CRM & Portals
Leads, opportunities, pipelines, quotes and follow-ups: a sales CRM built around how your team actually closes.
Superstack builds sales CRMs for managers and owners who want every lead answered, every quote chased and a forecast they can defend. Our sales CRM development starts with how your reps already sell, then shapes the lead queue, stages, follow-up sequences and reports around it, so nothing goes cold between first call and handover.
leads and quotes going cold
sales CRM development for your team
We sit with your reps and sales manager to map the path from first contact to signed job, shortcuts included. Then we build a custom sales CRM in modules that match those steps, with your stage names, quote templates and follow-up rules, so discipline is built in, not bolted on.
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Website forms, phone calls, sales inbox emails, LinkedIn exports and trade show lists feed one queue, and each lead carries its source. When a builder rings about a re-roof, the rep logs the call while talking, and the web enquiry that builder sent last week is already beside it.
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Your stages are the ones your team already uses. A recruitment agency runs Brief taken, Shortlist sent, Interviews booked, Offer made, Placed. Each stage carries a probability drawn from your own win history, so pipeline value means something. One board shows which deals are stuck and for how long.
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Reps build quotes from your price book inside the CRM and send them as a link. As a quote tracking CRM, it records when the customer opens each quote and how often. A rep sees the customer opened Monday's fit-out quote again this morning and rings while it is fresh.
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A quote or a fresh lead starts a sequence you design: an email a few days later, an SMS the week after, then a call task. It stops when the customer replies or the deal changes stage. A plumbing estimator sends a bathroom quote on Friday and moves on. The sequence does not.
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Calls, emails, texts and meetings log against the deal without leaving the screen. Emails sync from the inbox, calls get a duration and a note field, and calendar bookings land on the timeline. When a rep leaves, their replacement opens each account and reads the whole story, not a rumour.
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Reports run off real stage data, not Monday guesses: weighted forecast, conversion from enquiry to quote to won, days at each stage and win rate by rep, source and region. If website leads convert far better than purchased lists, the report shows it and the marketing budget moves before quarter end.
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Rules decide who owns a lead the moment it arrives: by region, product line, deal size or round-robin. Nobody argues over the good leads, and nothing sits unowned. A distributor with reps in Auckland, Wellington and Christchurch routes enquiries by postcode, and the manager hears if one goes untouched past lunchtime.
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Reps spend the day on the road, so the CRM has to work from a phone. The rep app shows today's leads and follow-ups, logs a call or visit in a few taps, adds a site photo, and updates the stage before driving off. The manager sees it straight away.
Territory rules hand each new lead to the right rep. The customer gets an SMS within minutes saying who will call and when. The rep makes the discovery call and logs it, then builds and sends the quote. The three-step follow-up runs on its own until the customer answers. When the rep marks the deal won, the CRM passes the job details to operations. Every judgement call stays with the rep. Every reminder, message and handover runs on a rule.
Google Workspace and Microsoft 365 sync email and calendars both ways. An accepted quote becomes a draft invoice in your accounting software, and your accounting software reports back when it is paid. Twilio sends the first-response SMS and logs replies. Website forms and LinkedIn exports feed the lead queue, and we migrate HubSpot or Pipedrive history when you switch.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI stays optional, and the CRM runs without it. We add it only for the repetitive reading and writing that slows reps down. See how we use AI and where it sits within business process automation.
A suggested response to each new enquiry, in your tone, for the rep to check and send.
Each new lead ranked against your past wins, hot ones first.
A rep dictates a rambling note after a visit and gets a clean summary and next action.
A morning list of open quotes ranked by value, age and recent opens.
The sales manager runs the pipeline from the web app: assigning leads, checking quotes before they go out, reading forecasts and tuning sequences. It is the sales pipeline CRM NZ managers open on Monday instead of ringing around.
Reps use the mobile app between visits: today's leads, the next follow-up, a customer's history before walking in, and call logging. It is the lead tracking software NZ reps carry in a pocket rather than leave at the office.
Customers open the portal to accept quotes, upload the drawings a quote needs, and check where their order sits after the win. One database sits under all three, so a quote accepted in the portal moves the pipeline the instant it happens.
Estimators quote on site and let the sequence chase while they are on the tools.
B2B servicesLong sales cycles, several contacts per account, every conversation on record.
DistributionTerritory reps working repeat accounts and new business, one view across the country.
RecruitmentBusiness development on client accounts, each job brief tracked as a deal.
Professional servicesProposals, engagement follow-ups and referral tracking for firms that win work through relationships.
FranchisesHead office routes leads to the right franchisee and reports on who converted.
Quickest start
We set up our existing sales CRM module with your stages, quote templates and follow-up sequence. It suits teams with a fairly standard sales process who want reps on it quickly.
Most common
We combine the sales CRM with quoting, a customer portal, job handover or a management dashboard in one platform. It suits teams whose won deals must flow straight into operations.
Fully bespoke
A sales CRM designed from a blank page for a process no module fits: multi-stage tenders, configurable pricing, tiered commissions or strict rules about who sees which account.
Yes. Both export companies, contacts, deals, notes and email history, and we bring it all across. The real work is mapping: their stages become your stages, custom fields land where they belong, and duplicate contacts merge on the way in. Your team checks a trial import before go-live, so reps find their deals with history attached. See CRM replacement for the full plan.
Yes. We connect the CRM to Google Workspace or Microsoft 365 so email and calendar sync both ways. An email a rep sends from Outlook to a known contact appears on the deal's timeline, and the reply follows it. Meetings booked in the CRM or the calendar show in both. Reps keep their inbox, and the record fills itself in.
Yes. With Twilio connected, a rep taps a contact's number to call from the CRM, and the call logs itself with its duration and a note when it ends. Texts work the same way: the rep sends an SMS from the deal, the reply threads back onto the timeline, and follow-up sequences use the same number. Nothing lives only on a rep's personal phone.
A live dashboard plus reports built around the questions you ask: weighted forecast by month, conversion from lead to quote to won, win rate by rep, source and region, overdue follow-ups and quotes open past a set age. Everything filters by rep, territory and date, and exports when the board asks. A management dashboard puts the same numbers beside operations and cash.
Yes. We build your commission structure into the CRM: a flat share of won value, tiers that step up past a monthly target, split credit between a rep and an account manager, or a clawback if the customer cancels early. Each rep sees their running total, and finance gets a month-end commission report to pay from, with no spreadsheet in between.
A CRM for sales teams only survives if reps find it faster than the old way. So logging a call takes one tap and the app works from the car. We involve a couple of reps in the design, keep the first version small, and train on live deals. Then forecasts and commissions only count what is in the CRM, which settles the rest.
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.
Send us your pipeline stages and your last month's leads. We'll show you the CRM version.
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