# CRM Overview

BasedInbox CRM helps you manage customer relationships alongside your financial data. Track leads, manage deals, and automate follow-ups — all in one place.

# Core Concepts

# Contacts

People and companies you do business with:

• Customers — People who buy from you
• Leads — Potential customers in your pipeline
• Vendors — Companies you purchase from
• Contact Persons — Individuals at companies

# Deals

Opportunities moving through your sales process:

• Track value and probability
• Move through pipeline stages
• Link to contacts and activities

# Pipelines

Visual representation of your sales process:

• Customizable stages
• Drag-and-drop kanban view
• Multiple pipelines per workspace

# Getting Started

# Creating Your First Contact

1. Go to CRM > Contacts
2. Click Add Contact
3. Fill in details:
   • Name and company
   • Email and phone
   • Lifecycle stage (lead, customer, etc.)
   • Tags for organization

# Setting Up Your Pipeline

1. Go to CRM > Pipeline
2. Click Settings (gear icon)
3. Add stages that match your sales process:
   • Lead In
   • Qualified
   • Proposal Sent
   • Negotiation
   • Won / Lost

# Creating a Deal

1. From the Pipeline view, click Add Deal
2. Select or create a contact
3. Enter deal details:
   • Name and value
   • Pipeline and stage
   • Expected close date
   • Notes

# Contact Management

# Contact Fields

Field	Description
Name	Full name or company name
Email	Primary email address
Phone	Contact number
Company	Associated company
Lifecycle Stage	Lead, qualified, customer, churned
Owner	Team member responsible
Tags	Custom categorization
Lead Source	How they found you

# Lifecycle Stages

Track where contacts are in your relationship:

• Subscriber — Signed up for newsletter
• Lead — Showed initial interest
• Qualified — Meets your criteria
• Opportunity — Active sales discussion
• Customer — Made a purchase
• Churned — Former customer

# Lead Scoring

Automatically score leads based on:

• Profile completeness
• Email engagement
• Website activity
• Deal progress

Higher scores indicate warmer leads.

# Pipeline Management

# Kanban View

The default pipeline view shows:

• Deals as cards in columns
• Drag to move between stages
• Quick stats per stage (count, value)
• Color coding by age or value

# Deal Details

Click a deal to see:

• Contact information
• Deal value and probability
• Activity timeline
• Linked emails and documents
• Notes and tasks

# Bulk Actions

Select multiple deals to:

• Move to another stage
• Assign to team member
• Add tags
• Delete

# Activities

Track all interactions with contacts:

# Activity Types

• Email — Sent/received emails
• Call — Phone conversations
• Meeting — Scheduled meetings
• Note — Internal notes
• Task — To-do items

# Logging Activities

1. Open a contact or deal
2. Click Add Activity
3. Select type and add details
4. Save to timeline

# Activity Feed

The activity feed shows:

• All recent interactions
• Filterable by type
• Chronological order
• Quick actions (reply, follow-up)

# Contact Integration

# From Accounting

Contacts sync with the Accounting module:

• Customers appear as invoicing contacts
• Vendors link to bill contacts
• TIN and address data shared

# From Inbox

Email contacts auto-populate:

• New senders create contact records
• Email history linked to contact
• Reply directly from contact view

# Search and Filter

# Quick Search

Use the search bar to find:

• Contact name or company
• Email address
• Phone number
• Deal name

# Advanced Filters

Filter contacts by:

• Lifecycle stage
• Owner
• Tags
• Date created
• Last activity

# Saved Views

Save filter combinations:

1. Set your filters
2. Click Save View
3. Name it (e.g., "Hot Leads")
4. Access from the sidebar

# Import and Export

# Importing Contacts

1. Go to CRM > Import
2. Upload CSV file
3. Map columns to fields
4. Review and confirm

# Exporting Data

1. Filter to desired contacts
2. Click Export
3. Choose format (CSV or Excel)
4. Download file

# Tips and Best Practices

# Contact Organization

• Use tags consistently — Create a tagging convention
• Keep stages updated — Move contacts through lifecycle
• Add notes liberally — Future you will thank you

# Pipeline Hygiene

• Review weekly — Move stale deals
• Set expected close dates — Forecast accurately
• Archive lost deals — Keep pipeline clean

# Activity Tracking

• Log all interactions — Build complete history
• Use tasks for follow-ups — Never forget to follow up
• Link emails — Keep communication in context

# Next Steps

• Email Sequences — Automate follow-up emails
• Invoicing — Create invoices for customers
• Settings — Configure CRM preferences