CRM implementation
CRM system for businesses to track leads, quotations and follow-up
A CRM system for businesses organises prospects, quotations, customer records and follow-up dates in a shared sales workflow. We can configure Odoo or another suitable system, with any migration and training agreed in scope.
CRM system for businesses: what the service covers
A quotation went out on WhatsApp and nobody replied. A customer asked for a price three weeks ago and the rep cannot remember who it was. The sales manager does not know how many deals are open, or how many will close this month.
These are organisation problems before they are selling problems. When customer data lives on a rep’s phone, it leaves with the rep. A CRM moves that data to a place the company owns and everyone sees according to their permissions.
What you see every morning
- A pipeline board. One card per opportunity, dragged across columns such as New, Contacted, Quotation, Negotiation and Won. You name the stages to match how you sell.
- Activities and reminders. Each opportunity carries a next step with a date: a call, a visit, a quotation to send. Overdue steps show in red for the owner and the manager.
- A customer timeline. Calls, messages, notes and quotations sent, in order. Whoever takes over the customer can follow the history.
- Forecasts. The value of open deals weighted by stage, so you know what the month is likely to bring before it ends.
- Lost reasons. Every lost deal is closed with a recorded reason: price, competitor or timing. After two months the numbers tell you why you lose.
Where opportunities come from
- Your website’s contact form creates a new opportunity automatically and assigns it to the team.
- Emails to your sales address turn into opportunities.
- Leads from exhibitions or phone lists go in together from one spreadsheet.
- WhatsApp conversations are logged by the rep on the customer card. For automatic replies and reminders, see WhatsApp automation.
- Ad results are measured and tied to opportunities when conversion tracking is part of the project.
From opportunity to quotation to invoice
When a customer reaches the pricing stage, the quotation is produced from inside the card, in a template with your branding, and the customer can accept it online. Acceptance turns it into a sales order, then a delivery order for the warehouse and an invoice for accounts.
That chain is why we build most CRMs on Odoo. The CRM app works with Sales, Inventory and Accounting on the same data, so nothing is exported and imported between two programs. For the GTP factory we used Perfex CRM with a production module on top, and the case study explains how.
Teams, permissions and targets
- Separate sales teams by product, city or channel, each with its own board.
- Reps see their own opportunities, managers see the team, management sees the totals.
- Monthly targets per rep or per team, compared with what actually closed.
- New leads distributed in turn, by region or by product type.
Bringing your existing customers in
We take what you have: spreadsheets, an export from old software, numbers kept in reps’ phones. We remove duplicates, merge a customer registered twice, tidy the fields and import a sample for you to check before the rest. After that, the team has no reason to go back to spreadsheets.
Training the sales team
A rep needs to learn four things: open an opportunity, log a call, set the next step, send a quotation. We train the team on those four first, then train the manager on the boards and reports. A team that sees the value in its first week keeps using the system.
After launch
A few weeks in, we review with you: stages nobody uses, missing fields, reports the manager wants laid out differently. We adjust to what real use shows. If you need a function that does not exist, custom Odoo apps cover it. If HR will later use the same system, the HR apps page explains how that is added.
Who this suits
- A company whose reps follow customers by phone or WhatsApp.
- A contracting or services firm sending large quotations that need chasing after they go out.
- A factory or distributor that wants the quotation tied to stock and invoice.
- A business that advertises online and wants to know which ad brought the customer who bought.
The written quote
After the call we send a written quote that sets the scope and timeline. It sets out the sales stages we will build, the lead sources, the data we migrate, training and timeline. The written quote fixes scope and schedule.
Frequently asked questions
No. Start with the CRM app alone and your data sits in one database. When you want quotations, invoices and stock, you add them on top without moving or re-entering anything.
Yes. We collect the files, remove duplicates, tidy the fields and import a sample for you to review before we finish the rest. Whatever sits on reps' phones needs to reach us in a file so we can load it.
Reps log conversations on the customer card. Automatic replies and appointment reminders are a separate service, explained on the WhatsApp automation page, and the written quote states what is in your project.
It depends on the number of sales stages, lead sources, old data and users. The written quote gives the timeline after the 20-minute call.
Yes. A website form feeds opportunities directly, and quotations become invoices inside Odoo. Connecting an outside program is discussed on the call, according to the software you use.
