RebusAi: CRM Application Documentation

The RebusAi CRM application helps to organize, automate, track leads, close opportunities and get accurate forecasts and synchronize sales, marketing processes. Keep opportunities organized with the pipeline and manage your day-to-day activities with meetings and next activities.

How to create opportunity?

1. Navigate to the CRM module.

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2. Click on ‘New’.

3. Add the contact, opportunity name, email, phone and the expected revenue.

4. Click on ‘Add’.

How to edit/delete the opportunity?

1. Navigate to the CRM module.

2. Take the cursor to the opportunity which you wanted to edit.

3. Click on the Record.

Convert leads into opportunities

To ensure that leads are properly qualified before being converted into opportunities and assigned to the appropriate sales personnel, the system has the ability to generate leads instead of opportunities.

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This feature can be enabled in the CRM Settings and will apply to all sales channels by default. However, it can also be customized to apply to specific channels by configuring the feature from their respective settings.

Configuration

Go to CRM ‣ Configuration ‣ Settings and activate the Leads feature.

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You will now have a new submenu Leads under Leads where they will aggregate.

Convert a lead into an opportunity

Once a Lead is selected, there is an option to convert it to an opportunity and determine whether it should remain assigned to the same channel/person, as well as whether a new customer needs to be created. If an opportunity with the same customer already exists, RebusAi will prompt you to merge it with the current opportunity. Similarly, if the customer already exists, RebusAi will automatically suggest linking to the existing customer.

Merge opportunities

In addition, RebusAi has the capability to suggest merging opportunities if they share the same email address. During the merging process, the information from the opportunity that was created first will be given priority and merged into that opportunity.

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All data is retained and easily accessible after merging opportunities. The information from the other opportunity is logged in the chatter and information fields, ensuring that no data is lost.

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To merge opportunities or leads from the list view, simply select the items to be merged and the action button will become available. Click on the merge option to proceed with the merging process.

Generate leads/opportunities

There are two primary methods for generating new leads or opportunities for your business: email aliases and website contact forms. Whenever someone sends a message to a Sales Team email alias or fills out a contact form on your website, RebusAi will automatically create leads in your CRM.

Configure email aliases

To generate leads or opportunities using email aliases, each Sales Team can have its own unique email alias. When an email is sent to a Sales Team's email alias, a lead or opportunity is automatically created in the corresponding pipeline, provided that leads are activated in the CRM settings. You can configure custom email aliases for each Sales Team on the configuration page by navigating to CRM ‣ Configuration ‣ Sales Teams.

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Use Contact Forms on your website

By default, the Contact Us page on your website features RebusAi pre-built Contact Form. Whenever a user submits this form, a lead or opportunity is automatically generated in your database.

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You can enable or disable the Contact Form at any time by accessing the customization options through Website ‣ Go to Website ‣ Customize ‣ Contact Form.

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If the Contact Form is deactivated, the Contact Us page will instead display a button to email your company directly. Any email sent using this method will generate a lead or opportunity in your database.

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To select the Sales Team or salesperson that will be automatically assigned to leads or opportunities created through the Contact Form, navigate to Website ‣ Configuration ‣ Settings ‣ Communication.

Customize Contact Forms

With the free Form Builder module, you can customize the Contact Form to collect the specific information your team needs.

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The Form Builder module is automatically installed when a Form element is added to a web page through the Website Builder. Alternatively, it can be manually installed from the Apps page.

Edit Contact Form fields

While in Edit mode on your website, click on any field to begin editing it. The Contact Form's individual fields can be edited to include the following information:

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• Type: Choose a custom field option or an existing field. Examples include phone, file upload, language, etc.
• Input Type: Determine the type of entry customers should input. Available options are text,email, telephone, and URL.
• Input Placeholder: Type in an example to guide users how to input information where formatting is important, such as a phone number or email address.
• Label Name: Type in the display name to show users what information is needed from them.
• Label Position: Choose the way the label is aligned with the rest of the form. The label can be hidden, above the field, to the far left of the field, or right adjusted and closer to the field.
• Required: Toggle this option for information that you absolutely need entered.
• Hidden: Toggle this option to hide the field without deleting it.
• Shown on Mobile: Toggle this option to show the field to users on mobile devices.

By default, when a Contact Form is submitted, an email with the customer's inputted information is sent to you. To automatically generate a lead or opportunity instead, edit the Contact Form and select "Create an Opportunity" as the designated action.

Send quotations

In the CRM app, if you need to send a quotation to a lead that you have qualified as an opportunity, you can conveniently use RebusAi.

Create a new quotation

Clicking on any lead or opportunity will display a "New Quotation" button. Selecting this button will direct you to a new menu where you can manage your quote.

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All the quotes related to that particular opportunity can be found under the "Quotations" menu located on that same page.

Mark them won/lost

To proceed with the process, you will need to mark your opportunity as either won or lost.

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When you mark opportunities as "won", they will be moved to the "Won" column in your Kanban view. Conversely, if you mark them as "lost", they will be archived.