Soham CRM User Guide
1 Introduction
1.1. About This Guide
This user guide provides step-by-step instructions on how to navigate and use the Soham CRM for Real Estate efficiently. It is intended for sales teams, finance teams, field agents, management and administrative users.
1.2. About the CRM System
The CRM system is designed to streamline, leads management, site schedule, customer management, track communication, billing and revenue management, inventory management, performance tracking and generate analytics for informed decision-making.
1.3. Key Features of the Soham CRM
· Lead Management
· Customer Management
· Site Visit Schedule
· Sales Lifecycle
· Properties
· Sales Performance
· Tasks & Reminders
· Customer Support
· Reports & Dashboards
· User Access & Permission Control
· Integration with Email and Third-Party Apps
2. Getting Started
2.1. Logging In
i. Open sohamcrm.com URL.
ii. Enter your username and password.
iii. Click Forgot Password to reset the password.
iv. Click on Log In to log into the system.
2.2. Main Menu:
The main menu is situated on the left side of the CRM System and includes following modules:
· Dashboard
· Leads
· Customers
· Sales
o Proposal
o Estimates
o Invoices
o Payments
o Credit Note
o Items
· Project
· Reminder
· Task
· Expenses
· Contracts
· Reports
· Custom Email/SMS
· Get Support
· Setup
2.3. Setting up Company Profile:
Setting up company profile is filling in necessary information regarding the company. To setup company profile
i. Select the Settings button to open setting layout page.
ii. Select the tabs on the settings tab one by one and fill the information to complete the setup.
2.3.1 Email Setup:
-To configure your email account for sending emails from the CRM system, generate an in app password from Gmail Account.
i. Select Email from the General Settings.
ii. Once the SMTP Settings page is open, let all fields be untouched.
iii. Enter your email id in Username and the in app generated password in the Password field.
iv. Enter your desired signature name in the Email Signature field.
v. Leave everything as it is and click the Save Settings button to save the settings.
2.4. Dashboard:
Upon logging into the system, the first page is the Dashboard page.
Dashboard gives you overview related to:
· Leads
· Projects
· Agreements
· Invoices
· To do tasks
· Calendar
· Payments
3. Leads
3.1. Creating New Lead:
To create a new lead, select Leads from the main menu of the Soham CRM.
i. Click on New Lead button on the Leads page.
ii. Fill the information in the lead form and click Save button at the bottom and this will create a new lead.
3.2. Importing Leads:
To import leads into the CRM system.
i. Click on the Import Leads button on the Leads page to open the import leads page.
ii. Click on the Choose File button to select and import the file in the CRM system. Make sure that the file is stored in the .CSV format.
4. Customers:
Customers can be created by either converting leads into customers or by creating new customers/importing customers.
4.1. Converting Lead to Customer:
i. Select a lead profile from the leads page and open it.
ii. Click on Convert to Customer button to start the conversion.
iii. Fill the form that open after clicking and click Save button at the end.
4.2. Creating a new Customer:
You can create a customer directly, by passing lead creation and conversion process. To do so,
i. Select the Customers tab form the main menu of the CRM to open the customers page.
ii. Click on the New Customer button, fill the form and save the information.
4.3. Import Customers:
i. On customers page click on the Import Customers.
ii. Click on the Choose File button to select and import the file in the CRM system. Make sure that the file is stored in the .CSV format.
5. Sales:
Soham CRM facilitates managing the sales lifecycle. The sales tab comprises of the following modules:
· Items
· Proposals
· Estimates
· Invoices
· Payments
5.1. Items:
Items depict the inventory of products and services offered by the company. Which are used to track inventory and can be used in the billing process.
i. To add an item, select Items under Sales tab. Click on the New Item button on the Items page. Fill the details and click Save button.
ii. To import items in to the CRM system, click on the Import Items button on the Items page.
iii. Click Choose File and select the file that you want to import. Make sure the file columns are in the same format as shown in the sample and the file extension is .CSV.
5.2. Proposals:
-You can create a proposal for a Lead as well as for a customer.
-The proposals creation can be accessed through the sales tab in the main menu or from the menu within Lead and Customer profiles directly.
i. To create a proposal, select Proposal from the sales tab. Click on the New Proposal button and fill the information related to the Lead or a Customer.
The lower part of the Proposal consists of the fields related to the item and the pricing.
i. Click on the Add item search box to search and select the item to add.
ii. Click on the + button to add a new item.
iii. You can also directly type the item information in the fields given below related to the description of the item.
iv. After filling all the related information select Save & Send/Save.
5.3. Estimates:
-Estimates gives the customer final idea about the pricing before billing.
-Estimates can be created through Estimates under Sales or by converting a related proposal to Estimate.
i. To convert a Proposal into Estimate select the Proposal that is to be converted. For a proposal that is related to a Lead, the Lead first needs to be converted into Customer till than the Convert to Estimate option remains disabled.
ii. After converting a Lead into a Customer, a proposal now can be converted to estimate. To do so, click on the Convert button on the proposal and select Estimate.
iii. After converting to Estimate, fill all the necessary information in the fields. At this point you can also perform changes and additions to the estimate.
iv. Click Save to save the estimate, post which it will available for sending.
-To create a new estimate, select Estimate from sales in the main menu.
i. Click on the New Estimate button to create a new estimate, fill all the information in the fields, select the items and click Save to save the estimate.
5.4. Invoices:
-Invoices are final bill that is been generated and the payment regarding the items is recorded against the invoices.
-Invoices are related to the customers and can be either directly created through main menu or by converting an existing estimate into invoice.
i. To convert an estimate into an invoice, open an estimate and click on the Convert to Invoice button. Select from Convert and save as draft; it will convert to invoice and save it as draft/Convert; it will convert to invoice and the payments can be recorded for this invoice.
-To directly create an invoice,
i. Select invoice under the sales from the main menu.
ii. Click the Create New Invoice button and fill the information in the field visible.
iii. Select Save as Draft/Save/Save & Send/ Save & Send Later/ Save & Record Payment to save and proceed further with the invoice.
5.5. Payments:
-Payments tab shows all the payment transactions recorded and the details of those payments.
-payments are recorded for an invoice, either by selecting payment option provided on the invoice or by selecting the batch payment option available on the invoice page.
i. To record payment on the invoice, click on the Payment button, fill payment details and click the Save button to record the payment.
ii. You can register as many as payments for one invoice until the total invoice amount is received.
-Batch payments are used to record payments for multiple invoices in a single go, rather than opening every invoice one by one to make a payment entry. Batch payments consists of all the unpaid and partially paid invoices records to make payment entry.
i. To record payments using batch payment feature, click on the Batch Payment button on the Invoices page.
ii. Fill the payment related information on all the desired invoices at once and select the Apply button at the bottom. This will update the payments and amount due for all the invoices updated using batch payment.
6. Projects:
7. Reminders:
-Reminders can be set related to a lead or a customer. This can be also assigned to a user while creating the reminder.
-To create a reminder,
i. Select Reminder from the main menu. On the reminder page, click on the New Reminder button. Fill in the field information and click Save to set up the reminder.
8. Tasks:
-Tasks can be created and tracked to increase the productivity and deliverability of the team.
-Tasks can be assigned to any of the user and can also be followed by the selected users.
-To create tasks,
i. Select Tasks from the main menu and click on the New Task button, after filling in all the fields, click on the Save button.
9. Expenses:
-Expenses can either be created or imported into the CRM System.
i. To create an entry for the expenses in the CRM System, click on the Record Expenses button on the Expenses page. Fill the information and click the Save button at the bottom of the form.
-To import expenses into the CRM System,
i. On expenses page click on the Import Customers.
ii. Click on the Choose File button to select and import the file in the CRM system. Make sure that the file is stored in the .CSV format.
10. Contracts:
-Contracts can store and also helps tracks the start and end of all types of agreements done with the customers.
-Contracts can be either created through main menu or from by selecting from the customer profile.
i. To create a contract from the main menu, select Contracts from the main menu.
ii. Click on the New Contract button on the Contracts page, fill up the information regarding the contract and which customer it is related to.
iii. Click Save after once the information is filled, this will create a new contract.
-To create a contract through a customer profile,
i. Select a customer profile from the customers page.
ii. In the customer menu you will find the contract tab, select the tab.
iii. Click on the New Contract button, fill the information and click Save button.
11. Reports:
-Under Reports in the main menu you can find following modules form which reports can be viewed:
· Sales
· Expenses
· Expenses vs Income
· Leads
· Timesheet overviews
· KB Articles
11.1 Sales:
-In sales you can generate reports based on different parameters and filter for following modules:
· Customers Report
· Proposals Report
· Estimates Report
· Invoices Report
· Payments Received
· Credit Notes Report
-These reports can be viewed and exported in Excel/CSV/PDF and Print format.
-To export a report,
i. Select Reports from the main menu of the CRM system.
ii. From the drop down select Sales.
iii. Select the report you want to view from all the available reports.
iv. To export the report, select the report and click on the Export button placed above the report. Click to select your desired format. This will export the report to your local system.
Website: https://sohamcrm.com
Email: support@sohamcrm .com
Mobile no : 9823230015