Custom End-to-End CRM Build

SALES CRM REQUIREMENT DOCUMENT
Company Profile: We are a PEB (Pre-Engineered Building) manufacturing company. We are planning to implement Zoho CRM primarily for our sales department to manage leads, inquiries, follow-ups, activities, and reporting.
Team Structure:
•
Sales Executive/ CRM Administrator – 1 User
•
Sales Executive – 2 Users (Hiring in Progress)
•
Director / Management Dashboard – 1 User
Total Expected Users: 4

Current Sales Process:
1. Business Development Activities Our sales team generates business through:
• Cold Calling
•Field Visits (Architect, Consultant, Engineer, civil contractor)
•Site Visits
•Google Research
•LinkedIn Research
•Networking and References

2. Lead Management When a prospect shows interest, the lead should be created in CRM.
Lead Sources:
•Cold Calling
•Field Visit (Architect, Consultant, Engineer, civil contractor)
•Site Visit
•Google Research
•LinkedIn Research
•Reference
•Direct Inquiry

Lead Stages:
 Lead Created
•
Basic details entered (Name, Company, Contact, Email, Address, Source)
 Follow-up
•
Prospect contacted and ongoing discussions.
 Meeting Scheduled
•
Physical meeting/site meeting planned.
 Meeting Done
•
Meeting completed.
 Inquiry Received
•
Client sends requirement, drawings, BOQ, or requests quotation.
 Lost / Not Interested
•
Lead closed without opportunity
Inquiry Stages:
•
Inquiry Received
•
Sent for Estimation
•
Quotation Sent
•
Follow-up
•
Negotiation
•
Order Won
•
Order Lost
4.
Activity Management Sales team should be able to record:
•
Meetings
•
Site Visits
•
Follow-ups
•
Tasks
•
Calls
•
Notes
•
Client Discussions
5.
Document Management CRM should allow storage of:
•
Quotations
•
Drawings
•
BOQs
•
Site Photographs
•
Client Documents
•
Other Project-Related Files
All documents should remain linked to the respective lead or inquiry record.
6.
Calendar & Task Management Required Features:
•
Daily To-Do List
•
Follow-up Reminders
•
Meeting Scheduling
•
Site Visit Scheduling
•
Activity Calendar
•
Overdue Follow-up Alerts

7.
Reporting & Dashboards
Management Dashboard Requirements:
Lead Reports:
•
Number of qualified leads generated
•
Lead source-wise report
•
Lead owner-wise report
Activity Reports:
•
Meetings conducted
•
Site visits conducted
•
Follow-ups completed
•
Pending activities
Inquiry Reports:
•
Number of inquiries received
•
Inquiry source-wise report
•
Inquiry owner-wise report
Quotation Reports:
•
Quotations submitted
•
Quotations under negotiation

Sales Reports:
•
Orders won
•
Orders lost
•
Conversion ratio
•
Salesperson performance
8.
Weekly & Monthly Reporting
Required:
•
Weekly performance reports
•
Monthly performance reports
•
Salesperson-wise performance tracking
•
Lead-to-inquiry conversion tracking
•
Inquiry-to-order conversion tracking
9.
Automation Requirements

Please demonstrate:
•
Automated task reminders
•
Follow-up reminders
•
Activity notifications
•
Scheduled management reports
•
Dashboard access for Director
Key Objective:
We need a CRM system that helps us:
•
Track qualified leads
•
Manage inquiries efficiently
•
Monitor salesperson activities
•
Store project-related documents
•
Improve follow-up management
•
Measure conversion and sales performance through dashboards and reports
During the demo, kindly focus on demonstrating how Zoho CRM can be configured to support the above workflow.