Rate: Percentage of projects completed

• 14.5.2 Project Trend

  Track project creation patterns over time:

  • Monthly View: Project creation trend by month with interactive line chart
  • Daily View: Project creation trend by day with interactive line chart
  • View Toggle: Switch between daily and monthly trend views
  • Trend Visualization: Line chart showing project creation over time

• 14.5.3 Projects by Status

  Analyze project distribution by status:

  • Pie Chart: Visual breakdown of projects by status (Active, Completed, On Hold, Inactive)
  • Status Distribution: Percentage and count for each project status
  • Color-coded Display: Different colors for each status with labels

• 14.5.4 Project Summary Table

  Review detailed project metrics in a summary table:

  • Summary Table: Detailed breakdown of key project metrics
  • Total Projects Count: Complete project count for date range
  • Active Projects Count: Number of currently active projects
  • Completed Projects Count: Number of finished projects
  • Completion Rate Percentage: Calculated project completion performance

15.1 Lead Generation and Tracking

• 15.1.1 Lead Generation Features

  The system provides multiple ways to generate and capture leads:

  • Manual Lead Creation: Create leads directly through the system interface with comprehensive data entry forms
  • Campaign Integration: Link leads to marketing campaigns for accurate source tracking and attribution
  • Lead Source Management: Track leads from configurable lead sources to understand where prospects originate
  • Multi-field Data Capture: Capture comprehensive lead information including personal details, company information, and qualification data

• 15.1.2 Lead Information Management

  The system organizes lead information into clear categories for easy management:

  • Personal Details: Capture essential contact information including name, email, phone, position, and complete address information for each lead
  • Company Information: Track company-related details including company name, account name, industry classification, and website URL to understand the business context
  • Lead Qualification: Record lead value estimation and detailed qualification notes to help prioritize and evaluate prospects effectively
  • Campaign Attribution: Link leads directly to specific marketing campaigns to track which initiatives generate the most qualified prospects
  • Industry Classification: Categorize leads by account industry types for better segmentation and targeted follow-up strategies

• 15.1.3 Lead Tracking Capabilities

  The system provides comprehensive tracking features to monitor lead progress:

  • Lead Source Attribution: Built-in lead source management with configurable sources helps you understand where leads come from
  • Lead Status Pipeline: Configurable lead statuses with color coding provide visual tracking of lead progression through stages
  • Lead Assignment: Assign leads to specific sales representatives with role-based access control for proper ownership
  • Activity Tracking: Comprehensive lead activity logging with user attribution maintains complete interaction history
  • Lead Comments: Team collaboration through lead-specific comments system enables internal communication
  • Conversion Tracking: Track which leads have been successfully converted to accounts or contacts for performance measurement

15.2 Lead Management and Conversion

• 15.2.1 Lead Management Views

  The system provides multiple views to manage leads according to your preference:

  • Kanban Board: Visual drag-and-drop lead management organized by status columns for intuitive pipeline management
  • List View: Traditional table view with sorting, filtering, and pagination for detailed data review
  • Grid View: Card-based layout for visual lead overview with key information displayed prominently
  • Search and Filter: Advanced filtering by status, source, assignment, and conversion status helps locate specific leads quickly

• 15.2.2 Lead Status Management

  Control and track lead progression through customizable statuses:

  • Configurable Statuses: Create custom lead statuses with color coding to match your sales process
  • Drag-and-Drop Updates: Update lead status simply by dragging between Kanban columns for quick status changes
  • Status Progression: Track leads through qualification stages from initial contact to conversion readiness
  • Visual Pipeline: Color-coded status indicators provide quick identification of where leads are in the process

• 15.2.3 Lead Conversion Process

  When leads are qualified and ready, convert them to accounts or contacts:

  • Convert to Account: Transform leads into company accounts with account type selection for organizational relationships
  • Convert to Contact: Convert leads to individual contacts and link them to existing accounts for person-level tracking
  • Conversion Tracking: Mark leads as converted and track conversion status to measure lead qualification effectiveness
  • Data Preservation: Maintain complete lead record history after conversion for reference and reporting purposes
  • Related Records: View converted accounts and contacts directly from the lead detail page to see conversion outcomes

• 15.2.4 Lead Processing Features

  The complete lead processing workflow includes these essential steps:

  • Lead Creation: Begin by creating leads manually with comprehensive data fields capturing all relevant information
  • Lead Enrichment: Add detailed contact, company, and qualification information as you learn more about the prospect
  • Lead Assignment: Assign leads to appropriate users with company/individual user role handling for proper distribution
  • Status Management: Update lead status through the visual Kanban board or by editing the lead directly
  • Activity Logging: Automatic activity tracking records all lead interactions for complete history
  • Conversion Decision: When ready, convert leads to accounts or contacts with validation to ensure data integrity

15.3 Opportunity Pipeline

• 15.3.1 Opportunity Management Views

  Manage opportunities using multiple view options:

  • Kanban Pipeline: Visual drag-and-drop opportunity management organized by sales stages for intuitive deal tracking
  • List View: Traditional table view with comprehensive sorting, filtering, and pagination capabilities
  • Grid View: Card-based layout provides visual opportunity overview with key metrics displayed
  • Search and Filter: Advanced filtering by account, stage, source, status, and assignment

• 15.3.2 Opportunity Information Management

  Capture and track comprehensive opportunity details:

  • Basic Details: Record name, description, amount, close date, and detailed notes about the opportunity
  • Account Integration: Required link to customer accounts with optional contact association for complete context
  • Stage Tracking: Use configurable opportunity stages with color coding to track deal progression
  • Source Attribution: Track opportunity origin through configurable sources to understand deal generation
  • Product Association: Link multiple products with quantities, pricing, and automatic tax calculation for accurate quotes
  • Revenue Calculation: Automatic amount calculation from associated products ensures accuracy

• 15.3.3 Pipeline Stage Management

  Control opportunity progression through customizable stages:

  • Configurable Stages: Create custom opportunity stages with color coding for visual identification in your pipeline
  • Drag-and-Drop Updates: Update opportunity stage by simply dragging between Kanban columns for quick progression
  • Stage Progression: Track opportunities through qualification and sales stages from prospecting to closure
  • Visual Pipeline: Color-coded stage indicators provide quick pipeline assessment at a glance
  • Stage-based Organization: Opportunities are automatically organized by current stage in the Kanban view

• 15.3.4 Product Integration Features

  Manage product details within opportunities:

  • Multi-product Support: Associate multiple products with individual quantities and pricing for complex deals
  • Automatic Calculations: Real-time calculation of subtotals, taxes, and grand totals happens automatically
  • Tax Integration: Automatic tax calculation based on product tax configuration ensures compliance
  • Price Override: Override catalog prices for opportunity-specific pricing and special agreements
  • Product Summary:Visual summary of products with totals appears in opportunity forms for clarity

• 15.3.5 Pipeline Features

  Additional features enhance opportunity management:

  • Activity Tracking: Comprehensive opportunity activity logging with user attribution maintains complete history
  • Comments System: Enable team collaboration through opportunity-specific comments for internal discussion
  • Status Management: Control active/inactive opportunity status with toggle functionality for visibility control
  • Assignment Management: Assign opportunities to users with role-based access control for proper ownership
  • Related Records: Integration with quotes, meetings, and calls provides complete opportunity tracking context

15.4 Sales Process Integration

• 15.4.1 Complete Sales Flow Integration

  The system integrates the entire sales process seamlessly:

  • Opportunity to Quote: Link quotes to opportunities with automatic data population (account, contact, products)
  • Quote Management: Create detailed quotes with multi-product support, discounts, and tax calculations
  • Quote to Sales Order: Convert quotes to sales orders with complete data transfer
  • Sales Order Processing: Manage orders through status workflow (draft, confirmed, processing, shipped, delivered)
  • Invoice Generation: Create invoices from sales orders, quotes, or opportunities with automatic data population
  • Payment Processing: Handle payments through multiple gateways with approval workflows

• 15.4.2 Data Auto-Population Features

  Automatic data transfer streamlines the sales process:

  • Opportunity Integration: When creating quotes, the system auto-populates account, contact, and product data from linked opportunities
  • Quote to Order Conversion: Sales orders automatically inherit all quote data including products, pricing, and address details
  • Order to Invoice Flow: Invoices automatically populate from sales orders with complete product and billing information
  • Cross-Module Consistency: The system maintains data consistency across opportunities, quotes, orders, and invoices automatically

• 15.4.3 Product and Pricing Management

  Handle products consistently across all sales documents:

  • Multi-Product Support: Add multiple products with individual quantities and pricing across all modules consistently
  • Discount Management: Apply percentage or fixed discounts at the line-item level for flexible pricing
  • Tax Integration: Automatic tax calculation based on product tax configuration ensures accurate taxation
  • Price Override: Override catalog prices for module-specific pricing when special agreements exist
  • Total Calculations: Real-time calculation of subtotals, discounts, taxes, and grand totals happens automatically

• 15.4.4 Status and Workflow Management

  Track document status through defined workflows:

  • Quote Status Flow: Quotes progress through Draft → Sent → Accepted/Rejected/Expired
  • Sales Order Workflow: Orders move through Draft → Confirmed → Processing → Shipped → Delivered → Cancelled
  • Invoice Status Tracking: Invoices progress through Draft → Sent → Paid/Partially Paid/Overdue → Cancelled
  • Activity Logging: Comprehensive activity tracking occurs automatically across all sales process modules
  • User Assignment: Role-based assignment with company/individual user access control ensures proper ownership

• 15.4.5 Payment Integration

  Handle customer payments through integrated systems:

  • Multiple Payment Methods: Accept payments through Stripe, PayPal, and Bank Transfer options
  • Public Invoice Access: Generate encrypted public links for customer payment access without login requirements
  • Payment Validation: System validates payment amounts and payment types to prevent errors
  • Payment Approval: Manual approval workflow for bank transfer payments provides oversight
  • Payment Tracking: Complete payment history and status management tracks all payment activities

15.5 Pipeline Analytics and Reporting

• 15.5.1 Comprehensive Dashboard Analytics

  Access real-time performance metrics through integrated dashboards:

  • Company Dashboard: Real-time metrics for employees, leads, sales, customers, projects, and revenue
  • Super Admin Dashboard: Platform-wide analytics including company growth, subscription distribution, and revenue tracking
  • Visual Charts: Interactive charts using Recharts library with line charts, bar charts, pie charts, and progress indicators
  • Storage Analytics: Real-time storage usage monitoring with visual progress indicators and limit warnings
  • Performance Metrics: Monthly growth rates, conversion rates, and trend analysis

• 15.5.2 Built-in Report Modules

  The system includes comprehensive pre-built reports:

  • Lead Reports: Track lead generation and conversion performance:

    • Total leads, converted leads, and conversion rates
    • Average conversion time tracking
    • Lead source distribution analysis
    • Monthly and daily lead trend charts
    • Lead-by-source pie chart visualization

  • Sales Reports: Monitor sales performance and revenue:

    • Total sales revenue and order count
    • Average order value calculations
    • Growth rate comparisons with previous periods
    • Sales trend analysis (monthly/daily views)
    • Sales status distribution charts

  • Product Reports: Analyze product performance:

    • Product sales performance and revenue analysis
    • Best-selling product identification
    • Product quantity and revenue tracking
    • Active vs total product metrics

  • Contact Reports: Track contact growth and value:

    • Total contacts and new contact metrics
    • Active contact status tracking
    • Contact acquisition trends (monthly/daily)
    • Top contacts by sales order spending
    • Contact order count analysis

  • Project Reports:

    • Total, active, and completed project counts
    • Project completion rate calculations
    • Project creation trends (monthly/daily views)
    • Project status distribution pie charts
    • Date range filtering for project analysis

• 15.5.3 Advanced Dashboard Features

  Enhanced dashboard capabilities improve usability:

  • Interactive Charts: Charts include hover tooltips with custom content and responsive containers
  • Manual Refresh: Page refresh functionality ensures you see updated data when needed
  • Status-based Color Coding: Dynamic color assignment for leads, sales, projects, and customer statuses
  • Responsive Grid Layout: Adaptive layout adjusts from mobile to desktop with hover effects
  • Animation Effects: Framer Motion animations with staggered loading and smooth transitions
  • Storage Monitoring: Visual storage usage tracking with progress bars and warning indicators

• 15.5.4 Chart Types and Visualizations

  Multiple chart types present data effectively:

  • Line Charts: Sales trends with interactive tooltips and custom styling
  • Bar Charts: Lead conversions with comparative analysis between leads and conversions
  • Pie Charts: Customer distribution and storage usage visualization
  • Progress Bars: Storage usage tracking with percentage indicators
  • Badge Indicators: Summary counts and status displays

• 15.5.5 Recent Activity Tracking

  Monitor recent activities across modules:

  • Latest Leads: Recent lead entries with status badges and email display
  • Recent Sales: Sales order tracking with customer names and revenue amounts
  • Active Projects: Project listings with status indicators and creation dates
  • New Customers: Customer/account listings with type classification
  • Activity Timestamps: Formatted date/time display using system settings

• 15.5.6 Dashboard Data Display

  Professional data presentation:

  • Summary Cards: Six key metric cards with icons and growth indicators
  • Visual Indicators: Color-coded status badges and progress tracking
  • Currency Formatting: System-based currency display for revenue metrics
  • Empty State Handling: Placeholder messages when no data is available
  • Responsive Design: Mobile-friendly layout with adaptive grid columns

15.6 Advanced Sales Features

• 15.6.1 Project Management Integration

  Manage customer projects within the CRM:

  • Project Creation: Create projects linked to accounts with budget and timeline tracking
  • Task Management: Break down projects into tasks with parent-child relationships and status tracking
  • Kanban Board: Visual task management with drag-and-drop status updates
  • Gantt Chart View: Timeline visualization for project tasks with dependencies
  • Progress Tracking: Monitor project completion rates and task statistics
  • Resource Assignment: Assign team members to projects and individual tasks
  • Priority Management: Set task priorities as low, medium, high, or urgent
  • Time Tracking: Track estimated vs actual hours for tasks to measure effort

• 15.6.2 Communication and Activity Management

  Track all customer communications:

  • Meeting Scheduling: Create meetings linked to leads, accounts, contacts, opportunities, cases, or projects
  • Call Management: Schedule and track calls with multiple attendee types including users, contacts, and leads
  • Attendee Management: Add multiple attendees from different modules to meetings and calls
  • Activity Logging: Automatic activity creation for parent modules when meetings or calls are created
  • Status Tracking: Track meeting and call status as planned, held, or not_held
  • Cross-Module Integration: Link meetings and calls to any sales module for complete context

• 15.6.3 Customer Relationship Management

  Maintain comprehensive customer records:

  • Account Profiles: Create comprehensive company profiles with billing and shipping addresses
  • Account Types: Categorize accounts by type such as enterprise, SMB, partner, or vendor
  • Industry Classification: Organize accounts by industry categories for segmentation
  • Contact Management: Track individual contacts linked to their parent accounts
  • Activity Streams: View complete activity history for accounts with user attribution
  • Comment System: Enable team collaboration through account-specific comments
  • Assignment Management: Assign accounts to team members with role-based access
  • Status Management: Control active/inactive account status with toggle functionality
  • Plan Limits: Account creation limits are enforced based on subscription plan

16.1 Plans Overview

• 16.1.1 Accessing Plans

  • 1. Navigate to Plans

    • Go to main menu and click “Plans”
    • View all available subscription plans with billing cycle toggle

• 16.1.2 Plan Features

  Each subscription plan displays the following information:

  • Plan Name: Descriptive plan title with uniqueness validation to prevent duplicates
  • Monthly/Yearly Pricing: Dual pricing structure with automatic 20% yearly discount calculation
  • Description: Plan overview explaining benefits and features included
  • Trial Period: Number of free trial days available if trial is enabled for the plan
  • Resource Limits: Comprehensive usage restrictions that define what’s included in each plan
  • Feature Toggles: AI integration and branding customization options available

• 16.1.3 Resource Limits Display

  Each plan clearly displays resource limits:

  • Max Users: Number of team members allowed in the account
  • Storage Limit: File storage capacity measured in GB
  • Max Contacts: Maximum number of contacts you can create
  • Max Accounts: Maximum number of customer accounts allowed
  • Max Projects: Maximum number of active projects you can manage
  • Enable ChatGPT: AI integration feature toggle showing availability
  • Enable Branding: Custom branding capabilities indicator

• 16.1.4 Plan Management Features

  The plan system includes several management features:

  • Default Plan: System-designated default plan automatically assigned to new users
  • Plan Status: Enable or disable plan availability for new subscriptions
  • Recommended Badge: Automatically assigned to the most subscribed plan to highlight popular choices
  • Current Plan Indicator: Shows your currently active subscription plan
  • Trial Availability: One-time trial usage per user ensures trials are used fairly
  • Currency Display: Consistent pricing display based on Super Admin currency settings

• 16.1.5 Plan Actions

  You can take several actions with subscription plans:

  • Start Trial: Begin the free trial period if available and not previously used by your account
  • Request Plan: Submit an upgrade or change request for administrator approval
  • Subscribe Now: Direct subscription with immediate payment processing
  • Cancel Request: Cancel any pending plan requests you’ve submitted

• 16.1.6 Billing Cycle Options

  • Monthly: Pay monthly with full flexibility to change or cancel anytime
  • Yearly: Annual billing with automatic 20% discount calculated as monthly price × 12 × 0.8

  The yearly option provides significant savings while maintaining access to all plan features.

16.2 Plan Requests Management

• 16.2.1 Viewing Plan Requests

  • 1. Access Plan Requests

    • Navigate to Plans → Plan Requests
    • View all submitted requests with filtering and search

• 16.2.2 Request Status Types

  Plan requests move through the following status types:

  • Pending: Request is awaiting administrator review and approval
  • Approved: Request has been accepted, the plan is activated, and an order is automatically created
  • Rejected: Request has been declined by the administrator

• 16.2.3 Request Management Features

  The plan request system includes comprehensive management capabilities:

  • Search Functionality: Search requests by user name, email, or plan name to locate specific submissions
  • Status Filtering: Filter requests by approval status to focus on pending, approved, or rejected items
  • Admin Actions: Administrators can approve or reject requests with user assignment tracking
  • Automatic Plan Assignment: Upon approval, the requested plan is automatically assigned to your account
  • Order Creation: The system automatically generates an order record for approved requests
  • Timestamp Tracking: Records approval or rejection dates and identifies the responsible administrator

16.3 Plan Orders Management

• 16.3.1 Accessing Plan Orders

  • 1. View Orders

    • Navigate to Plans → Plan Orders
    • See all subscription orders with comprehensive details

• 16.3.2 Order Information

  Each order displays complete information:

  • Order Number: Auto-generated unique identifier in PO-XXXXXXXX format for tracking
  • Plan Details: Complete plan information including name and all included features
  • Billing Cycle: Shows whether the subscription is monthly or yearly
  • Pricing Breakdown: Displays original price, any discounts applied, and the final amount
  • Coupon Integration: Shows coupon code used and discount amount if applicable
  • Payment Method: Identifies the payment gateway used for processing
  • Status Tracking: Shows complete order lifecycle from pending through approval or rejection
  • Processing Details: Records which administrator processed the order and timestamps

• 16.3.3 Order Status Types

  Orders progress through these status types:

  • Pending: Order is awaiting payment completion or administrator approval
  • Approved: Order is confirmed, plan is activated, and expiration date is set for the subscription
  • Rejected: Order has been declined with optional notes explaining the reason

• 16.3.4 Order Processing Features

  The order processing system includes automated features:

  • Admin Approval: Manual order approval process that triggers plan activation
  • Automatic Plan Assignment: Upon approval, the system assigns the plan and calculates the expiration date
  • Referral Integration: Automatic referral record creation for approved orders to track referral programs
  • Price Calculation: Automatic coupon discount application calculates final pricing correctly
  • Search and Filter: Advanced filtering options by status, user, and plan help locate specific orders
  • Currency Consistency: All pricing displays according to Super Admin currency settings

• 16.3.5 Payment Integration

  The system supports comprehensive payment processing:

  • Multiple Gateways: Support for 30+ payment methods provides flexibility for users
  • Coupon System: Both percentage and fixed amount discount coupons are supported
  • Automatic Activation: Plans are automatically activated upon successful payment completion
  • Expiration Management: The system automatically calculates expiration dates based on the billing cycle selected

17.1 Super Admin Email Template Management

Super Admins have complete control over all email templates in the system. These templates are used for automated notifications sent to users across all companies, ensuring consistent communication across the platform.

• 17.1.1 Accessing Email Templates

  • 1. Navigate to Email Templates

    • Navigation: Email Templates (Super Admin Login Required)
    • Purpose: Manage and customize all system email templates

  • 2. Email Template List

    • View all available email templates in the system
    • Each template shows its name, subject, and current status
    • Templates are organized by notification type

• 17.1.2 Available Email Templates

  The system includes templates for the following automated notifications:

  • Lead Assigned: Sent when a lead is assigned to a user
  • Lead Moved: Sent when a lead is moved between statuses
  • Quote Created: Sent when a new quote is generated
  • Quote Status Changed: Sent when quote status is updated
  • Task Assigned: Sent when a task is assigned to a user
  • Meeting Invitation: Sent when meeting invitations are created
  • Case Created: Sent when a new case is opened
  • Opportunity Created: Sent when a new opportunity is added
  • Opportunity Status Changed: Sent when opportunity status is updated
  • User Created: Sent when new users are added to the system

• 17.1.3 Editing Email Templates

  To customize an email template, follow these steps:

  • 1. Select Template

    • Click on any email template from the list
    • Template editor will open with current content

  • 2. Template Editor Features

    The editor provides comprehensive customization options:

    • Subject Line: Modify the email subject that appears in recipients’ inboxes
    • Email Body: Edit the main email content with complete formatting control
    • HTML Editor: Rich text formatting options allow professional email design
    • Variable Support: Use dynamic variables for personalization that automatically populate with user data
    • Preview: Preview how the email will appear to recipients before saving

  • 3. Save Changes

    • Click “Save” to apply template modifications
    • Changes apply system-wide to all companies
    • Templates are automatically versioned for rollback if needed

17.2 Company Email Notification Settings

Each company can control which email notifications their users receive. This allows companies to customize their notification preferences based on their workflow requirements and communication preferences.

• 17.2.1 Accessing Email Notification Settings

  • 1. Navigate to Settings

    • Navigation: Settings > Email Notification Settings (Company Login Required)
    • Purpose: Configure which email notifications are enabled for your company

  • 2. Email Notification Settings Page

    • Located within the main Settings page
    • Shows all available notification types
    • Toggle switches for each notification type

• 17.2.2 Available Notification Settings

  Companies can enable or disable the following notifications:

  • 1. Lead Assigned

    • Purpose: Notify users when leads are assigned to them
    • Recipients: Assigned user receives the notification
    • Trigger: Sent when a lead is assigned or reassigned to a user

  • 2. Lead Moved

    • Purpose: Notify relevant users when leads change status
    • Recipients: Lead owner and managers receive updates
    • Trigger: Sent when lead status is updated in the system

  • 3. Quote Created

    • Purpose: Notify stakeholders when new quotes are generated
    • Recipients: Quote creator, assigned user, and managers are notified
    • Trigger: Sent when a new quote is created in the system

  • 4. Quote Status Changed

    • Purpose: Notify relevant users when quote status updates
    • Recipients: Quote owner and stakeholders receive notifications
    • Trigger: Sent when quote status changes including Draft, Sent, Accepted, or Rejected

  • 5. Task Assigned

    • Purpose: Notify users when tasks are assigned to them
    • Recipients: Assigned user receives the notification
    • Trigger: When a task is assigned or reassigned

  • 6. Meeting Invitation

    • Purpose: Send meeting invitations and reminders
    • Recipients: All meeting attendees receive invitations
    • Trigger: When meetings are scheduled or updated

  • 7. Case Created

    • Purpose: Notify support team when new cases are opened
    • Recipients: Case assignee and support managers
    • Trigger: Sent when a new support case is created

  • 8. Opportunity Created

    • Purpose: Notify sales team when new opportunities are added
    • Recipients: Opportunity owner and sales managers receive notifications
    • Trigger: Sent when a new opportunity is created in the system

  • 9. Opportunity Status Changed

    • Purpose: Notify stakeholders when opportunity status updates
    • Recipients: Opportunity owner and managers receive updates
    • Trigger: When opportunity moves through sales stages

  • 10. User Created

    • Purpose: Welcome new users and notify administrators
    • Recipients: New user and company administrators receive notifications
    • Trigger: Sent when new users are added to the company

• 17.2.3 Managing Notification Settings

  • 1. Enable/Disable Notifications

    Use the toggle switches next to each notification type to control which notifications are sent:

    • Enabled (Green): Notifications will be sent when the trigger event occurs
    • Disabled (Gray): Notifications will not be sent for this event type

  • 2. Save Settings

    • Click “Save Settings” to apply changes
    • Changes take effect immediately
    • Settings apply to all users within the company

• 17.2.4 Important Notes

  • Company-Specific: Each company’s notification settings are independent and do not affect other organizations
  • Template Content: Companies cannot modify email template content as this is controlled by Super Admin only
  • Immediate Effect: Setting changes apply immediately to new activities after saving

18.1 Company Notification Template Management

Companies can customize their Twilio SMS notification templates to match their communication style and branding preferences. These templates are used for sending automated SMS notifications when specific events occur in the system, ensuring your messages reflect your company’s professional voice and style.

• 18.1.1 Accessing Notification Templates

  • 1. Navigate to Notification Templates

    • Navigation: Settings > Notification Templates (Company Login Required)
    • Purpose: View and modify SMS notification templates for your company

  • 2. Notification Template List

    • View all available notification templates for your company
    • Each template shows its name, content preview, and current status
    • Templates are organized by module type

• 18.1.2 Available Notification Templates

  Companies can customize templates for the following system modules:

  • Case Create: SMS sent when a new case is created in the system
  • Meeting Create: SMS sent when a new meeting is scheduled
  • Lead Create: SMS sent when a new lead is added to the system
  • Opportunity Create: SMS sent when a new opportunity is created
  • Account Create: SMS sent when a new account is added
  • Quote Create: SMS sent when a new quote is generated

• 18.1.3 Editing Notification Templates

  • 1. Select Template

    • Click on any notification template from the list
    • Template editor will open with current SMS content

  • 2. Template Editor Features

    The template editor provides several tools to help you create effective SMS notifications:

    • Message Content: Edit the SMS message text to customize the wording and tone
    • Character Counter: Monitor SMS length to ensure optimal delivery and avoid message splitting
    • Variable Support: Use dynamic variables for personalization that automatically populate with actual data
    • Preview: Preview how the SMS will appear to recipients before saving your changes

  • 3. Save Changes

    • Click “Save” to apply template modifications
    • Changes apply immediately to new notifications
    • Templates are automatically backed up for recovery

18.2 Twilio Notification Settings

Companies can control which Twilio SMS notifications are sent to users through the notification settings. This feature allows fine-grained control over communication preferences and helps manage SMS costs by enabling only the notifications you need.

• 18.2.1 Accessing Twilio Notification Settings

  • 1. Navigate to Twilio Settings

    • Navigation: Settings > Twilio Notification (Company Login Required)
    • Purpose: Enable or disable specific SMS notifications for your company

  • 2. Twilio Notification Settings Page

    • Shows all available notification types
    • Toggle switches for each notification module
    • SMS cost estimation for enabled notifications

• 18.2.2 Available Notification Settings

  Companies can enable or disable SMS notifications for the following events:

  • 1. Case Create

    • Purpose: Notify relevant users when new cases are created
    • Recipients: Case assignee and support managers receive the SMS
    • Trigger: Sent when a new case is opened in the system

  • 2. Meeting Create

    • Purpose: Send SMS reminders for scheduled meetings
    • Recipients: All meeting attendees receive the notification
    • Trigger: Sent when meetings are scheduled or updated

  • 3. Lead Create

    • Purpose: Notify sales team when new leads are captured
    • Recipients: Lead owner and sales managers receive the SMS
    • Trigger: Sent when a new lead is added to the system

  • 4. Opportunity Create

    • Purpose: Alert sales team about new opportunities
    • Recipients: Opportunity owner and sales managers receive notifications
    • Trigger: Sent when a new opportunity is created in the system

  • 5. Account Create

    • Purpose: Notify team when new accounts are added
    • Recipients: Account owner and managers receive the SMS
    • Trigger: Sent when a new account is created in the system

  • 6. Quote Create

    • Purpose: Alert stakeholders when new quotes are generated
    • Recipients: Quote creator and assigned users receive notifications
    • Trigger: Sent when a new quote is created in the system

• 18.2.3 Managing Twilio Notification Settings

  • 1. Enable/Disable Notifications

    Use the toggle switches next to each notification type to control SMS delivery:

    • Enabled (Green): SMS notifications will be sent when the trigger event occurs
    • Disabled (Gray): SMS notifications will not be sent for this event type

  • 2. Twilio Configuration

    Before enabling SMS notifications, ensure your Twilio integration is properly set up:

    • Ensure Twilio credentials are properly configured in your company settings
    • Verify phone numbers are in the correct international format
    • Test SMS delivery before enabling notifications to confirm the setup works correctly

  • 3. Save Settings

    • Click “Save Settings” to apply changes
    • Changes take effect immediately
    • Settings apply to all users within the company

• 18.2.4 SMS Notification Process

  • 1. Template Application

    When an SMS notification is triggered, the system follows this process:

    • System retrieves the company-customized template for the specific event
    • Variables in the template are automatically replaced with actual data from the event
    • Message is formatted according to SMS standards for proper delivery

  • 2. Delivery Process

    The SMS delivery follows these steps:

    • SMS is sent via the Twilio service to the recipient’s phone number
    • Delivery status is tracked and logged in the system
    • Failed deliveries are automatically retried according to the retry policy

  • 3. Cost Management

    Managing SMS costs effectively:

    • SMS costs are calculated based on Twilio pricing for your region and destination
    • Companies can monitor SMS usage in the notification settings area
    • Bulk notifications can be scheduled for cost optimization when sending to multiple recipients

• 18.2.5 Important Notes

  • Company-Specific: Each company manages their own notification templates independently
  • Real-Time Updates: Template changes apply immediately to new notifications sent after saving
  • SMS Limits: Consider SMS character limits when customizing templates to avoid message splitting
  • Twilio Setup: Requires a valid Twilio account and proper configuration before notifications will work
  • Phone Number Format: Ensure recipient phone numbers are in international format for successful delivery

19.1 Company Invoice Template Selection

Companies can customize the visual appearance of their invoices by selecting from multiple pre-designed templates available in the system. Each template features unique color combinations and layout designs to match your company branding preferences, ensuring your invoices reflect your professional image and brand identity.

• 19.1.1 Accessing Invoice Templates

  • 1. Navigate to Invoice Templates

    • Navigation: Settings > Invoice Template (Company Login Required)
    • Purpose: Select the invoice design templates for your company

  • 2. Invoice Template Gallery

    • View all 9 available invoice templates
    • Each template displays a thumbnail preview
    • Templates are organized in a grid layout for easy comparison

• 19.1.2 Available Invoice Templates

  The system provides 9 unique invoice templates, each featuring distinct design elements to suit different branding needs:

  • Distinct Color Schemes: Professional color combinations designed for different branding needs and preferences
  • Layout Variations: Different arrangements of invoice elements and sections to suit various business styles
  • Typography Styles: Varied font styles and sizing for headers and content to create different visual impacts
  • Visual Elements: Unique design elements like borders, dividers, and spacing that enhance readability and appearance

• 19.1.3 Template Features

  Each template offers a unique visual style and professional appearance:

  • Template 1: Classic blue and white professional design suitable for traditional businesses
  • Template 2: Modern green accent with clean layout for contemporary branding
  • Template 3: Corporate gray theme with structured formatting for formal presentations
  • Template 4: Elegant purple design with premium appearance for upscale branding
  • Template 5: Bold red accents for dynamic branding and attention-grabbing invoices
  • Template 6: Sophisticated black and gold combination for luxury positioning
  • Template 7: Fresh orange theme with contemporary styling for creative businesses
  • Template 8: Professional teal design with balanced elements for versatile use
  • Template 9: Minimalist design with subtle color accents for clean, modern look

19.2 Template Preview and Application

• 19.2.1 Template Selection Process

  To select the perfect invoice template for your company, follow these comprehensive steps:

  • 1. Browse Templates

    Begin by exploring all available template options:

    • View thumbnail previews of all available templates in the gallery
    • Compare different color schemes and layouts side by side
    • Identify templates that match your brand identity and professional image

  • 2. Preview Template

    Before making your final selection, preview templates in detail:

    • Click “Preview” on any template to see a full-size sample
    • Preview shows complete invoice layout with sample data for accurate evaluation
    • Review all sections including header, line items, totals, and footer
    • Assess how company logo and information will appear

  • 3. Template Preview Features

    The preview function provides comprehensive viewing options:

    • Full Invoice View: See the complete invoice layout with all sections displayed
    • Sample Data: Realistic invoice content helps you assess how actual data will appear
    • Responsive Design: Preview how the template appears on different screen sizes
    • Print Preview: See how the invoice will look when printed or saved as PDF

• 19.2.2 Applying Templates

  Once you’ve identified your preferred template, apply it to your company:

  • 1. Select Template

    Finalize your template choice:

    • Choose your preferred template from the gallery based on your preview evaluation
    • Click “Select Template” or “Apply” button on the chosen template
    • Confirm your selection in the popup dialog if prompted by the system

  • 2. Template Application

    The system applies your selected template immediately:

    • Selected template is immediately applied to your company account
    • All new invoices will use the chosen design starting from this point forward
    • Existing invoices retain their original template for consistency with past records
    • Template change affects all users within your company automatically

  • 3. Confirmation Process

    After applying the template, the system provides feedback:

    • System displays a confirmation message upon successful application
    • Template selection is saved automatically to your company settings
    • Changes take effect immediately for new invoice generation without delay

• 19.2.3 Template Management

  • 1. Changing Templates

    You have complete flexibility to change invoice templates as needed:

    • Companies can change templates anytime without restrictions or penalties
    • No limit on the number of template changes you can make
    • Previous template settings are not retained when you select a new template
    • New template applies to all future invoices generated after the change

  • 2. Template Consistency

    The system ensures consistent invoice appearance across your organization:

    • All invoices generated after template change use the new design automatically
    • Maintains consistent branding across all company invoices going forward
    • Template applies to all invoice types including sales invoices, service invoices, and others
    • Automatic application ensures no manual intervention is needed for each individual invoice

  • 3. Branding Benefits

    Using professional invoice templates provides several important advantages:

    • Professional Appearance: Polished invoice designs enhance your company image and credibility
    • Brand Consistency: Uniform invoice appearance across all customer transactions strengthens brand identity
    • Customer Recognition: Consistent visual identity improves brand recall and professional perception
    • Customization Options: Multiple templates accommodate different brand styles and business types

• 19.2.4 Important Notes

  • Company-Specific: Each company selects their own invoice template independently from other companies
  • Immediate Application: Template changes apply instantly to new invoices created after selection
  • No Custom Templates: Companies choose from pre-designed templates only; custom template uploads are not supported
  • Template Persistence: Selected template remains active until you manually change it to a different option
  • All Invoice Types: Template applies to all invoice categories and formats consistently throughout the system

20.1 Company Webhook Configuration

Companies can configure webhooks to receive real-time notifications when specific events occur in their system. Webhooks enable seamless integration with external applications and automated workflows by sending data to your specified endpoints whenever important events happen, such as new user creation, lead assignments, or opportunity creation.

• 2.1.1 Accessing Webhook Settings

  • 1. Navigate to Webhook Settings

    • Navigation: Settings > Webhook Settings (Company Login Required)
    • Purpose: Configure webhook URLs and event triggers for your company

  • 2. Webhook Configuration Page

    • View existing webhook configurations
    • Add new webhook endpoints
    • Manage webhook settings and status

• 2.1.2 Webhook Configuration Process

  To set up a new webhook integration, follow these steps:

  • 1. Add New Webhook

    Begin the webhook creation process:

    • Click “Add Webhook” or “Create New Webhook” button on the configuration page
    • The webhook configuration form will open, ready for you to enter the details

  • 2. Webhook Configuration Fields

    Fill in the required information for your webhook:

    • Webhook URL: Enter the endpoint URL where data should be sent when events occur
    • HTTP Method: Select the request method from available options (POST, GET, PUT, etc.)
    • Module Selection: Choose which module events should trigger the webhook
    • Status: Enable or disable the webhook using the status toggle

  • 3. HTTP Methods Available

    Select the appropriate HTTP method for your integration:

    • POST: Most common method for sending data to external systems
    • GET: For simple notifications without body data requirements
    • PUT: For update-based webhook integrations
    • PATCH: For partial update notifications

• 2.1.3 Available Webhook Modules

  Companies can configure webhooks for the following modules and events:

  • 1. New User

    • Trigger: Webhook fires when a new user is created in the company
    • Data Sent: User details including name, email, role, and creation timestamp
    • Use Case: User provisioning in external systems and identity management

  • 2. Lead Assigned

    • Trigger: Webhook fires when a lead is assigned to a user
    • Data Sent: Lead information, assigned user details, and assignment timestamp
    • Use Case: CRM integrations and lead tracking systems

  • 3. Case Created

    • Trigger: Webhook fires when a new support case is opened
    • Data Sent: Case details, priority, assigned user, and creation data
    • Use Case: Support ticket management and escalation systems

  • 4. Meeting Invitation

    • Trigger: Webhook fires when a meeting is scheduled or updated
    • Data Sent: Meeting details, attendees, schedule, and meeting link
    • Use Case: Calendar integrations and notification systems

  • 5. Opportunity Created

    • Trigger: Webhook fires when a new sales opportunity is added
    • Data Sent: Opportunity details, value, stage, and assigned user
    • Use Case: Sales pipeline integrations and reporting systems

  • 6. Quote Created

    • Trigger: Webhook fires when a new quote is generated
    • Data Sent: Quote details, items, total amount, and customer information
    • Use Case: Accounting systems and approval workflows

  • 7. Task Assigned

    • Trigger: Webhook fires when a task is assigned to a user
    • Data Sent: Task details, assignee, due date, and priority
    • Use Case: Project management and productivity tools

20.2 Webhook Module Integration

• 20.2.1 Webhook Execution Process

  When a configured event occurs, the webhook system follows this process:

  • 1. Event Detection

    The system monitors for configured events:

    • System continuously monitors for configured module events
    • Event data is captured in real-time as soon as it occurs
    • Webhook queue is updated with pending notifications for delivery

  • 2. Data Preparation

    Before sending the webhook, data is prepared:

    • Relevant entity details are compiled from the event
    • Data is formatted according to webhook configuration settings
    • JSON payload is prepared for transmission to the endpoint

  • 3. Webhook Delivery

    The webhook is delivered to your endpoint:

    • HTTP request is sent to the configured webhook URL
    • Selected method (POST, GET, PUT, or PATCH) is used for the request
    • Response status is logged for monitoring and troubleshooting

• 20.2.2 Example Webhook Implementation

  • Scenario: Company configures webhook for “New User” module with POST method

  • Configuration:

    • Webhook URL: https://company-api.example.com/webhooks/new-user
    • HTTP Method: POST
    • Module: New User
    • Status: Enabled

  • When Triggered:

    • New user “John Smith” is created in the company
    • System automatically sends POST request to configured URL
    • Request body contains user details in JSON format

  • Sample Payload:

                                                                
          {
          "event": "user_created",
          "timestamp": "2024-01-15T10:30:00Z",
          "user": {
             "id": 123,
             "name": "John Smith",
             "email": "john.smith@company.com",
             "role": "Sales Representative",
             "created_at": "2024-01-15T10:30:00Z"
          },
          "company": {
             "id": 456,
             "name": "ABC Corporation"
          }
          }
    
                                                            

• 20.2.3 Webhook Management

  • 1. Managing Webhooks

    After creating webhooks, you can manage them through these options:

    • Sync new leads and opportunities with external CRM systems
    • Update lead assignments in third-party tools
    • Maintain consistent data across multiple platforms

  • 2. Webhook Status Monitoring

    Monitor webhook performance and reliability:

    • Track webhook delivery success rates to ensure reliable integration
    • Monitor failed webhook attempts to identify issues quickly
    • View webhook execution logs for troubleshooting and auditing
    • Retry failed webhook deliveries manually when needed

  • 3. Security Considerations

    Follow these security best practices for webhook configuration:

    • Use HTTPS URLs for secure data transmission to protect sensitive information
    • Implement webhook signature verification on your receiving endpoints
    • Configure proper authentication on receiving endpoints to prevent unauthorized access
    • Monitor webhook logs regularly for suspicious activity or unauthorized attempts

• 20.2.4 Important Notes

  • Real-Time Delivery: Webhooks are triggered immediately when events occur in the system
  • Company-Specific: Each company manages their own webhook configurations independently
  • Retry Logic: Failed webhooks are automatically retried with exponential backoff to ensure delivery
  • Data Format: All webhook payloads are sent in JSON format for easy parsing
  • URL Validation: Webhook URLs are validated before saving configuration to prevent errors

21.1 Settings Architecture Overview

The platform provides isolated settings configuration for different user types to ensure proper data separation and control:

• 1. Settings Isolation

  The system maintains complete separation between different user levels:

  • Each company has completely separate settings that don’t affect other companies in any way
  • Super admins have access to global platform settings that affect the entire system
  • Settings automatically load based on the current user type when accessing the settings page

• 2. Permission-Based Access Control

  Access to settings is carefully controlled:

  • Settings visibility is controlled by user permissions and user type
  • Super admins have access to all settings categories for complete platform control
  • Company users have restricted access to specific settings categories relevant to their operations

21.2 Super Admin Settings

• 21.2.1 Comprehensive System-Wide Configuration

  Super Admins have access to 11 major settings categories for complete platform control:

  • 1. System Settings (Full Control)

    Configure fundamental system preferences:

    • Default Language: Multi-language support with country flags for visual identification
    • Date Format: Multiple format options with live examples showing how dates will appear
    • Time Format: Choose between 12-hour or 24-hour display with preview examples
    • Calendar Start Day: Set whether weeks start on Sunday or Monday
    • Default Timezone: Select from comprehensive timezone list for accurate time display
    • Email Verification: Toggle email verification requirement for new registrations
    • Landing Page Enabled: Enable or disable the public landing page

  • 2. Brand Settings (Complete Customization)

    Control the visual appearance of the entire platform:

    • Logo Management: Upload separate dark mode and light mode logos with media picker integration
    • Favicon: Set browser tab icon with live preview
    • Title Text: Define platform title displayed across the system
    • Footer Text: Add custom footer content for branding purposes
    • Theme Colors: Choose from 5 predefined colors (blue, green, purple, orange, red) or enter custom hex color
    • Sidebar Variants: Select inset, floating, or minimal sidebar styles
    • Sidebar Styles: Choose plain, colored, or gradient sidebar appearances
    • Layout Direction: Support for left-to-right or right-to-left text direction
    • Theme Mode: Enable light mode, dark mode, or system-based theme switching
    • Live Preview: Real-time preview of all branding changes before saving

  • 3. Currency Settings (Advanced Formatting)

    Configure how currency amounts are displayed throughout the platform:

    • Default Currency: Select from comprehensive currency database
    • Decimal Format: Set 0 to 4 decimal places with live preview
    • Symbol Position: Choose whether currency symbol appears before or after amount with visual examples
    • Decimal Separator: Select dot or comma as decimal separator
    • Thousands Separator: Choose comma, dot, space, or no separator
    • Float Number Toggle: Control whether decimal places are shown or hidden
    • Symbol Spacing: Add space between currency symbol and amount
    • Live Preview: Real-time formatting preview with test amounts

  • 4. Email Settings (SMTP Configuration)

    Configure email delivery for system notifications:

    • Provider Selection: Choose between SMTP, Sendmail, or Log drivers
    • SMTP Configuration: Set host, port, username, password, and encryption method
    • From Address/Name: Define default sender information for outgoing emails
    • Test Email: Built-in email testing functionality to verify configuration
    • Password Masking: Secure credential handling with masked password fields

  • 5. Payment Settings (30+ Gateways)

    Configure payment processing for the entire platform:

    • Global Gateway Configuration: Master payment method setup for the platform
    • Multi-Gateway Support: Enable Stripe, PayPal, Razorpay, Mercado Pago, Paystack, Flutterwave, and 24+ more payment gateways
    • Mode Management: Switch between sandbox and live environment for testing
    • Credential Security: Encrypted storage of API keys and secrets
    • Gateway Filtering: Safe public data exposure for frontend without revealing sensitive credentials

  • 6. Storage Settings (Cloud Integration)

    Configure file storage options:

    • Storage Types: Choose between local, AWS S3, or Wasabi cloud storage
    • File Management: Define allowed file types and maximum file size limits
    • AWS S3 Configuration: Set up cloud storage with AWS credentials
    • Wasabi Configuration: Configure S3-compatible alternative storage
    • Security: Manage access control and storage permissions

  • 7. ReCaptcha Settings (Security Integration)

    Configure bot protection for forms:

    • Version Support: Set up reCAPTCHA v2 or v3 configuration
    • Site Key/Secret Key: Enter Google reCAPTCHA credentials
    • Security Enhancement: Enable form protection and bot prevention

  • 8. Chat GPT Settings (AI Integration)

    Configure AI-powered features:

    • OpenAI API: Enter API key configuration for AI features
    • Model Selection: Choose GPT model version for AI functionality
    • AI-Powered Features: Enable integration for enhanced platform functionality

  • 9.Cookie Settings (GDPR Compliance)

    Configure cookie consent and compliance:

    • Enable Logging: Turn cookie logging on or off
    • Strictly Necessary Cookies: Configure essential cookies that are always required
    • Cookie Title: Set main cookie consent banner title
    • Strictly Cookie Title: Define essential cookies section title
    • Cookie Description: Write cookie consent description for users
    • Strictly Cookie Description: Explain essential cookies purpose
    • Contact Us Description: Add contact information for privacy questions
    • Contact Us URL: Link to contact page for privacy inquiries

  • 10.SEO Settings (Search Optimization)

    Configure search engine optimization:

    • Meta Management: Set meta keywords, descriptions, and images
    • Search Engine Optimization: Configure enhanced visibility settings
    • Meta Image: Upload image for social media sharing optimization

  • 11. Cache Settings (Performance Optimization)

    Manage platform performance:

    • Cache Management: Manual cache clearing functionality
    • Performance Monitoring: Cache size display and monitoring
    • System Optimization: Route, view, and application cache clearing

21.3 Company User Settings

• 21.3.1 Restricted but Comprehensive Configuration

  Company users have access to a focused subset of settings with complete isolation from other companies:

  • 1. System Settings (Limited Scope)

    Configure company-specific system preferences:

    • Language Configuration: Select company-specific language preference
    • Date/Time Formats: Set company date and time display preferences
    • Timezone: Configure company-specific timezone for accurate time display

  • 2. Brand Settings (Complete Customization)

    Control your company’s visual appearance:

    • Logo Management: Upload separate dark mode and light mode logos with media picker integration
    • Favicon: Set browser tab icon with live preview
    • Title Text: Define platform title displayed for your company
    • Footer Text: Add custom footer content for your branding
    • Theme Colors: Choose from 5 predefined colors (blue, green, purple, orange, red) or enter custom hex color
    • Sidebar Variants: Select inset, floating, or minimal sidebar styles
    • Sidebar Styles: Choose plain, colored, or gradient sidebar appearances
    • Layout Direction: Support for left-to-right or right-to-left text direction
    • Theme Mode: Enable light mode, dark mode, or system-based theme switching
    • Live Preview: Real-time preview of all branding changes before saving

  • 3. Email Settings (SMTP Configuration)

    Configure email delivery for your company:

    • Provider Selection: Choose between SMTP, Sendmail, or Log drivers
    • SMTP Configuration: Set host, port, username, password, and encryption method
    • From Address/Name: Define default sender information for your company emails
    • Test Email: Built-in email testing functionality to verify configuration
    • Password Masking: Secure credential handling with masked password display

  • 4. Currency Settings (Advanced Formatting)

    Configure how currency amounts display for your company:

    • Default Currency: Select from comprehensive currency database
    • Decimal Format: Set 0 to 4 decimal places with live preview
    • Symbol Position: Choose whether currency symbol appears before or after amount with visual examples
    • Decimal Separator: Select dot or comma as decimal separator
    • Thousands Separator: Choose comma, dot, space, or no separator
    • Float Number Toggle: Control whether decimal places are shown or hidden
    • Symbol Spacing: Add space between currency symbol and amount
    • Live Preview: Real-time formatting preview with test amounts

  • 5. Payment Settings (Company Gateways)

    Configure payment processing for your company:

    • Independent Payment Configuration: Set up company-specific payment gateway credentials
    • Gateway Selection: Choose from available payment methods enabled by Super Admin
    • Credential Management: Securely store your company payment credentials
    • Isolated Processing: Payment settings completely separate from other companies

21.4 Payment Gateway Configuration

• 21.4.1 Comprehensive Payment Processing Support

  • 1. Supported Payment Gateways (30+ Options)

    The platform supports a wide range of payment gateways:

    • Stripe: Credit card processing with advanced features
    • PayPal: PayPal account payments and credit card processing
    • Razorpay: Popular Indian payment gateway
    • Bank Transfer: Manual bank transfer processing
    • 30+ Gateways: Multiple international payment options available

  • 2. Gateway Management Features

    Control payment gateway configuration:

    • Enable/Disable Controls: Activate or deactivate individual gateways
    • Mode Selection: Switch between sandbox and live environment per gateway for testing
    • Credential Security: Encrypted storage with masked credential display
    • Configuration Validation: Required field validation per gateway to ensure proper setup

  • 3. Security and Compliance

    Payment processing security features:

    • Data Protection: Sensitive credentials are encrypted in storage
    • Access Control: Permission-based configuration access prevents unauthorized changes
    • Safe Data Exposure: Frontend-safe configuration filtering protects sensitive data

  • 4. Multi-Level Configuration

    Payment configuration works at multiple levels:

    • Super Admin Level: Control global gateway availability and configuration options
    • Company Level: Each company configures their own gateway selection and credentials
    • Isolated Processing: Complete separation between company payment configurations ensures data security