CRM

The CRM turns inbound interest into paying work. It brings leads, deals, and outreach together so nothing slips through the cracks — and one contact record powers everything downstream, from the first email to the final invoice.

• Lead conversion engine — move outreach to leads and leads to deals, changing status right from the record.
• Deal pipelines — a visual kanban of every opportunity, with work, billing and time on each card.
• Prospect generation — real businesses from the web, public social pages and Google Maps, checked and scored.
• Lead forms — public questionnaires whose responses arrive as leads.
• AI proposals & SOWs — documents, slides or one-pagers written from everything on the lead.
• Contact intelligence — one contact record connects leads, deals, projects, and invoices.
• Consultant commissions — per-deal commission rates, paid automatically when deals close.

Outreach is your top-of-funnel: a database of prospects you are contacting before they become qualified leads. Each outreach record tracks the platform you reached out on, the reply status, and your notes. You can add prospects manually, find real businesses with prospect generation, or collect enquiries with a public lead form that creates leads directly.

On an outreach, lead or deal sheet, the status badge next to the title is a switch. Click it to see Move forward to and Move back to, and pick the new status without leaving the record.

• Outreach moves forward one step at a time (New → Preparing Bid → Submitted) or back to any earlier status. Once converted to a lead, its status is fixed.
• Leads follow the lead stages: New, Contacted, Qualified, Proposal, Agreement, Prospective, Cold, Won and Lost.
• Deals move through Planning, In Progress, Maintenance, On Hold, Completed and Dropped.

The core CRM flow moves an interested party through three stages:

1. 1
   Outreach → Lead

   When a prospect responds and shows genuine interest, convert them to a lead. Leads carry richer detail: requirements, budget, a proposal, and a scope of work (SOW).
2. 2
   Lead → Deal

   Once a lead is qualified, promote it to a deal on your pipeline. Deals have a value, a stage, and an expected close, and appear on the kanban board.
3. 3
   Deal → Project

   When a deal is won, link it to a project to begin delivery. The relationship stays connected so revenue and work stay in sync.

Deals live on a kanban board whose columns are the deal stages; move a card to move the deal. Each card shows how far the work has got (Work N% · x/y milestones), a time chip, and how much has been paid so far.

Open a deal and the top of the sheet answers three questions:

• Work Progress — by milestones completed, or by deliverables approved.
• Paid — how much the client has paid and how much is still to come.
• Time Left — days to the deadline, due today, or overdue.

Beside it, Billing splits the deal value into paid, invoiced but unpaid, and not yet invoiced (amounts before GST), Work counts milestones and deliverables and names the next milestone, and Timeline shows the start, the deadline and the time used. These figures never show profit or company cost; the company margin is visible to the owner and managers only.

The deal's Statement of Work box shows the current SOW — whether it was uploaded to the deal or came from the lead — with its earlier versions. When a deal is won, Create Project from Deal sets up delivery; a deal has one project, so a second one is refused.

CRM → Dashboard opens with headline numbers (total leads, pipeline value, conversion rate, open deals, outreach and follow-ups due) and charts that draw from your live data:

• Sales funnel — outreach → leads → deals → closed over the last 12 months, each stage split by status.
• Leads won and lost, Which sources win and Pipeline stages.
• Outreach that became leads and Outreach platforms.
• Team leaderboard — who is bringing work in.

Panels for leads needing attention, recent leads and upcoming follow-ups sit alongside. Like every dashboard, it can be rearranged — see Dashboard & Reports.

On a lead, Add proposal and Add Statement of Work open one dialog with three ways in:

• Upload a file — PDF, Word, Markdown or text.
• Start from blank — a Document in the editor, or an Artifact: paste or write HTML for slides, a one-pager or a page.
• Generate with AI — as a Document, Slides (16:9) or a One-pager (A4), with optional instructions.

Adding a new one keeps the previous version in history. Slides can be presented full screen and any artifact downloads as a PDF — see Artifacts. Managers can share a colleague's proposal with people who have a GigRoot account; clients without one get the public link.

When AI writes a proposal, SOW or artifact for a lead — or for a deal that came from one — it reads everything on the lead, gathered fresh at that moment:

• the lead's details: contact, company, requirement, budget, source, custom fields, lead form answers and the outreach it came from;
• the timeline — notes, emails, calls and meetings, and the client chat, newest first;
• the text inside its attachments: PDF, Word, PowerPoint and Excel files, plus text, Markdown and CSV (up to 12 files).

When a long history does not fit, the older part is summarised and the summary is kept, so nothing is simply cut off. The lead's AI Chat Assistant works from the same brief, together with the current proposal and SOW.

If a consultant or partner sources or closes a deal, set a per-deal commission rate on the deal. When the deal closes (or when payment is received, depending on your settings), GigRoot credits the commission automatically, so you never reconcile payouts by hand. Commission behavior is configured in Settings → Incentives & commissions.