DigiVista CRM: the complete sales journey
Prepared 9 October 2026. A practical guide for the owner, administrator and sales team. Pharma inventory is outside this sales CRM.
Example: a fictional company requests website development and hosting. Use TEST records in the local test database; do not send to invented customer addresses.
| Step and screen | Action and expected result | Benefit |
|---|---|---|
| 1. Master setup | Create named staff accounts, roles and reporting managers. Configure company communication details and service descriptions/rates. Activate staff through their own activation links. | Clear responsibility and reusable standard information. |
| 2. Capture an enquiry | Use New lead, reviewed Excel/CSV import, or verified connected email/WhatsApp intake. Record contact, company, industry and source. External provider connection is required for real incoming messages. | One place for enquiries. |
| 3. Check identity | Match email/phone before creating. Repeated provider events should not duplicate messages. Two enquiries converted later should reuse the customer already created. | Less duplicate data and missed history. |
| 4. Assign and follow up | Use an enabled assignment/default-follow-up rule or an explicit owner/date. Confirm the automatic follow-up task. Unattended reminders need a secure external scheduler. | Enquiries have an accountable owner and next action. |
| 5. Contact and qualify | Move New → Contacted → Qualified after the actual conversation. Record requirements, budget and expected closing date. Mobile updates can save activity, stage and follow-up together. | Fewer separate updates. |
| 6. Link company/contact | Create or select the customer company/contact and explicitly link the lead. Create a separate opportunity for repeat business rather than duplicating the customer. | Customer history stays together. |
| 7. Draft quotation | Select catalogue services; review description, quantity, rate, tax, validity and terms. For a test with two units at ₹12,000 and 18% tax: net ₹24,000, tax ₹4,320, total ₹28,320. This is test arithmetic, not a tax determination. | Reusable services with editable commercial scope. |
| 8. Review and approve | Save Draft → Submit → authorised approval or rejection. Verify recipient identity, latest revision, expiry, amount and scope before any customer communication. | Controlled commercial approval. |
| 9. Print and prepare email | Open quotation print view. Check logo, customer, reference, revision, validity, items, quantity, rate, tax, total and terms. Use Print → Save as PDF. Preparing an email produces editable text; it does not send or attach the PDF automatically. | Consistent quotation and message preparation. |
| 10. Send and verify | Direct CRM quotation email delivery is pending. Currently, review the prepared message and send through the authorised mailbox, attaching the saved PDF if needed. Record sending evidence. Provider acceptance, delivery and customer acceptance are different states. | Honest traceability of what was sent. |
| 11. Negotiate and close | Record revisions and discussions; use a current approved quotation. Record acceptance evidence, or a loss reason. Move the opportunity/lead to Won or Lost; verify automatic follow-up completion. | Clear outcome and future learning. |
| 12. Project handover | Create a linked project from a template, review milestones, activate tasks, assign operations staff, record meeting decisions and action owners. Automatic quotation acceptance → project creation is not connected. | Sales commitments can be handed to delivery staff. |
| 13. Owner review | Review My Day, owner brief, overdue tasks, monthly goals and opportunity estimates. Download relevant reports as CSV/Excel. Values represent recorded estimates, not payment receipts. | Less spreadsheet assembly. |
| 14. Repeat business | Reuse the customer; create a new opportunity and quotation. Review previous activity and linked inbox messages. Respect Do not contact and channel consent. | History is retained without duplicate customers. |
Quotation format acceptance checklist
Verify seller identity and required business/address details, recipient company and contact, readable reference, revision and issue/validity dates, clear scope/exclusions, units, line amounts, tax treatment, currency, payment terms, delivery timeline and acceptance instructions. Current print view provides logo/customer/reference/revision/validity/items/tax/total/terms; seller address/GST details, readable quotation numbering, explicit subtotal/tax breakdown and automatic PDF attachment need further review or implementation. A quotation is not a tax invoice.
Email acceptance test
- Check private SMTP settings on the server; never include passwords in this guide.
- Keep sending disabled until the recipient and test message are reviewed.
- Use the authorised test recipient sandeep.saxena@digivistainfotech.com.
- Confirm sender identity, subject, approved quotation revision and amounts.
- Send one test only through the reviewed sending flow; record provider outcome.
- Confirm actual receipt in the recipient mailbox. Do not label a queued/accepted request Delivered.
- For uncertain outcomes, inspect evidence before resending.
Communication history test
Submit two distinct signed enquiries from one test sender; verify one customer and two messages. Replay the first event; verify no duplicate. Convert two pending enquiries; verify the same customer is reused. Search Inbox by contact/text/channel/customer. Ensure another salesperson cannot see customer messages outside their scope. The interface covers the latest 500 accessible messages; full mailbox synchronisation, attachments and email thread reconstruction are not yet implemented.