--- tags: - eventkit --- # CRM Module ## Purpose Manage client relationships, sales pipeline, quoting, and communication for event companies. Tightly integrated with the [[02 - Planning Module]] (won deals become events) and [[01 - Inventory Management]] (quotes reference real equipment and pricing). --- ## Core Concepts ```mermaid graph TD Company["Company / Organisation"] Contact["Contact / Person"] Lead["Lead"] Deal["Deal / Opportunity"] Quote["Quote"] Invoice["Invoice"] Activity["Activity\n(call, email, meeting)"] Company -->|"has many"| Contact Lead -->|"converts to"| Deal Deal -->|"belongs to"| Company Deal -->|"has"| Quote Deal -->|"generates"| Invoice Contact -->|"has many"| Activity Deal -->|"has many"| Activity ``` --- ## Sales Pipeline ### Default Stages ```mermaid graph LR Lead["Lead"] --> Qualified["Qualified"] Qualified --> Proposal["Proposal Sent"] Proposal --> Negotiation["Negotiation"] Negotiation --> Won["Won ✅"] Negotiation --> Lost["Lost ❌"] ``` Stages are **fully customisable** per instance. Multiple pipelines can exist (e.g. one for equipment hire, another for production services). --- ## Feature Breakdown ### Contact Management | Feature | Description | | -------------------- | --------------------------------------------------------------- | | Companies & contacts | Separate entities linked together — one company, many contacts | | Contact segmentation | Tags, categories, and custom fields for filtering | | Interaction history | Full timeline of calls, emails, meetings, and notes per contact | | Duplicate detection | Warn when creating contacts with similar names/emails | | Import / export | CSV import for initial migration, bulk export | | Custom fields | User-defined fields per company and contact | ### Sales Pipeline | Feature | Description | | ------------------------ | --------------------------------------------------------- | | Visual pipeline | Drag-and-drop deal cards across stages | | Deal value & probability | Expected revenue with weighted probability | | Weighted forecast | Pipeline value weighted by probability per stage | | Multiple pipelines | Separate pipelines for different service lines | | Win/loss analysis | Track reasons for winning or losing deals | | Pipeline reporting | Conversion rates, average deal size, sales cycle duration | ### Lead Management | Feature | Description | | ---------------------- | -------------------------------------------------------------- | | Lead capture | Web forms, API, manual entry | | Lead source tracking | Where the lead came from (website, referral, trade show, etc.) | | Lead scoring | Automatic or manual scoring to prioritise follow-up | | Lead assignment | Rules-based or manual assignment to sales reps | | Lead → Deal conversion | Convert a qualified lead into a deal with one click | ### Quoting | Feature | Description | | ------------------- | ---------------------------------------------------------------- | | Quote builder | Build quotes from the equipment catalogue with real-time pricing | | Line items | Equipment hire, crew costs, transport, consumables, sub-hire | | Discount management | Per-line or overall discounts with approval workflows | | Quote versioning | Track revisions sent to the client | | Quote templates | Reusable templates for common job types | | PDF generation | Professional, branded quote PDFs | | Quote → Event | Accepted quote auto-creates an event in the Planning module | | Availability check | Verify equipment availability while building the quote | ### Communication | Feature | Description | | ------------------ | ---------------------------------------------------------- | | Email integration | Send/receive emails from within the CRM (IMAP/SMTP or API) | | Email templates | Reusable templates for common communications | | Call logging | Log phone calls with notes and outcomes | | Meeting scheduling | Schedule and track meetings | | Activity timeline | Unified feed of all interactions per contact/company/deal | ### Invoicing & Accounting (Integrated) EventKit includes **built-in accounting features** as the primary financial workflow. External integrations (Xero, QuickBooks) are available but secondary. | Feature | Description | | ----------------------- | ------------------------------------------------------- | | Invoice generation | Generate invoices from confirmed quotes or events | | Line item detail | Equipment, crew, transport, consumables, sub-hire costs | | Invoice status tracking | Draft → Sent → Paid → Overdue | | Payment tracking | Record payments received, partial payments, deposits | | Purchase orders | Generate and track POs for consumables and sub-hire | | Credit notes | Issue credit for cancellations or adjustments | | Financial reporting | Revenue, expenses, profit/loss per event and period | | Xero integration | Optional sync — invoices, payments, contacts | | QuickBooks integration | Optional sync — invoices, payments, contacts | ### Reporting | Report | Description | | --------------------- | ------------------------------------------------------- | | Sales dashboard | Pipeline value, deals won/lost, revenue by period | | Rep performance | Deals per rep, conversion rate, average deal value | | Client ranking | Top clients by revenue, frequency, or lifetime value | | Revenue forecast | Projected revenue from pipeline weighted by probability | | Lead source ROI | Which lead sources generate the most revenue | | Quote conversion rate | What percentage of quotes become confirmed events | --- ## Event Industry CRM Specifics Unlike generic CRMs, the EventKit CRM understands: | Concept | How It Applies | | ------------------------- | ---------------------------------------------------------------------- | | **Seasonal demand** | Dashboard shows booking density, warns about capacity in peak season | | **Repeat clients** | Track client event history, preferences, and standard setups | | **Technical riders** | Store client technical requirements for quick quoting | | **Venue preferences** | Link clients to preferred venues | | **Equipment preferences** | Record client brand/model preferences for future quotes | | **Event types** | Categorise deals by event type (corporate, concert, wedding, festival) | ### Client Portal Clients can log in to a self-service portal: | Feature | Description | | ----------------- | ---------------------------------------------- | | View quotes | See all quotes sent to them | | Approve / deny | Accept or reject quotes with comments | | Event status | Track active events and their current phase | | Download invoices | Access and download invoices and receipts | | Communication | Respond to messages without leaving the portal | --- ## Equipment Pricing | Pricing Model | Description | | ------------------ | -------------------------------------------------------------------- | | **Per-day rate** | Standard hire rate per day — used for equipment rental | | **Per-event rate** | Flat rate per event — used for service-oriented pricing | | **Tiered rates** | Discounted rates for longer hires (e.g. weekly, monthly) | | **Seasonal rates** | Different pricing for peak vs. off-season (future enhancement) | | **Weekend rates** | Different pricing for weekday vs. weekend hires (future enhancement) | --- ## Related Documentation - [[00 - System Overview]] — High-level system overview - [[02 - Planning Module]] — Won deals become events - [[01 - Inventory Management]] — Quotes reference equipment catalogue - [[06 - Module Integration]] — CRM ↔ Planning ↔ Inventory flows