Business & Enterprise
Customer Relationship Management System
A CRM that tracks leads, contacts, deals, follow-ups and customer history in one place, helping sales and service teams convert more enquiries and keep accounts active.
- Web-based
- Android
- iOS
Overview
Customer Relationship Management System (CRM)
Customer knowledge often lives in salespeople’s phones, WhatsApp chats and notebooks. When a staff member leaves, their contacts and deal history leave too, follow-ups are forgotten, and managers cannot tell which enquiries are likely to close this month. A Customer Relationship Management System gives the whole team one shared record of every customer and every conversation.
Extrion Tech develops the CRM around your sales process rather than a generic template. Leads are captured from web forms, calls, walk-ins or campaigns, assigned to the right officer, and moved through pipeline stages that reflect how your business actually sells, whether that is property in Zanzibar, tours, equipment or corporate services. Calls, meetings, quotations and notes are logged against the contact, and reminders keep follow-ups on schedule.
Managers see pipeline value, conversion rates and officer activity by period and product line. Bulk SMS or email campaigns, a field sales mobile app and integration with an existing accounting or ERP system can be included depending on project scope, with SMS and messaging channels connected where the provider offers an API. Customer data access is limited by role, so each officer sees the accounts they manage.
Business problems it addresses
- Leads from calls, walk-ins and the website are not recorded consistently, so many are never followed up.
- Customer history is held by individual staff and is lost when they move on.
- Managers cannot forecast sales because deal stages and values are not tracked.
- Quotations are prepared in different formats and their outcome is rarely recorded.
- Marketing campaigns cannot be linked to the enquiries and sales they generate.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From enquiry to repeat customer
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1
Lead capture
Enquiries from the website, phone, walk-ins or campaigns are recorded with source and interest.
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2
Qualification and assignment
The lead is qualified and assigned to an officer by product line, territory or workload.
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3
Contact and meetings
Calls, visits and messages are logged, with reminders set for each next action.
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4
Quotation
A branded quotation is generated from the price list and attached to the opportunity.
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5
Negotiation and close
The deal moves through pipeline stages until it is marked won or lost with a reason.
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6
Handover and onboarding
Won deals are handed to operations or accounts, with the full customer history attached.
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7
Retention and upsell
Renewal dates, service reminders and campaigns keep existing customers engaged.
Functions covered
Modules and what they do
01 Sales
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Leads and contacts
Stores individuals and companies with sources, interests and communication history.
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Opportunity pipeline
Tracks deals by stage, value, expected close date and probability.
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Quotations
Creates branded quotations from price lists and records their outcome.
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Tasks and reminders
Schedules calls, visits and follow-ups with notifications to the responsible officer.
02 Marketing and service
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Campaigns
Plans campaigns and links resulting leads and sales back to each one.
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Customer service log
Records complaints and requests against the customer account.
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Bulk SMS and email
Optional / subject to scope
Sends segmented messages through an SMS gateway or email service where an API is available.
03 Management and integration
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Sales dashboards
Shows pipeline value, conversion rates and officer activity by period.
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Field sales app
Optional / subject to scope
Lets representatives log visits, capture leads and view accounts from a phone.
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ERP or accounting link
Optional / subject to scope
Shares customers and invoices with an existing finance system, subject to scope.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Contact details and conversation notes are personal data, so access is limited to assigned officers and managers and bulk exports are restricted. Consent and retention rules for marketing messages are agreed with the client for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
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Data export controls
Exports limited to authorised roles and recorded.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Single sign-on Sign in with your organisation’s identity provider where supported.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
Data integrity
Duplicate checks on phone numbers, emails and company names prevent the same customer being created twice. Stage changes, ownership transfers and deal values are versioned in the activity history, so pipeline reports can be reconciled with won deals and invoices.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Pipeline stages and win/loss reasons per product line
- Custom fields for property, tour or equipment details
- Lead assignment rules by territory or workload
- Quotation templates and branding
- Integration with website forms, SMS or accounting
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Business & Enterprise
Related systems
Enterprise Resource Planning System An integrated ERP that links procurement, inventory, sales, finance and HR in one database, giving management one consistent view of operations across every branch.
Human Resource Management System An HR system for employee records, recruitment, contracts, attendance, leave and performance reviews, with self-service so staff and managers handle requests without paperwork.
Payroll Management System A payroll system that calculates earnings, allowances and deductions from configurable rules, routes each run for approval and produces payslips, bank files and summaries.
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