Sales (CRM) guide

Every employee has a Business access level set by an admin.

1. 1.Admin: Manage → People → open the person → Business access: No access, Only their own customers or Full access.
2. 2.No access hides Business from the rail; opening a link directly shows a no-access notice.
3. 3.Only their own customers sees only the customers they own and those customers' deals and documents. Admins always have full access.

The customer is the hub: contacts, deals, quotes, invoices and tasks all hang off one customer.

1. 1.Business → Customers → Accounts → Add customer. Fill in the name, type (Company / Individual), tax code (it looks up name and address for you), phone, address → Create.
2. 2.Have a list in Excel or your phone contacts? Import from file → choose a CSV exported from Excel, or a .vcf → review which rows are NEW and which exist → import.
3. 3.Search by name, phone, tax code or email. Open a customer to edit (Save) or delete it.

Customer names must be unique — if it says the name already exists, find the existing customer instead.

1. 1.In Accounts switch the view to By person.
2. 2.Add contact: name, email, phone, company, note → save.
3. 3.Open a contact to Compose email right away, or quickly create a deal, task or invoice for them. Sync from Google/Outlook pulls in your old address book.

A drag-and-drop board by stage: Lead → Qualified → Proposal → Won / Lost.

1. 1.Business → Sales → Deals → Add deal. Enter a name, pick the customer (and contact), value, stage, expected close date → Save.
2. 2.Move a deal by dragging its card to another column (or select it and use the left/right arrow keys).
3. 3.Open a deal to see its journey Deal → Quote → Close → Invoice → Paid, with Create quote, Create contract, Create invoice — documents created here carry the customer and value.
4. 4.Rename or add pipeline stages in Pipeline settings.

A deal needs a customer — create it in Accounts first.

1. 1.Sales → Quotes → Create quote (or from a deal). Pick the customer, valid-until date, add line items (name, qty, unit price, discount %, tax — + Add item); the total calculates itself → Save. Attach files with ＋ Add file (up to 25 MB).
2. 2.Send: Send drafts an email with the PDF and a link where the customer views and signs; or Copy signing link to send it another way. Sent it yourself? Mark sent. Download the PDF from the edit dialog.
3. 3.When the customer signs online the quote shows who signed. You can also set it with Accept / Decline / Reopen.
4. 4.Accepted quote: Convert to invoice — the new invoice copies every line.

The customer needs an email address in Accounts for Send to email it.

1. 1.Sales → Contracts → Create contract (or from a deal). Enter title, customer, value, signing date, start, end → Create.
2. 2.Status: Activate when it takes effect, then Complete or Cancel; Reopen if clicked by mistake.
3. 3.Changes in value: ＋ Add amendment (title, value ±, signing date).

The small number on Contracts counts contracts about to expire — open them to renew in time.

1. 1.Once: add your bank account under Settings → payment account so invoices carry a VietQR code.
2. 2.Money → Invoices → Create invoice: pick the customer, add lines or enter the amount, due date → Save. (Or Convert to invoice from a quote, Create invoice from a deal.)
3. 3.Hover an invoice row: Send (email with PDF and QR), Mark sent, Mark paid when the money arrives, Void if it was wrong.
4. 4.Filter Unpaid, Overdue, Paid, Draft. To void a paid invoice, open it → void paid invoice.

These are internal sales invoices for tracking receivables; they do not replace the e-invoice filed with the tax authority.

1. 1.A sent, unpaid invoice has Remind: send an email reminder (customer needs an email), copy a ready-made message to paste into a chat app, or send the QR transfer code.
2. 2.Edit the reminder wording under Edit reminder template….
3. 3.Reminders for subscription plans: see Recurring billing.

1. 1.Money → Recurring → Add plan: plan name, customer, price per period, cycle (Month/Quarter/Year), paid-until date, remind-before days, owner, optional transfer code → Create plan.
2. 2.When the customer pays: Record → amount, number of periods, method → confirm — the paid-until date moves forward.
3. 3.Plans due soon or overdue: Remind (email or copied message), snooze 3 or 7 days; stop with Stop billing. Export CSV for your accountant.

Set a transfer code and ask the customer to put it in the transfer note — with Incoming connected, the payment is suggested against the right plan.

Connect your company's Sepay or Casso account so bank transfers match invoices automatically.

1. 1.Money → Incoming → Connect account: choose the provider, enter the account number to watch (the same account printed on invoice QR codes).
2. 2.VNe shows a webhook URL and a secret key — the key is shown ONCE: copy it, confirm you saved it, and paste both into your Sepay/Casso dashboard.
3. 3.Recent incoming transactions shows Matched / Unmatched / Wrong account. For an unmatched one: Assign to invoice → search invoice number or customer → assign.

Reconnecting invalidates the old URL and key — update them in Sepay/Casso.

1. 1.Money → Purchases → Add purchase invoice: supplier, tax code, date, series, number, amount → Save.
2. 2.Faster: open the supplier's e-invoice email in your inbox and click Save to purchases.
3. 3.Actions menu: mark paid, back to unpaid, void, edit, open file.

Purchase invoices never count as revenue. Adding a duplicate tells you it is already in the book.

1. 1.Customers → Warranty, type the customer's phone, serial or item name → Look up: in warranty / expired / no warranty.
2. 2.Taking an item in: Open claim creates a BH: … task in Tasks.
3. 3.Items sold outside the system: Add sold item (item, purchase date, warranty months, customer name, phone, serial). Expiring soon lists items ending in the next 30 days.

For lookups to work, invoice/quote lines need Warranty (months) and Serial filled in.

1. 1.More → Tasks. Type a task → Add; set a due date and time, assign it to someone.
2. 2.Filter Mine / Assigned by me / All; tasks group into Overdue, Today, Upcoming.
3. 3.Tasks tied to a customer have call, email, create-quote and add-to-calendar buttons; Ask the assistant hands the task to the AI.