CRM & Sales

Overview

Tracks leads, customers, proposals, invoices, subscriptions, and full customer history in one pipeline.

Key concepts

Key terms, statuses, and records that appear in CRM & Sales in XFatora.

Setup & prerequisites

Connect required settings, templates, and defaults for CRM & Sales in XFatora.

Roles & permissions

Assign role-based access, approvals, and visibility for CRM & Sales in XFatora.

Main workflows

CRM & Sales module

is the heart of your sales and customer management. It helps you track leads, manage customer relationships, send proposals, and seamlessly move to invoicing all in one place. This module keeps your sales pipeline, client history, quotes, and billing in a

connected flow

, giving you full visibility and control over the sales process. Key benefits include more visibility into your pipeline, faster follow-ups on leads, and higher conversion rates of deals.

Lead Management and Sales Pipeline

Capturing Leads:

Enter new leads manually or import them (from a file or integration). Record essential details like contact info, company, source of lead, etc. You can also categorize leads by status or quality (e.g.

New

,

Contacted

,

Qualified

).

Pipeline Stages:

Organize leads into pipeline stages that reflect your sales process (e.g.

Prospect

,

Qualified

,

Proposal Sent

,

Negotiation

,

Won

). The system provides a visual Kanban or list view of all leads by stage for easy tracking of progress.

Activity Timeline:

For each lead, the CRM logs all interactions calls, emails, meetings, notes creating a timeline of activities. This

customer history

helps sales staff understand the context of each lead. Always update the leads record after each interaction (add notes, next steps, or schedule follow-up tasks).

Follow-ups and Reminders:

Use built-in reminders to never miss a follow-up. You can set a reminder or next action date on a lead. The module will notify you when its time to follow up, ensuring

faster follow-ups

on all leads.

Converting Leads to Customers

Qualification:

When a lead is ready to buy, mark it as

Qualified

or

Won

. The system can convert a lead record into a

Customer account

with one click. During conversion, you can choose to also create a contact person and even an opportunity or project if relevant.

Avoiding Duplicates:

If the leads company or email already exists as a customer, the module will prompt you to merge or link information rather than duplicating data. This keeps your client database clean.

Customer Profile:

Once converted, the customer has a profile in the system containing all previous lead info (now part of the clients history). The profile shows multiple tabs: general info, contacts at that company, past proposals, invoices, communications, and any linked projects or tickets.

Customer Management and Communications

Customer Records:

In the

Customers

section of CRM, you can view and edit all client details (address, industry, tax ID, etc.). Attach important documents (contracts, NDAs) to the customer profile for easy reference. Add multiple contacts under the customer if you work with several people at that company.

Notes and Files:

Use the

Notes

area on the customer record to jot down important info (e.g. client preferences or meeting summaries). These notes are internal and help anyone servicing the account to stay informed. You can also upload files to the customer record (such as a contract or design files) so all team members have access.

Activity & Emails:

The CRM & Sales module logs activities automatically. For example, if you email a proposal to a client from the system, that email is logged. If the client replies via the systems public link or designated email, the reply is recorded too. This way, each customers profile shows a running history of all communications.

Reminders & Tasks:

You can create tasks related to a customer (for example,

Prepare demo for Client A

or

Renew contract with Client B

). These tasks can be assigned to team members and will appear in both the CRM and (if enabled) the Projects module. Additionally, set automatic reminders on customer records for periodic check-ins (e.g. a quarterly business review reminder).

Proposals and Sales Quotes

Creating Proposals:

Generate professional proposals/quotations for your leads or customers directly from the CRM. Navigate to

Sales > Proposals

, then click

New Proposal

. Select an existing lead or customer, or create a prospect on the fly. Fill in proposal details: title, proposal date and expiration, and add line items (products or services, quantities, prices). You can pull items from your product catalog or type custom lines.

Proposal Templates:

The module allows using a template or previous proposal as a starting point. Common sections like cover letter, terms, and signature lines can be saved as default content, which you can modify per proposal. This saves time and ensures consistency.

Sending to Client:

Once the proposal is ready, send it to the client directly via the system. You can email a PDF version or send a secure link the client can view online and even

e-sign

if you enable that option. The system records when the client views the proposal.

Client Approval:

The client can accept or decline the proposal. If they accept (and e-sign if applicable), youll get a notification. The proposal status will automatically update to

Accepted

. If the client declines or requests changes, that feedback can be captured for follow-up.

Tracking Proposals:

All proposals are listed in the module with statuses:

Draft

,

Sent

,

Viewed

,

Accepted

,

Declined

,

Expired

. Filters let you quickly see which deals need attention (e.g. proposals sent but not yet responded to). This helps prioritize outreach and improves conversion by focusing on open deals.

Closing Deals Sales Orders and Invoicing

Sales Orders (Optional):

Depending on your workflow, you might convert an accepted proposal into a

Sales Order

or directly into an invoice. A sales order is an intermediary confirmation of the sale that can be used internally (especially if you need to trigger fulfillment or procurement). The CRM module can generate an order document similar to the proposal, listing the committed items/services.

Generating Invoices:

The

CRM & Sales

module tightly integrates with the accounting/invoicing system. From an accepted proposal or sales order, simply click

Convert to Invoice

. The system will create a draft invoice carrying over all the items, prices, and client info. You can review and make minor edits (e.g. invoice date or numbering) and then send the invoice to the client for payment. This one-click conversion ensures no details are lost and billing is connected to the initial deal.

Billing and Payments:

The invoice generated will appear in the Finance module (Core Accounting) for tracking. You can record payments against it when the client pays. The CRM module lets salespeople view the status of their deals invoices (paid or outstanding) so they have full context of the

billing in the same flow

without needing to ask accounting.

Post-Sale Follow-up:

After a deal is closed and delivered, use the CRM to maintain the relationship. Schedule a follow-up call or meeting via a task or reminder (e.g. Check satisfaction with Product in 1 month). Happy customers are prime for renewal or upsell, and the CRM helps you stay proactive.

Reporting and Dashboards

Real-time Dashboard:

The CRM dashboard gives a real-time snapshot of sales performance. Youll see metrics like number of new leads this month, deals in each stage, conversion rates, and total sales won. Charts might include your sales funnel (lead-to-customer conversion pipeline) and leaderboards of top performing sales reps.

Sales Reports:

Use built-in reports to dig deeper. For example,

Leads by Source

(to see which marketing channels yield the most leads),

Pipeline Forecast

(the value of deals in each stage, often weighted by probability), and

Sales Activities

(calls/meetings logged by each rep). These reports help in identifying bottlenecks and opportunities in the process.

Customer Reports:

Analyze your customer base with reports like

New vs Returning Customers

,

Sales by Customer

(who your biggest clients are), and

Churn Rate

(if applicable). This information is valuable for account management strategy.

Pipeline and Conversion Analytics:

The module can show how long leads stay in each stage on average, and the overall conversion rate from lead to customer. By monitoring these, you can identify if, say, many leads get stuck at proposal stage or if conversion is low for certain salespersons, and take corrective action (provide training, adjust messaging, etc.).

Forecasting:

With enough data, the CRM & Sales module allows basic forecasting. Based on the deals in pipeline and their stages or set close dates, you can project expected revenue in upcoming months. While not as advanced as dedicated tools, this gives a forward-looking view to plan resources and targets.

Each of these features works together to ensure you can efficiently manage prospects through to clients. The CRM & Sales modules unified approach means your team spends less time switching tools and more time building relationships and closing deals. By keeping the sales pipeline organized and every interaction logged, you ensure nothing falls through the cracks and you deliver a smooth experience from initial contact to final sale.

Screens & fields reference

Use these screens and fields to complete tasks inside CRM & Sales in XFatora.

Automations & notifications

Review automation rules and notifications available in CRM & Sales in XFatora.

Reports & dashboards

Track KPIs and dashboards powered by CRM & Sales in XFatora.

Common mistakes

• Skipping required configuration before the first workflow.
• Not assigning the correct permissions for team roles.
• Forgetting to review automation or notification settings.

FAQs

Troubleshooting

Related modules