CRM guides

Open Settings and complete Company Information (legal name, GSTIN, CIN, PAN, and bank details), Addresses (billing and shipping, city, state, and PIN), and Branding & Invoices (logo, brand name, invoice header and footer). These details print on every quotation, invoice, and agreement CRM generates, so setting them up front saves re-issuing documents later.

Set Communication (your default email, phone, and point of contact for how the CRM contacts leads and customers) and Working Hours (working days and daily start and end times) — bookings, follow-ups, and automations respect your working hours.

Under Roles, define the roles your team needs — from Sales Executive to CRM Administrator — each with a description of its responsibilities. Under Users, add each person, assign a role, and track seat usage and status; you can deactivate access as your team changes.

Use Reporting Manager to assign managers and see the full hierarchy — who reports to whom, with direct and total report counts. The hierarchy decides which leads and reports each manager sees.

Open the Integrations Hub → Leads tab and connect the channels your leads come from: Website Webhook for your own site's forms, Google Ads lead forms, Meta (Facebook and Instagram instant forms), LinkedIn Ads lead-generation forms, Click-to-WhatsApp ads, and Justdial. Real-estate teams can also receive leads from MagicBricks, Housing.com, and 99acres.

Forms built in Triostack Website create CRM leads automatically. Existing leads can be imported by CSV or added manually. Each lead keeps its source, so you can see which channels actually convert.

Under Settings → Lead Assignment, turn on round robin and choose which team members are in the rotation. New leads are assigned to the next person automatically, so no inbound enquiry sits unowned.

All Leads is the searchable list of every lead — status, tags, assigned owner, category, source, and contact details — filterable by status, tag, or date. Lead Pipeline shows the same leads on a drag-and-drop board across New, Follow-up, Contacted, Qualified, and Won, with stage totals, time-in-stage, and a live conversion rate.

The Dashboard is a live overview — total and active leads, win rate, open quotations, and call volume, alongside upcoming follow-ups and meetings — so every rep starts the day knowing what needs attention. Standard and Enterprise plans add unlimited pipelines and sales forecasting and reporting.

From Lead Followups, schedule calls, meetings, emails, and WhatsApp touches against each lead, with a due date, status, and notes. Completed and upcoming follow-ups stay on the lead's record, so anyone picking up the lead sees exactly what happened last. Paid plans add task and follow-up automation.

When a lead is won, raise a Deal Request. Deal value, requester, and approval status sit in one queue, giving managers a checkpoint before revenue moves into invoicing. Customers is the shared customer directory — company, industry, contact details, and status — kept consistent across every subscribed Triostack product, so sales, support, and finance work from the same record.

Add brand profiles under Brands and your catalogue under All Products (SKU, brand, category, pricing, and stock). Upload Brochures so reps can attach them to proposals or send them straight to prospects.

Documents then follow the deal: Proposals (tracked from draft through approval with value and validity), Quotations (itemized, with amount, validity, and owner), Invoices (with paid, partially paid, or overdue status, grand total, and due date), and Agreements (linked back to their source proposal or quotation, with contract value, validity period, and signature status).

In the Integrations Hub → Payments tab, connect Razorpay (card, UPI, and net banking), PhonePe, or Paytm, or enable UPI QR codes so customers can pay by scanning. Every payment — online or recorded manually — appears under Payments Received with its method and transaction reference, with online and manual totals reconciled side by side.

Connect your WhatsApp Business number through the WhatsApp Cloud API integration. That powers WhatsApp Contacts (a shared directory of customers, prospects, partners, and vendors), WhatsApp Templates (marketing, utility, and authentication, with Meta approval status tracked), the WhatsApp Shared Inbox (several agents replying from one number, with lead details, tags, and notes beside the thread), and WhatsApp Automation Triggers (messages sent on CRM events such as a new lead, a scheduled meeting, or an invoice reminder, with delays, conditions, and delivery stats).

For email, connect Gmail SMTP or Hostinger SMTP so quotations, invoices, and follow-ups send from your own address. DLT-registered SMS and MMS can be connected from the same Messaging tab.

Connect TeleCMI, Frejun, or Tata Smart Flow under the Calling tab. Calls are logged and recorded against the right lead, and Call Logs and Recordings lets you search by lead and date with one-click playback. Connect Google Calendar to keep Calendar and Bookings in sync, or use the Appointment Webhook to bring in bookings from an external scheduling tool.

Field and sales teams can install the Triostack CRM app from the Google Play Store to work leads on the go; GSM (SIM-based) calls made from the app log automatically in the CRM.

Audit Logs record lead, deal, customer, and invoice changes and user actions, with actor, module, description, and IP address. Under Settings → Backup and Archive, manage backups, exports, archives, and restores for your CRM records.