Cloud-Based CRM System – SNR Engineering
Complete 10-module workflow for AC/DC Motor Repair service operations — from customer enquiry through payment collection and financial analytics. Click any module card below to explore its detailed workflow.
MODULE 01
Customer & Enquiry Management
New & existing customer registration, enquiry logging, communication history tracking.
RegistrationEnquiry LogHistoryAI Reminders
MODULE 02
Quotation Management
Dynamic quotation generation, PDF export, email delivery, pricing templates.
BuilderPDF GenVersioningEmail
MODULE 03
Follow-up & Lead Management
Automated scheduling, lead status tracking (Hot/Warm/Cold), conversion analytics.
Auto Follow-upScoringAnalytics
MODULE 04
Purchase Order Processing
PO generation, approval workflow, status tracking, job card integration.
PO GenApprovalAudit Trail
MODULE 05 ★ PRIMARY
Job Card Management
Core module — manpower, materials, profit calculation, service tracking.
Job CardsCostingProfit CalcTimeline
MODULE 06
Product & Material Management
Motor parts catalog, inventory tracking, supplier management, stock levels.
InventorySuppliersStock Alerts
MODULE 07
Employee Salary Management
Salary structures, hourly rates, overtime, payroll-ready calculations.
SalaryHourly RateOvertime
MODULE 08
Invoice & Payment Management
Auto invoice from job cards, payment tracking, overdue management, receipts.
Auto InvoicePaymentOverdue
MODULE 09
Financial Reporting & Analytics
Profitability analysis, revenue reports, dashboards, service type cost breakdown.
DashboardP&LReports
MODULE 10
System Administration
User roles, configuration, backups, audit logs, security management.
RolesBackupSecurityAudit
👥 Module 1 — Customer & Enquiry Management
Handles the entry point of all business — registering new customers or identifying existing ones, logging enquiries with full source tracking, and maintaining complete communication history.
WORKFLOW
Customer Enquiry Flow — Start to End
🧑 CUSTOMER ACTION
Customer Contacts
Phone / Email / Walk-in
New or Existing?
💻 SYSTEM PROCESS
Register New Customer
Full profile entry
Search Existing DB
Match by name/email
Log Enquiry
Source + timestamp
Attach Documents
Motor specs / images
AI Reminder Set
Auto follow-up trigger
📤 OUTPUT / HANDOFF
Enquiry Record Created
Saved to DB
Notify Sales Team
Email + Dashboard alert
Hand to Quotation Module
Module 2
DETAIL
Step-by-Step Process Breakdown
STEP 01
Customer Identification
Determine if walk-in/caller is new or existing. Search DB by phone/email/company name.
IN: Contact detailsOUT: Customer ID
STEP 02
New Customer Registration
Fill complete profile: company name, address, contact person, GST no., email, phone, preferred contact method.
IN: Customer formOUT: Customer Master Record
STEP 03
Enquiry Logging
Log service enquiry details: motor type (AC/DC), issue description, urgency level, source channel.
IN: Service detailsOUT: Enquiry #ENQ-XXXX
STEP 04
Document Attachment
Upload motor photos, existing inspection reports, warranty docs, any relevant certificates.
IN: Files/imagesOUT: Linked docs
STEP 05
Communication Log
Record every interaction: who called, what was discussed, next action, date/time stamps.
IN: Interaction notesOUT: Comm history
STEP 06
AI Follow-up Trigger
System auto-schedules follow-up reminder based on enquiry urgency. Sends SMS/email notification.
IN: Urgency flagOUT: Scheduled task
📋 Module 2 — Quotation Management System
Dynamic quotation generation for AC/DC motor repair services with drag-drop builder, PDF generation, email delivery, and multi-version tracking.
WORKFLOW
Quotation Generation & Delivery Flow
📥 INPUT FROM MODULE 1
Receive Enquiry
#ENQ-XXXX data
Assess Requirements
Motor type, work scope
Use Template?
⚙️ QUOTATION BUILDER
Load Service Template
Pricing matrix
Add Line Items
Parts + Labour + Tax
Apply Discount / GST
Auto calculations
Preview Quotation
Review before send
📤 DELIVERY & TRACKING
Generate PDF
Letterhead template
Email to Customer
Auto-send with PDF
Customer Responds?
Confirmed → Module 4 PO
or → Module 3 Follow-up
DETAIL
Quotation Versioning & States
STATE: DRAFT
Quote Being Built
Line items being added, pricing reviewed, discount applied. Not yet sent to customer.
STATE: SENT
Awaiting Response
PDF emailed to customer. Expiry date tracked (30 days default). Follow-up timer started.
STATE: REVISED
New Version Created
Customer requests changes. New version (v2, v3) created. Old versions archived but accessible.
STATE: ACCEPTED
PO Triggered
Customer confirms. System auto-triggers Purchase Order creation in Module 4.
STATE: REJECTED
Lead to Cold
Customer declines. Lead status updated to Cold. Reason captured. Future re-engagement scheduled.
STATE: EXPIRED
No Response
30-day validity passed. Module 3 escalates follow-up. Quote can be reissued with fresh date.
🎯 Module 3 — Follow-up & Lead Management
Automated follow-up scheduling, lead scoring (Hot/Warm/Cold), and conversion analytics to maximize quotation acceptance rates.
WORKFLOW
Lead Nurturing & Follow-up Automation Flow
🔄 TRIGGER: QUOTATION SENT
Quote Sent to Customer
Auto-trigger follow-up
Assign Lead Score
Hot / Warm / Cold
Schedule Follow-up
Day 3, 7, 14, 21
⏰ FOLLOW-UP CYCLE
Reminder Triggers
Email / SMS / Alert
Sales Agent Calls
Log interaction outcome
Customer Decision?
🔀 DECISION OUTCOMES
Accepted
→ Module 4: PO
Negotiate / Revise
→ Module 2: New Version
Rejected / No Response
Archive, future campaign
LEAD SCORING
Hot / Warm / Cold Classification Rules
🔥 HOT LEAD
Immediate Action
Customer responded within 24h, high-value job (>$5K), urgent repair needed. Follow-up within same day.
🌡️ WARM LEAD
Active Engagement
Customer opened quote, asked questions. Follow-up on Day 3 and Day 7 with additional info.
❄️ COLD LEAD
Passive Monitoring
No response after 2 weeks. Add to monthly campaign list. System re-engages quarterly.
📈 ANALYTICS
Conversion Tracking
Dashboard shows quote-to-PO conversion rate, average days to close, revenue per channel.
📦 Module 4 — Purchase Order Processing
PO generation upon quotation confirmation, approval workflow, terms management, and seamless integration with job card creation.
WORKFLOW
Purchase Order Lifecycle
📥 INPUT: CONFIRMED QUOTATION
Quotation Accepted
Customer sign-off
Auto-Generate PO
#PO-YYYY-XXXX
Add T&C
Payment terms, warranty
🔄 APPROVAL WORKFLOW
Manager Review
Cost/scope check
Approve PO?
Digital Signature
Manager signs PO
Send PO to Customer
Email + PDF
📤 OUTPUT: JOB CARD TRIGGER
PO Document Stored
Version + Audit trail
Alert Workshop Team
New job incoming
Create Job Card
→ Module 5
🔧 Module 5 — Job Card Management ★ PRIMARY FOCUS
The core module of the entire CRM. Manages complete job lifecycle — from creation to completion — with real-time manpower tracking, materials costing, and automated profit/loss calculation.
WORKFLOW
Complete Job Card Lifecycle — PO to Invoice
📋 JOB CREATION
Job Card Created
#JC-YYYY-XXXX
Set Start Date
Est. end date calc
Assign Technicians
From employee master
Request Materials
From inventory module
⚙️ JOB EXECUTION & TRACKING
Log Labour Hours
Real-time tracking
Record Material Use
Update stock levels
Progress Updates
Status: In-Progress
Job Complete?
✅ COMPLETION & BILLING
Service Report
21-page detailed report
Calculate Profit/Loss
Revenue – All Costs
Trigger Invoice
→ Module 8
PROFIT ENGINE
Cost & Profit Calculation Engine
REVENUE
Service Charges
From confirmed quotation amount
TOTAL COST
Manpower + Materials + Overhead
Hourly rates × hours + parts cost
GROSS PROFIT
Revenue − Total Costs
Per job card calculation
PROFIT MARGIN %
(Gross / Revenue) × 100
KPI shown on analytics dashboard
JOB STATUS STATES
Job Card Status Workflow
STATUS 01
📋 Created
Job card generated from PO. Awaiting technician assignment and material allocation.
STATUS 02
🔧 In Progress
Technicians assigned. Work has started. Labour hours being logged. Materials being consumed.
STATUS 03
⏸️ On Hold
Waiting for parts / customer approval for additional work. Resume timer paused.
STATUS 04
✅ Completed
Work done. Service report generated. QC check passed. Ready for invoice generation.
STATUS 05
📄 Invoiced
Invoice raised and sent. Job closed. Profit calculation finalized and recorded in analytics.
STATUS 06
⚠️ Overdue
Estimated end date passed. Alert sent to manager. Customer notified of delay with revised ETA.
🏭 Module 6 — Product & Material Management
Motor parts and materials catalog management, inventory tracking, supplier management, and automated stock level monitoring for uninterrupted job execution.
WORKFLOW
Inventory Management & Material Issue Flow
📥 MATERIAL REQUEST FROM JOB CARD
Job Card Needs Parts
Material request raised
Check Stock Levels
Search catalog DB
In Stock?
⚙️ STOCK ALLOCATION OR PROCUREMENT
Issue from Stock
Deduct inventory
OR: Order from Supplier
Raise purchase indent
Update Stock Ledger
Real-time inventory
Post Cost to Job Card
→ Module 5 costing
🔔 STOCK ALERTS
Low Stock Alert
Threshold reached
Auto Notify Stores Mgr
Email + dashboard
Reorder Indent Raised
Supplier shortlisted
👷 Module 7 — Employee Salary Management
Employee master data, salary structures, hourly rate calculations for job costing, overtime tracking, and payroll-ready output integrated with job card labor costs.
WORKFLOW
Labour Cost Calculation & Payroll Flow
👤 EMPLOYEE MASTER SETUP
Add Employee
Name, role, skills
Define Salary Structure
Basic + allowances
Set Hourly Rate
Monthly salary ÷ hours
🔧 PER-JOB LABOUR TRACKING
Log Hours on Job Card
Regular + Overtime
Calculate Labour Cost
Hours × Hourly Rate
Post to Job Card Cost
→ Module 5 profit calc
💰 MONTHLY PAYROLL
Month-End Consolidate
All hours this month
Net Pay Calculation
Salary + OT – deductions
Payroll Report Export
Payroll-system ready
💰 Module 8 — Invoice & Payment Management
Automated invoice generation from completed job cards, full payment lifecycle tracking, overdue management, and receipt generation with reconciliation.
WORKFLOW
Invoice Generation & Payment Collection Flow
📥 TRIGGER: JOB CARD COMPLETED
Job Marked Complete
Module 5 status update
Auto-Generate Invoice
#INV-YYYY-XXXX
Apply Payment Terms
30/60/90 day net
📤 INVOICE DELIVERY
Generate PDF Invoice
With GST breakdown
Email to Customer
PDF + payment details
Payment Received?
💳 PAYMENT PROCESSING
Record Payment
Mode: Bank/Cash/UPI
Reconcile Payment
Partial / Full / Excess
Issue Receipt
Auto-send to customer
Post to Financial Reports
→ Module 9
⚠️ OVERDUE MANAGEMENT
Due Date Passes
No payment received
Auto Overdue Alert
Day 1, 7, 14, 30
Escalate to Accounts
Manager notified
📊 Module 9 — Financial Reporting & Analytics
Real-time dashboards, job profitability analysis, revenue/cost reports by service type, employee productivity reports, and customer payment analysis.
WORKFLOW
Data Aggregation & Report Generation Flow
📥 DATA SOURCES (ALL MODULES)
Job Card Data
Module 5 costs/revenue
Payment Data
Module 8 collections
Labour Data
Module 7 hours/cost
Material Data
Module 6 consumption
⚙️ PROCESSING & AGGREGATION
Aggregate All Data
Daily auto-refresh
Calculate KPIs
P&L, margins, collection
Build Dashboards
Charts + tables
📤 REPORT OUTPUTS
Job Profitability Report
Per job / per month
Revenue Report
Monthly / quarterly
Target vs Achievement
Monthly KPI tracking
Export PDF / Excel
Management review
DASHBOARD KPIs
Real-time Dashboard Metrics
KPI 01
📊 Real-time P&L
Live profit/loss overview across all active and completed jobs. Updated on every job card change.
KPI 02
✅ Job Completion Rate
On-time vs delayed completions. Average job duration by service type. Technician efficiency scores.
KPI 03
💰 Collection Status
Total outstanding invoices, overdue amounts, collection efficiency %, aging buckets.
KPI 04
🏆 Top Services
Most profitable service types ranked by gross margin. Helps focus on high-value work.
KPI 05
🎯 Monthly Targets
Revenue target vs actual achievement. Visual progress bar per sales agent and overall company.
KPI 06
🔧 Service Report Gen
Auto-generate comprehensive 21-page service reports from job card data for customer handover.
⚙️ Module 10 — System Administration
User role management, system configuration, automated data backups, comprehensive audit logs, and security management to keep the CRM secure and compliant.
WORKFLOW
User Access, Security & Backup Flow
👤 USER MANAGEMENT
Create User Account
Super admin action
Assign Role
Admin/Manager/Staff
Set Module Permissions
View/Edit/Delete/All
Send Login Credentials
Temp password email
🔒 SECURITY & AUDIT
SSL Encryption
All data in transit
Audit Log Every Action
Who/What/When
Anomaly Detection
Unusual login alert
💾 BACKUP & RECOVERY
Daily Auto Backup
Midnight scheduled job
Store to Cloud (10GB)
AWS S3 / GCS bucket
Recovery Needed?
Point-in-time Restore
Select backup date
ROLE MATRIX
User Role Permissions Matrix
🔴 SUPER ADMIN
Full Access
All modules, user management, system config, backup/restore, audit logs. Typically the IT admin.
🟡 MANAGER
Operational Access
All modules view + edit. Can approve POs, view all financial reports. Cannot manage users or system config.
🔵 SALES STAFF
CRM Access
Modules 1, 2, 3 only. Can create customers, quotations, log follow-ups. Cannot access financial reports.
🟢 WORKSHOP TECH
Job Card Access
Module 5 and 6 only. Can update job card progress, log hours, request materials. Read-only on other modules.
🟣 ACCOUNTS
Finance Access
Modules 8 and 9 only. Full access to invoices, payments, and all financial reports.
📊 REPORTING
Read-only Reports
Module 9 only. Business owners / directors can view all analytics dashboards without edit access.