CRM & Portals
A CRM built around your business, not the other way around.
Superstack offers custom CRM development NZ and Australian businesses can shape around their own process. It suits teams that have outgrown spreadsheets or given up bending a generic CRM to fit. We map how you already win and look after customers, then build a CRM with your stages, your fields and your follow-ups, connected to your accounting software and usable from any phone.
your process, someone else's software
custom CRM development for NZ businesses
Good custom CRM software starts with your process, not a feature list. We write down how an enquiry becomes a customer in your business, then build the modules that match it. The result is a tailored CRM system: the parts you need, named the way your team talks, with nothing to switch off.
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Every enquiry lands in one list, whether it came through the website form, a phone call, an email or a staff member at a site visit. Each lead records where it came from and who owns it. A receptionist can create the lead while still on the call, and the right salesperson sees it straight away with the caller's details and the job they described.
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Your pipeline uses your stages. A cleaning company runs Enquiry, Site walk-through, Quote sent, Trial clean, Contract signed. A recruitment firm looks nothing like that. We set the stages, required fields and custom fields to match, so moving a deal forward means the right information is in, and managers see what is stuck and why.
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Follow-ups run on rules you choose. When a quote has sat unopened for a few days, the customer gets a short email. If there is still no reply, the salesperson gets a task to call. Messages go by email or SMS, and the CRM logs every one against the customer so nobody sends the same reminder twice.
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Build a quote from your own price list and templates, send it as a link, and see when the customer opens it. The customer accepts online, and the accepted quote moves the deal to the next stage on its own. No retyping the same line items into a separate quoting tool, and no hunting for the latest version in an email thread.
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Many businesses sell to one company but work at several addresses. The CRM keeps customers, contacts and sites separate, so a property manager with several buildings is one customer with several sites, each with its own access notes, contacts and history. Staff pick the site when they create a quote or job instead of typing the address again.
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Contracts, site photos, signed forms and compliance certificates sit on the customer or site record, not in a shared drive folder nobody can find. Staff upload from their phones on site. When a customer asks for a copy of last year's agreement, anyone in the office can find it from the customer record in a few seconds.
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Calls, emails, notes and tasks all appear on one timeline for each customer. A salesperson opening a record before a call sees the last conversation, the open quote and any complaint from the service team. Managers can assign tasks, set due dates and see which ones are overdue across the team, without asking around.
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Reports answer the questions you actually ask on a Monday morning: how many enquiries came in, where they came from, which quotes are waiting and what is likely to close this month. Forecasting uses your own stages and history, not a generic probability. Filter reports by salesperson, region or service line, and export them when the accountant asks.
The enquiry form feeds the CRM directly, so the lead exists before anyone touches it. AI reads the message and suggests a priority and service type, which the sales rep confirms when they pick it up. The rep builds and sends the quote. The system handles the reminders. When the customer accepts, the CRM creates the job for the operations team and raises the invoice in your accounting software. Nobody retypes anything. People make the judgement calls. The software does the copying and chasing.
Your accounting software receives invoices and customer records and sends back payment status, so sales can see who has paid. MYOB works the same way if that is your accounting system. Stripe and GoCardless take card and direct debit payments. Google Workspace and Microsoft 365 sync email and calendars, Twilio sends SMS, website forms create leads, and we migrate your HubSpot data across.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional. The CRM works fully without it, and we only add it where it saves your team real time. Read more about how we use AI and how it fits into business process automation.
A short brief of past jobs, open quotes and recent complaints, so the rep is ready in seconds.
A suggested first response the rep edits and sends, in your business's tone.
Sort enquiries by service type and urgency so your team calls the best ones first.
A prompt on stalled deals with the most sensible next step.
The office team and managers work in the web app: managing the pipeline, building quotes, running reports and setting up follow-up rules. It runs in any browser, with user roles so each person sees what their job needs and nothing they shouldn't.
Salespeople and field staff use the mobile app to check a customer's history before a visit, add notes and photos on site, log calls and update a deal's stage from the car park.
Customers log in to accept quotes, see their documents and service history, update their contact details and raise requests. All three share one database, so a change in one place shows everywhere.
Track contract leads from site walk-through to signed agreement, with sites and access notes per client.
TradesTurn phone enquiries into quotes fast and chase them automatically.
GymsManage membership enquiries, trial passes and follow-ups in one pipeline.
ClinicsTrack referrals and enquiries with the right privacy controls.
PropertyKeep owners, tenants and properties linked, with every conversation on record.
RecruitmentRun separate pipelines for clients and candidates.
Professional servicesManage proposals, engagement letters and client history.
Quickest start
We customise an existing Superstack CRM module with your stages, fields and follow-up rules. It is the fastest route to a working CRM, and suits teams whose sales process is close to the usual pattern.
Most common
We combine modules, such as CRM, quotes, jobs and a customer portal, into one platform shaped around your process. Most CRM projects land here, because the CRM rarely stands alone once quotes and jobs are involved.
Fully bespoke
A fully bespoke CRM, New Zealand-built and designed from scratch for a sales or service process that nothing off the shelf can handle. It suits unusual pipelines, complex pricing or strict data rules.
Yes. Replacing a generic CRM that no longer fits is one of the most common reasons people come to us. We start by mapping what your team actually uses in the current system and what they work around, then build a CRM that covers the real process. Your data comes across during the switch, and we can run both systems side by side for a short period so nobody loses track of a live deal. See our CRM replacement service for more detail.
Yes. Your accounting software is the integration we build most often. Accepted quotes create draft invoices in your accounting software, customer records stay in sync, and payment status flows back into the CRM so your sales team sees who has paid without asking accounts. If you use MYOB instead, the same approach applies. We set up the connection so each piece of information is entered once and appears where it is needed.
Yes. Every CRM we build works on mobile, and we can add a dedicated mobile app for field and sales staff. On their phones, staff can look up a customer before a visit, add notes and photos, log a call, update a deal's stage and take a signature. User roles control what each person can see and change, so a contractor sees only their jobs.
Yes. A customer portal lets your customers log in to accept quotes, view invoices and documents, see service history and raise new requests. It reads from the same database as your CRM, so what a customer sees is always current. Customers can help themselves at any time of day instead of emailing to ask for a copy of something.
Yes. We build a custom CRM in modules, so you start with leads, pipeline and quotes, then add jobs, a customer portal, reporting or AI features once the first version is in daily use. Starting small means your team adopts it sooner, and real use shapes the next stage rather than guesses. We plan the database with later modules in mind.
Yes. Your data belongs to your business. It sits in a database you can export from at any time, and we agree the ownership terms for the software itself before the build starts. You are not locked into a per-user licence that makes leaving expensive. If you ever want another developer to take over, the data and documentation go with you.
It depends on your team size and how much you need to customise the subscription. As a CRM development company NZ businesses talk to directly, we give you a straight comparison. A subscription is a recurring cost that rises with every user and add-on, while a custom CRM is mainly an upfront build with ongoing hosting and support. In a first conversation we compare both for your situation, including what you already spend on workarounds and extra tools.
We export your customers, contacts, deals, notes and documents from your current system, whether that is HubSpot, another CRM or a set of spreadsheets. We clean up duplicates and map the old fields to the new structure, then import a test copy for your team to check. Once you are happy, we run the final migration and switch over at a quiet time for your business.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Describe your sales process in five steps. We'll show you the CRM that matches it.
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