obsidian/Test/EventKit/03-CRMModule.md

tags

tags
eventkit

CRM Module

Purpose

Manage client relationships, sales pipeline, quoting, and communication for event companies. Tightly integrated with the 02-PlanningModule (won deals become events) and 01-InventoryManagement (quotes reference real equipment and pricing).

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Core Concepts

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

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Sales Pipeline

Default Stages

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).

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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	Each revision saved as separate version (v1, v2, v3…)
Quote templates	Reusable templates for common job types
PDF generation	Professional, branded quote PDFs
Quote → Invoice	Copy confirmed quote to invoice draft for manual adjustment
Quote → Event	Accepted quote auto-creates an event in the Planning module
Availability check	Verify equipment availability while building the quote
Client approval	E-signature approval with comments/conditions via client portal (simple approval for MVP, e-signature later)

Communication

Feature	Description
Email integration	Full IMAP/SMTP — send and receive emails from within the CRM
Email sub-addressing	Route emails to projects/clients via + addressing (e.g. crm+project123@company.com)
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 (copy to draft)
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
Deposit invoicing	Separate deposit invoice + final invoice (e.g. 50% upfront)
Purchase orders	Generate and track POs for consumables and sub-hire
Credit notes	Issue credit for cancellations or adjustments
Tax calculation	Per-product + per-customer tax logic (EU reverse charge for B2B) — configurable rates
Bank API integration	Open Banking APIs (PSD2) + generic bank statement import (CSV/MT940) for automatic payment matching
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

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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

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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)

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Data Import / Migration

Import from other systems is an optional future feature. Supported sources:

Source	Format
Spreadsheets	Excel / Google Sheets (CSV)
Rentman	CSV / API export
Flex Rental Solutions	CSV export
Current RMS	CSV / API export
EasyJob	CSV export
Custom / in-house systems	Generic CSV import

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Related Documentation

• 00-SystemOverview — High-level system overview
• 02-PlanningModule — Won deals become events
• 01-InventoryManagement — Quotes reference equipment catalogue
• 06-ModuleIntegration — CRM ↔ Planning ↔ Inventory flows