Supplier CRM
Quote, Track, Deliver: The CRM Built for Door & Window Suppliers
Built for one of Sydney's busiest openings suppliers processing 200+ jobs a month. Every feature was designed around how your warehouse, office, and delivery drivers actually work.
Challenge
You're quoting in Excel, tracking jobs in your head, managing stock on paper, and hoping your delivery driver remembers which site needs what by Friday. Meanwhile, you're losing margin because you can't see which jobs are profitable until it's too late, and customers keep calling to ask 'where's my order?' because you don't have a tracking system.
Case study: The operations platform we built for Gorayadoors
Features
Here's what's included
Lead & contact management
- Centralised customer database with full contact history, notes, and communication logs
- Team-based access control: each sales rep sees their own accounts, managers see everything
- Customer segmentation by type (builder, renovator, commercial, trade) for targeted follow-ups
- Import existing customer lists from Excel or CSV in bulk
- Duplicate detection to keep your database clean
Multi-step quoting engine
- Create professional, branded quotes with detailed product line items: doors, windows, frames, hardware, and accessories
- Specify dimensions, materials, fire ratings, finishes, and custom configurations per line item
- Quote versioning: every revision tracked so you never lose a previous version or send the wrong one
- Clone previous quotes to speed up repeat orders for regular customers
- Line item templates for your most common products: add them in one click
- Bulk pricing rules and volume discounts applied automatically
Public quote pages with engagement tracking
- Send customers a branded link to view their quote online (no PDF attachments)
- Track when they open it, how long they spend reviewing, and which sections they focus on
- Customers accept, decline, or request changes directly from the quote page
- Real-time notifications when a customer interacts with their quote
- Follow-up reminders triggered when quotes go stale after configurable timeframes
Quote-to-invoice conversion
- Accepted quotes convert to invoices in one click (no re-entering data)
- Partial invoicing for staged or progressive deliveries
- Invoice status tracking: draft, sent, viewed, paid, overdue
- Credit note and adjustment workflows for returns or disputes
- Payment recording with multiple method support (bank transfer, card, cash)
- Full Xero integration: two-way sync for invoices, contacts, payments, and chart of accounts
Stock movement auditing
- Full audit trail on every stock movement: sales, purchases, transfers, adjustments, and returns
- Movement history per product, per warehouse, per date range
- Shrinkage and variance reporting for stocktake accuracy
- Automatic stock adjustments when deliveries are confirmed or returned
- Exportable movement reports for accounting and compliance
Inventory & stock management
- Product catalogue with industry-specific attributes: dimensions, materials, fire ratings, finishes, colours, and hardware types
- Real-time stock levels with configurable reorder point alerts
- Multi-warehouse support: track stock across different locations
- Bill of Materials (BOM) workflows for composite products (e.g., a door + frame + hardware kit)
- Product dependency mapping so you know what needs to ship together
- Stock reservation when quotes are accepted, preventing overselling
- Excel import/export for bulk catalogue updates and stocktake reconciliation
Delivery route planning & management
- Organise delivery runs by suburb, area, or postcode
- Assign drivers and vehicles to runs with load planning
- Route optimisation to minimise drive time and fuel costs
- GPS tracking: the office sees where every truck is in real time
- Delivery ETAs shared with customers via automated SMS notifications
- Multi-drop scheduling for drivers with address-by-address itineraries
Proof of delivery
- Drivers capture photos, customer signatures, and GPS coordinates on delivery via mobile app
- Partial delivery recording: track what was delivered and what's outstanding
- Delivery failure reason tracking with automatic rescheduling workflows
- Proof of delivery records attached to invoices for dispute resolution
- Timestamped delivery logs for complete accountability
Site management
- Track multiple sites per customer (builders often have 5–10 active sites simultaneously)
- Document fulfilment tracking per site: know what's been quoted, ordered, delivered, and installed
- Site-specific delivery requirements, access instructions, and contact details
- Status workflows per site (quoting, in progress, delivered, complete) for pipeline visibility
- Site notes and photos for driver reference
Task & job management
- Assign tasks with priorities, deadlines, and status tracking to any team member
- Link tasks to quotes, sites, customers, or deliveries for full context
- Recurring tasks for regular activities (stocktakes, follow-up calls, maintenance)
- Overdue task alerts and escalation to managers
- Kanban board view for visual pipeline management
AI-powered margin analysis
- Automatic profitability scoring on every quote based on product mix, delivery distance, and historical cost data
- Margin alerts when quotes fall below target thresholds
- Customer lifetime profitability tracking: know who your best accounts really are
- Product-level margin analysis to identify your most and least profitable lines
- Recommended pricing adjustments based on cost trends and competitor positioning
SMS & email notifications
- Automated customer updates at every stage: quote sent, accepted, in production, dispatched, delivered
- Internal notifications for new quotes, stock alerts, overdue tasks, and delivery confirmations
- Customisable message templates with dynamic fields (customer name, quote number, delivery date)
- Bulk messaging for promotions, price changes, or product announcements
- Communication history logged against customer and quote records
Calendar & scheduling
- FullCalendar-powered scheduling for site visits, deliveries, follow-ups, and internal meetings
- Drag-and-drop rescheduling with automatic notification to affected parties
- Colour-coded views by event type, team member, or customer
- Integration with Google Calendar and Outlook for personal schedule sync
Warehouse & vehicle management
- Multi-warehouse inventory with inter-warehouse transfer workflows
- Location tracking within warehouses (aisle, bay, shelf) for fast picking
- Vehicle register with capacity, service schedules, and driver assignment history
- Load planning tools to maximise truck utilisation per delivery run
Comprehensive audit logging
- Every action tracked: who did what, when, and to which record
- Audit trail exportable for compliance reviews and dispute resolution
- User activity reports for management oversight
- Data change history with before/after snapshots on critical records
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