How Root Digit CRM works

Root Digit CRM — how to use it

This guide explains every part of the product and how to use it, in plain words. It is made from the product itself, so it only describes what is really there.

New to CRMs? A CRM (customer relationship management software) is one place for your customers, your sales and your follow-ups — instead of spreadsheets, notebooks and memory. Start with the next section, then look up anything else when you need it.

If you are writing code against the API instead, you want the developer reference.

Start here — your first ten minutes

The first time you open the CRM — on the web, and again in the phone app — a two-step welcome shows what it does: everything in one place, then speaking a note where your workspace has voice notes, or the day's list where it does not. To see it again, or to show a colleague: Get help › See the welcome again on the web, Profile › Welcome tour in the app.

1. Add your business details. Settings › Organization. Enter your business name, address, country and currency. If you are registered for GST, VAT or sales tax, add your tax number too. From then on, every invoice gets the tax right on its own.
2. Bring in your contacts. Settings › Migrate from another CRM, or the Import button on Contacts. A spreadsheet is fine. Before anything is saved, you see where each column will go, so nothing is lost.
3. Set up your sales stages. Settings › Sales pipelines & forecasting. A pipeline is the list of steps a deal goes through — for example Qualified, Proposal and Won. The stages you start with are only a suggestion. Rename them to the words your team already uses.
4. Invite your team. Settings › People & access. Each person gets a profile, which decides what they can see and change.
5. Do one real thing. Add a deal you are working on, or send one real invoice. Ten minutes with real data teaches you more than an hour of clicking around an empty screen.

You do not have to finish these steps before you start. The product works with just one contact in it.

What each screen is for

Every item in the left-hand menu, in the order it appears. The menu comes in parts: WORKSPACE for the daily work, REPORTS, GROWTH, INTELLIGENCE, and YOUR MODULES once you have made a module of your own.

A page your plan does not include stays in the menu with a small lock. Open it and the CRM says which plan has it: an administrator can upgrade there, or try that plan free for one day (see “Try a bigger plan for a day” below). A page an administrator switched off under Settings › Modules & entitlements, or one your profile may not open, is not in the menu at all.

Overview

Your business on one screen: money coming in, deals in progress, new people, and what needs doing today. On the Intelligence plan, Amie greets you at the top and asks what you want: tap the microphone and say it, or tap a suggestion.

Leads

People who are interested but have not bought yet. Check whether they are a good fit. When one is, convert it: one click makes a contact, a company and a deal. On the Intelligence plan, tap the microphone in a lead's note box after a call and say what happened: the CRM writes the note and offers the changes it heard, and keeps no recording.

• lead — Someone who has shown interest but is not a customer yet — for example someone who filled in a form, gave you a business card or met you at an event. You check whether they are a good fit, and convert the good ones: one step makes a contact, a company and a deal. The difference from a contact is commitment: a lead is a maybe, a contact is someone you actually do business with.

Contacts

Every person you deal with, and everything you have said to them. One record for each person.

• contact — One record for each person you deal with, holding everything that has been said to them. A contact is a real person you work with; a lead is someone who might become one.

Companies

The businesses your contacts work for. Their deals, invoices and conversations are all collected here, so you see the whole customer in one place.

• company — The business your contacts work for. Its deals, invoices, quotes and conversations are all collected here, so you can see the whole customer instead of chasing five people one by one.

Deals

Sales you are trying to win. Each deal has a stage (how far along it is), an amount and an owner. Your sales forecast is built from these. On the Intelligence plan, tap the microphone in a deal's note box after a visit and say what happened: the CRM writes the note and offers the changes it heard, and keeps no recording.

• deal — A sale you are trying to win, with an amount, a stage and an owner. Your pipeline is made of deals, and your forecast is worked out from them — if it is not a deal, it is not in your numbers.
• pipeline — All the deals you are working on, taken together. When someone asks how the pipeline looks, they mean: how much money is in there, and how likely is it to come in.
• stage — How far along a deal is — for example new lead, qualified, proposal, negotiation, and then won or lost. Moving a deal from stage to stage tells everyone where it stands, without a meeting about it.
• stalled — A deal that has stopped moving — same stage, nothing logged, no next step booked. It is not lost, and that is the point: a stalled deal can still be won, and it is easy to miss only because nothing about it changes.
• won — A deal the customer agreed to. Marking it won teaches the deal score what winning looks like in your business, so do it on the day, not at the end of the month.
• lost — A deal that will not happen. Record it honestly instead of leaving it open: the score learns as much from what you lose as from what you win, and an old deal left open quietly makes your forecast too high.
• open deal — A deal that is not won or lost yet — still in progress, and still counted in your pipeline and your forecast. Everything on the Intelligence screens is about these.

Quotes

A price offer you send to a customer. Once you have presented it, Create invoice or Create sales order makes the next document from it — the same customer, tax details and lines — so nothing is typed twice, and the two are linked. A quote gets its number when you save it.

• quote — A price offer you send before the work is agreed. It is not a bill: nobody owes you money for a quote. When the customer says yes, it becomes an invoice.

Invoices

Bill a customer and see what has been paid. Tax and invoice numbers follow the rules you set in Settings. Every invoice has a Scan to verify code, so anyone holding it can check it against your own records. In India, a business that must e-invoice (above ₹5 crore turnover a year) gets the file for the government's invoice portal on the invoice's E-invoice & e-way bill tab, and the IRN the portal sends back prints on the invoice with the portal's QR code; the same tab makes the e-way bill for goods on the move, and ticking several invoices on the list files them in one go. On the Growth plan and up, the Payment tab sends the customer a payment link through Stripe, PayPal, Razorpay, Cashfree or CCAvenue, and the invoice marks itself paid when they pay; recording a payment you took another way works on every plan.

• invoice — A bill for work already agreed, with a due date and a record of what has been paid. A quote asks; an invoice collects.

Tasks

Jobs someone has to do, with a due date and an owner. If you promise something on a call, put it here so it is not forgotten.

• task — Something someone has to do, with a due date and an owner. If you promise something on a call, put it here instead of keeping it in your head.

Follow-ups

Write a follow-up plan once — for example an email today, a WhatsApp message in two days and a call on day five — and put it on a lead, deal, quote or invoice. Each step happens on its own. It stops when the person replies, when someone logs a call or meeting with them, or when the deal, quote or invoice is closed. Emails go out the way your workspace sends email and count toward your plan's email allowance. WhatsApp steps go through your WhatsApp provider; if the customer has not written to you in the last 24 hours, your approved template is used.

• autopilot — A follow-up plan you write once — for example an email today, a WhatsApp message in two days and a call on day five — and put on a lead, deal, quote or invoice. Each step happens on its own, and the plan stops on its own when the person replies, when someone logs a call or meeting with them, or when the deal, quote or invoice is closed. Emails go out the way your workspace sends email and count toward your plan's email allowance. WhatsApp goes through your WhatsApp provider: the message you wrote if the customer wrote to you in the last 24 hours, your approved template if not. Calls arrive as tasks. It is on every plan.

Approvals

Requests that need a manager's OK before they go ahead — for example a big discount or a large quote. You set the rules in Settings. On the Enterprise plan and up.

• approval — A request that needs a manager to say yes — a discount above a limit, or a quote above a certain size. It waits here instead of in a manager's email, so nothing is held up by a message nobody saw.

Calendar

Your meetings and calls, by month and by day. Open one to see who it is with and the customer or deal it is about.

• event — A meeting or call at a set time, linked to the company or deal it is about — so a customer's history shows when you actually spoke, not only what you typed.

Visits

Visits in person: where you went, when, and what happened. For teams that sell on the road instead of on the phone. On the Growth plan and up.

• visit — A trip to see someone in person — a site survey, a showroom appointment, a delivery check. It records where you went, what happened and what comes next, so it is not only in the head of the person who went.

Inbox

Write an email to a customer from here. Emails you receive are not brought into the CRM yet. WhatsApp messages from customers are saved to their timeline on their own, matched by phone number — you type nothing. A message from a number you do not know is left alone; no record is created for it.

• inbox — Email brought into the CRM and saved on the record it is about, so a conversation with a customer is kept with that customer, not in one person's mailbox.

Reports

How your business is doing, worked out from your own records: revenue, deals in progress, how many deals you win and who is closing what. The ready-made reports are on every plan.

• report — A saved question about your data — how much you sold last quarter, who closed the most, where your leads come from — that you can open again next month instead of building it again. Reports, with the ready-made reports, is on every plan; building your own is the Report builder, on Growth and above, where under More options you can add either/or filters, fields from a linked record, dates by month or quarter, a grid, several totals, formulas such as win rate, a comparison with the period before, and a schedule that emails it.

Report builder

Make your own report on any kind of record, one step at a time: what to count, how to group it and what to leave out. More options lets you add either/or filters, a second grouping shown as a grid, several totals, formulas such as win rate, a comparison with the period before, and a schedule that emails the report. On the Growth plan and up.

Win back

Customers who used to buy regularly and have stopped. It is worked out from your own invoices: anyone with three or more orders at a steady gap who has now gone more than twice that long without ordering. The biggest are shown first, with what they were worth to you in a year. On the Growth plan and up.

Campaigns

Send one message to a list of people, and see who opened it, clicked a link and replied. Replies are saved on each person's record. On the Growth plan and up.

• campaign — A marketing message sent to many people at once, with the replies tracked back to each person's record — so you can see which leads came from it instead of guessing.

Credit notes

A credit note cancels or reduces an invoice you already sent — for a return, an overcharge or a discount agreed later. The original invoice stays as it was, which is what tax authorities expect. A credit note can't be for more than is left of the invoice after earlier credit notes. On the Growth plan and up.

Recurring invoices

An invoice that repeats on a schedule — a monthly fee or a yearly licence. On its day, in your time zone, the invoice is made for you: the same customer, lines and payment terms, the next invoice number, issued and, if you choose, emailed the way your workspace sends email. Paused or ended schedules make nothing. On the Growth plan and up.

• recurring — An invoice that is created again and again on a schedule — a monthly fee, a yearly licence, anything a customer pays regularly. Set it up once and it goes out on time without anyone remembering.

Products

What you sell, with a price and a cost. Quotes, invoices and inventory all use this list.

• product — Something you sell, with a code, a price and its tax details. When you put products on a quote, the total is worked out for you instead of typed by hand.

Price books

Special prices for some customers or regions, without changing the price everyone else sees. A book holds a price for each product, and a lower one from a quantity up if you sell cheaper in bulk. A line takes its price from the book chosen on the deal or document, else your default book for that currency, else the product's own price. A book's standard discount comes off its prices, then its rounding rule is applied.

• pricebook — A second list of prices for the same products — for distributors, for export, or for a special offer. It saves keeping a separate spreadsheet and hoping the right one gets used.

Inventory

How much stock you have, what it is worth, and what is about to run out. Goods received against a purchase order are added here by themselves. On the Enterprise plan and up.

• inventory — How much of each product you actually have, and where. It stops you quoting for something that will not arrive for six weeks.

Sales orders

What a customer has agreed to buy, before you invoice it. Useful when there is a gap between the order and the delivery: you can see what is promised without counting it as money yet. Once it is confirmed, Create invoice makes the invoice from it with the same lines. An order gets its number when you save it. On the Growth plan and up.

Purchase orders

What you have agreed to buy from a supplier. It is the opposite of a sales order, and the place to start a purchase if you want the paperwork to match the goods. When the goods come, receive them on the order — everything still owed, or the part that came — and, with Inventory, the stock goes up by itself. You can never receive more than you ordered. On the Growth plan and up.

Vendors

The businesses you buy from (your suppliers), not the ones you sell to. Each has its own contacts, tax details and payment terms, and you raise purchase orders to them. On the Growth plan and up.

Customer cases

Problems customers have told you about, each with an owner and a status, so every problem gets one answer — never two, never none. On the Growth plan and up.

• case — A customer's problem, tracked from the moment they report it until it is solved. Also called a ticket. Keeping cases here, not in an inbox, means the next person who speaks to that customer can see what went wrong last time.

Knowledge base

Your own help articles, for your team and your customers. Write an answer once, find it here, and share the same article with customers. On the Growth plan and up.

• article — A written answer, saved once and reused. The knowledge base is where those answers are kept, so the same explanation does not have to be typed out for the fortieth time — and your team and your customers read the same one.

Forecasts

The sales you promise to close in a period, saved so you can check later how close you came. Each forecast shows the deals expected to close in its period beside it: their total, the same weighted by each deal's chance, what has already been won, and how far that leaves you from the target. On the Growth plan and up.

Processes

Rules that run on their own when a record changes: give it an owner, send an email, create a task or ask for an approval. A process can also start once a day at an hour, from a button on the record, or when another system calls its web address, and it can wait for an approval before it acts. Set it up once and it happens every time, without anyone having to remember. On the Enterprise plan and up.

• process — A rule that runs on its own when a record changes, a date arrives or a customer replies: give it an owner, email or WhatsApp the customer, create a task, wait a few days and check again, or ask for an approval. Set it up once and it happens every time, without anyone remembering to do it. Also called a workflow or an automation. Start from a ready-made rule under Settings › Processes & automation.

Forms

A form you can put on your own website. When someone fills it in, a record is created here, with where it came from. On the Growth plan and up.

Custom fields

Add your own fields (boxes to fill in) to any record, and arrange the form. Text, numbers, dates or a list to choose from. A field can be required on invoices and optional on quotes, shown as a column in the list, or printed on your documents. Works on your own modules as well as the built-in ones. To remove a field, open it: Delete field removes it and everything typed in it; Archive field hides it and keeps what was typed. Part of the Growth plan and up; on Free, the fields you already have keep working.

Today

Where your time matters most today: deals going quiet, late payments, leads worth calling and your own late tasks, in one list. Each item's value is weighed against how much your attention could change the result, so deals already won — or never going to happen — drop off. Most items come with the message already written from the record's own facts; change it and send it in one tap. The list updates itself as your records change; you do not keep it. On the Intelligence plan.

Collections

Who is likely to pay late, and when the money is likely to arrive — learned from how your own customers have paid you. Each unpaid invoice says why, in words, with a reminder already written. An administrator can switch on reminders that send themselves, and test two ways of reminding to see which gets you paid sooner. On the Intelligence plan.

Deal scores

A score for each open deal, learned from the deals you have already won and lost — so it learns how your business wins, not how businesses in general do. Each score shows what raised it and what lowered it. On the Intelligence plan.

• deal score — A mark out of 100 for how likely a deal is to close. It is worked out from the deals your workspace has already won and lost — so it learns how your business wins, not how businesses in general do. Each score shows what raised it and what lowered it; nothing is hidden.

Lead scores

Like deal scores, but for leads. It learns from the leads you have already converted or turned down. It looks at budget, who decides, what they need and when — the four things the lead form already asks — and at how much and how recently you have talked. Work your leads in the order it shows. On the Intelligence plan.

• lead score — A mark out of 100 for how likely a lead is to become business. It learns from the leads your workspace has already converted or turned down. It looks at the four things the lead form already asks — budget, who decides, what they need and when they want it — and at how much and how recently you have talked. It is not the Lead score box on the lead itself: a person types that number, and this one is worked out for you.

Pipeline forecast

What your open deals are likely to bring in. Each deal counts by its own chance of closing, not at full value — so this is lower than the total of all open deals. Old forecasts are kept, so you can see whether it has been right. On the Intelligence plan.

• forecast — What your open deals are likely to be worth, with each deal counted by its own chance of closing instead of at full value — which is why it is always lower than the total of your open deals. Commit is what is almost certain, expected is the realistic middle, and best case is everything going right.
• commit — The part of the forecast that is almost certain — only deals scoring 75 or more, counted at full value. It is the number you would be happy to say out loud in a meeting.
• best case — What you would have if every open deal was won. Nobody expects it; it is the most you could get — useful for knowing how much room there is, not for planning.
• expected — The realistic middle of the forecast: every open deal counted by its own chance of closing, not at full value. A deal worth $10,000 with a score of 60 counts as $6,000.

At risk

Customers and deals that have gone quiet. Quiet is measured against each customer's own habit, not a fixed number of days: a customer who always takes two weeks to reply is fine, but one who always replied the same day and has not for a week is not. On the Intelligence plan.

• at risk — Deals worth real money that are quietly going wrong — a close date that keeps moving, a stage that does not change, nobody replying. The point is to find out while there is still time to act.
• quiet — A customer who has stopped talking to you — measured against their own usual rhythm, not a fixed number of days. Someone who always takes two weeks to reply is not quiet; someone who always replied the same day and has not for a week is.

Customer health

The chance that each customer is still talking to you in ninety days. It learns from your own history: it looks back ninety days, sees which customers went silent after that, and uses what it learned on today's customers. It also shows the hour of the week when your customers usually answer, counted from calls and emails with a recorded result. On the Intelligence plan.

• churn — When a customer quietly stops being a customer. Nobody cancels in writing — the calls just get further apart until they stop. This predicts it: it looks back ninety days in your own history, checks which customers went silent after that, and uses what it learned on today's customers. It is different from “gone quiet”, which reports a silence that has already happened.
• best time to contact — The hour of the week when your customers usually answer, counted from calls, emails and meetings that had a result recorded. An attempt with no result recorded does not count either way, so it shows nothing until there are enough of them.

Ask Amie

Amie is the assistant built into the CRM. She starts by telling you what changed since you last looked, and she can start an invoice, a quote or another record for you: she opens the form filled in, and you check it and press Save. Ask her the way you would say it out loud. She answers only from records you are allowed to see, and tells you when she cannot find one. On the Intelligence plan.

Settings

Everything about how your workspace works: your company details, who can see what, how records are numbered, and which parts of the product are switched on.

Get help

Ask us a question. It goes to the people who build the product, and the answer comes back to your email.

My profile

Your own account: name, time zone, email signature, your own mailbox for the email you send, the emails you get about your own work, password, two-step sign-in and passkeys. Changes here affect only you.

Settings — where everything is set up

Every section of Settings, and what it is for. Most “how do I make it do…” questions are answered here.

Settings › Organization

Your business as customers see it on everything you send: legal name, address, country and the currency you sell in. Fill this in first — invoices, quotes and emails all use it.

Settings › Branding & domain

Your logo and colour, and the web address of your workspace. A logo you upload is made web-sized for you (512 pixels on its longest side, and the browser icon a 64-pixel square), so a large file is fine. You can use your own address, for example crm.yourcompany.com, instead of ours: on the Growth plan and up, or as a pack on any plan, and not during a trial.

Settings › Regional settings

How dates and numbers are written, your time zone, and the day your week starts. What looks normal in one country can look like a mistake in another.

Settings › Currency & exchange rates

The currencies you sell in, and what each is worth in your own currency. Totals across currencies are converted with these rates. They come from a rate provider and refresh every six hours on their own — or only when you press Sync now, if you choose Manual sync. For a short time you can use your own rate for one currency, saying who approved it and when it ends; the provider's rate comes back by itself after that. An invoice, a quote or a credit note in another currency keeps the rate it went out at: a draft follows today's rate (and anyone who may edit it can set its rate by hand on its Overview), and the moment it is issued or first sent the rate is fixed on it — "1 USD = 3.6725 AED, fixed on 21 Oct 2026" — for every reprint, the portal, the e-invoice file and reports. A credit note takes the rate of the invoice it credits.

Settings › Tax registrations & payouts

Your tax number (GST, VAT or similar) and the bank account where money you collect is paid out. Once your tax number is here, the tax on every document is worked out for you — in India, that includes whether a sale is within your state or to another state, and the e-invoice file for the government's invoice portal when your business has to e-invoice.

Settings › People & access

The people in your workspace. Invite someone, choose their profile (what they are allowed to see and do), and suspend them when they leave. Each person uses one seat of your plan.

Settings › Teams & access

Groups of people who work together, so you can share records with a whole team instead of person by person.

Settings › Territories

Who looks after which region or type of customer. Useful when two people should each see their own customers and not each other's.

Settings › Roles & sharing

Who can see what. For each kind of record you set who can see it by default, who reports to whom, rules that let more people see it, and which fields only some people may read.

Settings › Security & compliance

Rules for the whole workspace: everyone signs in with two steps, or only through your company's sign-in; a browser nobody uses is signed out; only your own networks can reach it; and how long history and deleted records are kept. Also the controls auditors ask about.

Settings › Email & communication

How customer email is sent — through a connected Gmail or Microsoft 365 mailbox, your company's own mail server, SendGrid or Amazon SES. With none of these, invoices, quotes and emails to one person go out through Root Digit mail, under your business name, with replies to the person who wrote them. And how WhatsApp is sent: Meta, Bird, Twilio or Gupshup, with the two approved templates the one-tap reminder and greeting send when the customer has not written in the last 24 hours. Campaigns always use a mail server or a sending service, never a personal mailbox. Limits on bulk email are set here too. On Automatic, each person's own mailbox (My profile › Your mailbox) goes first for the email they write. Which emails each person gets about their own work is in My profile.

Settings › Email templates

Ready-made emails you can use again, with details such as the customer's name filled in from the record. You write the message once, instead of retyping it (and making small mistakes) every time.

Settings › Customer portal

A website where your customers sign in to see their own quotes, invoices and cases. You choose what it shows and who can use it. A document is a customer's when the contact or company picked on it is theirs — the CRM keeps which record was picked, not only its name — so two customers with the same name never see each other's documents. A name typed rather than picked counts when exactly one contact or company has that name.

Settings › CRM configuration

The lists the product uses — deal stages, lead sources, case types, industries. Change them to the words your team already uses.

Settings › Modules & entitlements

Which parts of the product are switched on in this workspace, and which parts your plan includes. Switching a part off takes it out of the menu for everyone. A part your plan does not include stays in the menu with a lock, and opening it says which plan has it.

Settings › Modules of your own

Create a new kind of record the CRM does not have — for example Projects, Shipments or Claims. It gets its own menu item, its own list, its own permissions and its own fields.

Settings › Record actions & buttons

Extra buttons on a record for things your team does often.

Settings › Duplicate rules & merge

Stop the same customer being added twice, and join together the ones that were — choosing which details to keep, one field at a time.

Settings › Document numbering

The numbers for invoices, quotes, credit notes and orders, including numbering with no gaps, which tax authorities require.

Settings › Invoice template

How a printed or emailed invoice looks: the heading, the colour, the declaration text, and which parts are shown. The Scan to verify code is on unless you turn it off. The signature block is off unless you turn it on, because an invoice sent by email needs no signature.

Settings › Sales pipelines & forecasting

Your pipelines (the steps a deal goes through) and their stages, the chance of winning at each stage, and how the forecast is worked out.

Settings › Processes & automation

Rules that run on their own when a record changes — give it an owner, send an email, create a task, ask for an approval. Start from a ready-made rule, or switch on Advanced for rules that start a week before a quote expires or when a customer replies, wait a few days and check again, and email or WhatsApp the customer. Set it up once instead of remembering it every time.

Settings › Forms & web capture

A form for your own website. When someone fills it in, a record is created here, with where it came from.

Settings › Connectivity

Where your workspace connects to other software — the starting point for the sections below it.

Settings › Integration hub

Connect other software you use: accounting, payments, email (including your own mail server), calendars, WhatsApp and messaging. A mailbox, your mail server and a WhatsApp provider can be connected on every plan; the rest come with the Growth plan and up — including the payment services (Stripe, PayPal, Razorpay, Cashfree, CCAvenue and SagaPay) that put a payment link on an invoice. Each card says what to paste and, for a payment service, whether a webhook is worth adding.

Settings › Developer & API access

For connecting your own software or an AI assistant. Create API keys (passwords for software, each allowed to do only what you choose) and webhooks (messages the CRM sends to your software when something changes), and find the address to connect an AI assistant. On the Growth plan and up, and not during the free trial; during a one-day trial, keys and assistants keep only what your paid plan includes. A key is shown only once — make it read-only unless you really want it to change records.

Settings › Migrate from another CRM

Bring your data in from a spreadsheet or another CRM. Before anything is saved, you see where each column will go.

Settings › Data management

Export everything, empty the recycle bin, and handle a customer who asks to see or delete the information you hold about them. Exporting is free, unlimited and available on every plan — except while a trial runs (the free trial, or a one-day trial), when it waits until the trial ends or you choose a plan.

Settings › Audit log

Who changed what, and when. It is always recorded, whether or not anyone is looking.

Settings › Plan & billing

Your plan, what it includes, what you have used, and our invoices to you. Change your plan, add seats or buy extra space here: a bigger plan starts at once, a smaller one at the end of the period you have paid for. A page your plan does not include shows a lock in the menu. Opening it says which plan has it, and an administrator can try that plan free for one day — once, for good.

How to do the everyday things

Add a customer

Companies › New. A company is the business; contacts are the people who work there. If you sell to individual people, you can use Contacts on their own and ignore Companies.

Raise an invoice

1. Invoices › New.
2. Choose the customer. Their address and tax details are filled in for you.
3. Add what they are buying. Pick a product and its price comes from your price book. You can change the price on the line.
4. The tax, the totals and the invoice number are worked out for you. You cannot type over them. This is on purpose: it stops an invoice reaching a customer with a total that does not match its lines. Tax is added only when your workspace has a tax registration (in India, a GSTIN, added under Settings › Tax registrations & payouts). Without one, the invoice has no tax line and is headed Invoice, not Tax invoice.
5. Already paid, or paid in part? Choose Paid or Partly paid and boxes appear for how much you received, when, and how. The payment is recorded when you save.
6. Save, then choose Email invoice. The customer gets it by email, with the PDF attached. To be paid online, send them a payment link as well (see “Get paid online” below).

Quotes, credit notes, sales orders and purchase orders all work the same way.

Turn a quote into an order or an invoice

Open the quote once you have presented it to the customer (its status is Presented or Accepted) and choose Create invoice or Create sales order. The new document starts from the quote: the customer, the contact, the address, the tax details, the currency, the payment terms and every line. It takes the next number, and each record says where the other came from. A confirmed sales order becomes an invoice the same way.

Each quote becomes each kind of document once. Pressing the button again shows what was already made, and asks before making a second one — for an order you invoice in two parts, say.

Receive goods against a purchase order

When the goods arrive, open the purchase order and record what came: everything still owed, or just the part that arrived. You cannot receive more than you ordered, and two people receiving the same delivery at the same moment cannot both add it. The order shows Partly received until every line has arrived, then Received. On the Enterprise plan, each line also goes onto the stock of its inventory item — the one chosen for the line, or the one with the same SKU.

Give some customers their own prices

Open Price books and make a book — for example “Distributors” — in one currency. Add a price for each product, and a lower price from a quantity up if you sell cheaper in bulk. Choose the book on a deal, quote or invoice, or make one the default for its currency. A line then takes its price from the chosen book, else the default book, else the product's own price. A book's Standard discount (%) comes off its prices, then its rounding rule is applied; a book with no prices in it is simply that discount on everything.

Invoices that repeat

Recurring invoices › New. Choose the customer, how often, the first date and, if you like, when it ends. Add the lines, or just the amount per invoice, and set it to Active. On each date, in your time zone, the invoice is made for you — numbered from your invoice numbers and issued — and, if you choose Email the invoice automatically, emailed the way your workspace sends email. A schedule that is Paused or has ended makes nothing. If dates were missed (say the service was down), each one is made once, dated its own day, and only the newest is emailed. On the Growth plan and up.

Does an invoice need a signature?

Not when you send it by email. In India, the GST rules (CGST rule 46) do not ask for a signature on an invoice issued electronically, and the UAE, the UK, the EU and the US do not ask for one either. So an invoice has no signature block unless you turn it on, and says instead: “This is a computer-generated invoice and needs no signature.”

Turn the block on under Settings › Invoice template › Show a signature block if you print your invoices and sign them by hand (a paper invoice in India does need a signature), or if a customer asks for one.

Scan to verify

Every invoice and credit note has a square code at the bottom left, marked Scan to verify. Anyone holding the invoice can scan it with a phone camera. It opens a page with your own record of it: your company and tax number, the invoice number, the dates, the amount, and whether it is paid, partly paid, unpaid or cancelled. The page shows nothing about your customer.

If someone changes the amount on a copy, or makes up an invoice in your name, the page shows your real figures or says it cannot confirm the invoice. The code cannot be guessed or changed. It is not a payment code.

It is allowed in every country, because it only adds to the invoice. Some countries also ask for a code from the government, which this code does not replace:

• Saudi Arabia: the ZATCA code. The CRM prints it instead of this one.
• India, above ₹5 crore turnover a year: invoices to other businesses, exports and SEZ units need the e-invoice code (IRN) from the government's invoice portal. On the invoice, the E-invoice & e-way bill tab gives you the file to upload there; the invoice's Overview says where it stands. Bring the portal's answer back to the same tab, and the IRN and the portal's own QR code print on the invoice, beside this one. If you cancel the IRN on the portal — it allows that within 24 hours of issuing it — record that on the same tab too: the invoice becomes void, and its number cannot be used again. For many invoices at once, tick them on the invoice list and download one file; the portal's answer, uploaded once, records every IRN in it. E-invoicing is on the Growth plan and up.
• India, goods worth more than ₹50,000 on the move: the same tab makes the e-way bill. Fill in the transport on the invoice (All fields → Transport & e-way bill), download the file for ewaybillgst.gov.in (e-Waybill → Generate Bulk) and bring the 12-digit number back; it prints on the invoice. With the transport filled in before the e-invoice file, the IRP makes the e-way bill with the IRN instead. E-way bills are on the Enterprise plan and up.
• The UAE: e-invoices reach the Federal Tax Authority through an Accredited Service Provider (ASP), a company the FTA has accredited to send them on a business's behalf. The invoice's and the credit note's E-invoice tab gives you the file in the UAE's format, PINT AE, once it passes the UAE's rules, to give to your ASP; we don't send it. Until then the tab lists what to fix: your TRN (an invoice without it can't be an e-invoice), your trade licence and who issued it under Settings › Organization, the customer's TRN or trade licence, the emirate in each UAE address, and on each line whether it is standard rated, zero-rated, exempt (and why), out of scope or under reverse charge. An invoice in dollars states its VAT and total in dirhams, at the rate fixed on it. E-invoicing is on the Growth plan and up.
• Malaysia (MyInvois), Portugal (ATCUD) and Kenya (eTIMS) have their own codes too.

In a few countries every invoice must go through the tax office's own system first: Italy, Poland, Mexico, Brazil, Turkey, Egypt, Vietnam, Indonesia, Chile, Colombia and Peru. There, the invoice from that system is the legal one, and a PDF from any CRM is a copy.

To leave the code off: Settings › Invoice template › Show a “Scan to verify” QR code.

Email an invoice

Open the invoice and choose Email invoice. It goes to the billing email with the invoice attached as a PDF. Quotes and the other documents work the same way, and so does the Send tab, where you write your own message.

You do not have to connect anything first. With no mailbox or mail server connected, it goes out through Root Digit mail: your customer sees your business name, and when they reply, the reply comes to you. On the Free plan the email ends with one line saying it was sent using Root Digit CRM; paid plans and trials leave it off. It counts in your plan's email allowance. Up to 500 a day can go this way on a paid plan and 30 on a trial or the Free plan (100 and 10 in a workspace's first week). If a workspace's emails bounce or are reported as spam too often, Root Digit mail pauses for it and says why, and an address that does not exist is not written to again. Nor is an address at a domain that cannot receive email: that is usually a typo, and the note says so.

When emails to customers cannot go out (paused, today's limit reached, or the month's emails used up), a banner at the top of every screen says so and what to do, the bell lists it, and the invoice and quote forms show a note. You can always still create and save; only emailing waits. The workspace owner is also emailed the moment a pause happens.

To send from your own address instead, connect Gmail, Microsoft 365 or your mail server under Settings › Integration hub. Campaigns, which go to many people at once, always need your own mail server, SendGrid or Amazon SES.

Your email signature, set under My profile, is added to the end. When you write the email yourself (the Send tab, or Start a conversation), it is already in the message, so you can change it before you send.

Emails about your own work

Under My profile › Emails to me, each person chooses what they are told by email. Nobody is emailed about something they did themselves.

• Something is given to me — a colleague or a rule makes you the owner of a record.
• Reminders for my tasks and meetings — at the time you choose in the task's or meeting's Reminder box, in your own time zone.
• My deals move — a colleague moves a deal of yours, or marks it won or lost.
• Money comes in on my invoices — a payment is recorded, or the customer pays online.
• Approvals — something waits for your decision, or your request was decided.
• My campaigns finish sending — how many it reached.
• Morning note — a short email on mornings when something needs you: invoices past due, quotes about to expire, tasks due today. Off unless you choose it. On the Intelligence plan it also carries the top of your Today list, in the same order as the Today screen, with a link to the rest.

Several at once come as one email, and each email links straight to the record.

All of them are also in the bell at the top of every screen, whether or not you chose the email: a dot shows while there is something you have not seen. Tap one to open its record. The bell keeps the last 30 days, and also lists overdue invoices, today's meetings and high-priority tasks.

Keep the workspace safe

An administrator sets these in Settings › Security & compliance. They apply to everyone at once, including people who are signed in now.

• Everyone signs in with two steps — besides their password, each person confirms it is them with a passkey (their device's fingerprint, face or PIN) or a code from an authenticator app. Anyone who has not set it up is asked to the next time they use the workspace. Set it up for yourself first, in My profile. Someone whose only second step is a passkey, signing in with their password instead, is emailed a six-digit code.
• Sign in only through your company's sign-in — people use Google Workspace, Microsoft Entra ID, Okta or any SAML identity provider (see the next section) instead of a password. Connect one in the Integration hub first. Microsoft Entra ID needs your directory (tenant) ID, and Google Workspace lets in only accounts that belong to your company's own Google Workspace. Administrators keep their password, as the way back in.
• Sign people out when they are away — a browser nobody has used for the time you choose is signed out. Typing counts as using it.
• Allowed networks — only these internet addresses can use the workspace: people, API keys and connected assistants (Claude, ChatGPT) alike. The screen shows the address you are on now, and will not save a list that leaves you out.
• Keep activity history for — timeline entries and field changes older than this are deleted each night. Records and the audit log stay.
• Keep deleted records for — how long the recycle bin holds a deleted record.
• Help improve Amie — on unless you turn it off. The questions people ask Amie are kept for 90 days with names, numbers, amounts, dates, emails and phone numbers replaced, and any word Amie doesn't already know hidden — “Remind me to call Ravi tomorrow about the ₹50,000 invoice” is kept as “remind me to call {name} tomorrow about the {amount} invoice” — with the language and what she understood. Never her answer, your records, or who asked. Root Digit reads the ones she could not answer or answered wrongly, and teaches her new ways of asking in a later version. Turning it off deletes what was kept.

Each person is emailed when a passkey, an authenticator app or a connected assistant is added to their account, so one they did not add is noticed. Changing or resetting a password signs that person out everywhere, connected assistants included, and a reset also removes their passkeys — add yours again in My profile afterwards.

Sign in through your company's identity provider (SAML)

For companies that sign in to everything through ADFS, OneLogin, JumpCloud, PingFederate or Shibboleth — or Okta or Microsoft Entra ID set up for SAML. An administrator opens Generic SAML 2.0 in Settings › Integration hub:

1. Copy the three addresses the card shows — the entity ID, the reply (ACS) address and the metadata address — into a new SAML app in your identity provider. Have it send each person's email address as the NameID.
2. Paste in, from your identity provider, its entity ID (sometimes called Issuer), its sign-in address and its signing certificate.
3. Save and verify checks everything that can be checked before anybody signs in.

Your workspace's sign-in page then offers your company sign-in. People are matched by email to someone already in the workspace; nobody new is created on the way in. To make it the only way in, turn on Sign in only through your company's sign-in above.

Three things at the top of your overview, every day

On every plan, above the charts — and only on days when there is something to show:

• Overdue — who owes you money past its due date, biggest and oldest first. One tap sends a polite reminder on WhatsApp (when WhatsApp is connected and the customer has a phone number saved). You see the message before it is sent. If the customer has not written to you on WhatsApp in the last 24 hours, WhatsApp takes only a message it approved in advance (a template). Add your two templates once, under Settings › Email & communication › WhatsApp templates — the page gives the exact text to submit to WhatsApp — and the button sends the approved one when it has to.
• Opened in the last hour — who opened an email you sent in the last hour, including a quote or invoice you emailed from its record (when open tracking is switched on in Settings).
• Today — birthdays, the anniversary of a customer's first order, and today's festival, each with a greeting ready to send.

Follow-ups that send themselves

On every plan, including Free. Open Follow-ups in the menu and write the follow-up plan once. Then put a lead, contact, deal, quote or invoice on it, from the Overview tab of that record:

  day 0   email      Thanks for getting in touch
  day 2   WhatsApp   Hi {{firstName}}, did my email reach you?
  day 5   call       Ask what they need and by when

In an email step, {{signature}} becomes the owner's email signature from My profile, or their name if they have not set one.

Each step happens on its own. The plan also stops on its own — and tells you why — when:

• they reply — a WhatsApp message, or anything they do in the customer portal;
• someone speaks to them — a teammate logs a call or a meeting;
• it is closed — the lead is converted, the deal is won or lost, the quote is accepted, or the invoice is paid;
• they asked not to be contacted — they opted out of email, took back their consent, or asked you to limit the use of their data. You cannot put such a person on a follow-up at all.

How each step is sent:

• Email is sent the way your workspace sends email — your connected Gmail or Microsoft 365 mailbox, or your own mail server if that is what Settings › Email & communication says. It counts toward your plan's monthly email allowance — the same allowance as campaigns and single emails. With nothing connected, it goes out through Root Digit mail (see Email an invoice). If the allowance or the day's limit is used up, the follow-up waits a day on that step instead of skipping it.
• WhatsApp is sent through your WhatsApp provider — Meta, Bird, Twilio or Gupshup. WhatsApp lets a business send any message only within 24 hours of the customer's own last message. After that, it only accepts a template that WhatsApp approved. So the step sends what you wrote while the 24 hours are open, and the approved template you chose on the step when they are not. If there is no provider or no template, or the provider refuses, you get a task instead: the message is written for you, one tap sends it, and the task says why.
• Calls and tasks arrive as tasks for the record's owner, due that day. Tasks do not count toward your plan's record limit.

Nothing is sent between 7 pm and 9 am, or on a Sunday. It waits until 10 am on the next working day, in the owner's time zone. Snooze 3 days moves the next step later and keeps the gaps after it the same; Stop ends the follow-up. Every step, and every stop, is written on the record's timeline.

Send email through your own mail server

On every plan, including Free. If your company already sends email from Microsoft 365, Google Workspace, Zoho Mail or its own mail server, the CRM can send its email through it too. Go to Settings › Email & communication › Customer email › Your mail server (SMTP), then Set up your mail server:

1. The server name and port that your email provider gives for sending from an app — for example smtp.office365.com or smtp.gmail.com, port 587. Port 587 uses STARTTLS and port 465 uses SSL/TLS (two ways of keeping the connection secure). Port 25 is not supported.
2. The username and password. Microsoft 365 and Google usually want an app password here (a separate password made just for this), not your normal one.
3. The address customers see the email come from — and, if you like, a name and a reply-to address.

Connect and use it signs in to check the settings — nothing is sent — and from then on customer email goes out this way. A single email shows the name of the person who wrote it, and replies go back to them, unless you set a reply-to address. Your password is encrypted as soon as it reaches us and is never shown again.

The same screen lets you choose between a connected mailbox, your mail server, SendGrid, Amazon SES and Root Digit mail, or Automatic — the writer's own mailbox first (see the next section), then a mailbox connected for the whole workspace, then your server, then a sending service, then Root Digit mail. Campaigns always go through a mail server or a sending service, never a personal mailbox, because Gmail and Microsoft 365 limit how much one mailbox may send and treat bulk email as spam.

Send from your own mailbox

Each person can connect their own mailbox in My profile › Your mailbox, on every plan. Then the email they write in the CRM — from a record, an invoice or a quote, and follow-ups and rules sent in their name — goes out from their own address, lands in their own Sent items, and replies come back to them.

• Your mail server — the server name, port, username and password your email provider gives for sending from an app (often an app password, not your usual one), and the address your email should come from. It is checked by signing in before it is saved; nothing is sent.
• Gmail or Microsoft 365 — sign in with your account and agree, where these are offered.

Your own mailbox is used when Settings › Email & communication is set to Automatic. If your workspace sends everyone's email one way, My profile says so, and your mailbox waits until that changes. Campaigns never use it. If your mailbox stops working — a changed password, access taken away — it is marked in My profile with the reason, and your email goes out the workspace's way until you connect it again. Only you can see or change your mailbox.

Let WhatsApp fill in the CRM for you

Connect WhatsApp under Settings › Integration hub — Meta's own WhatsApp Business API, Bird, Twilio or Gupshup, on any plan. Then paste the address it shows into your provider's webhook settings (a webhook is how the provider tells the CRM that a message has arrived). For Gupshup, copy the whole address, including the part after ?token= — it is how the CRM knows the message really came from your Gupshup account. From then on, you stop typing in what you already know. When a customer messages you, the message is saved on their timeline on its own, matched by their phone number however it was written. Nothing is changed and nothing is sent for you; the message is simply saved where it belongs. Text messages (SMS) through Twilio are saved the same way, marked as SMS.

Because of this, “last contacted” — and everything worked out from it — is based on real messages, not on what someone remembered to log.

A message from a number that matches nobody is left alone; no record is created. A number saved on two contacts is left for you to merge: saving half of the conversation on each would be worse than the duplicate you already have.

Let Calendly add your meetings

Connect Calendly under Settings › Integration hub and agree on Calendly's own screen. From then on, when somebody books time with you in Calendly, it appears here as a meeting: at the time they chose, with the video link, phone number or place, the people coming, and the answers they gave on the booking form. The meeting belongs to whoever was booked, matched by their email here.

The booking is saved on the contact or lead with the same email, and shows on their timeline. Somebody new becomes a lead, with the phone number and company name if the booking form asked for them. Whoever was booked gets a notice.

• A cancellation moves the meeting to the recycle bin, and the timeline says so, with the reason they gave.
• A new time moves the same meeting, so anything you wrote on it stays.
• Several people booking one event, such as a webinar, is one meeting with all of them as attendees.

If the person who connects Calendly is an administrator of your Calendly organisation, everyone's bookings come in. Otherwise, only their own.

On Calendly's paid plans, bookings arrive the moment they are made. On its free plan, the CRM checks for new ones every ten minutes while someone is using it, and once a day. Check for bookings now on the Calendly card looks straight away. Bookings already made when you connect come in too, without a notice for each one. A meeting you delete here is not brought back.

Put a meeting in your calendar, with a video link

Open a meeting and its Overview shows the calendars and video services your workspace has connected in Settings › Integration hub — only those:

• Add to Google Calendar — with the attendees and the agenda. Either the Gmail / Google Workspace card or the Google Meet card can do it.
• Add a Google Meet link — a Meet link on the same calendar event.
• Add to Outlook — into the Microsoft 365 calendar, with the agenda and who is coming written in its notes. Nobody is sent an invitation.
• Create a Zoom meeting or Create a Teams meeting — at the meeting's time, with a join link to send to the people coming.

Press the same button again after changing the meeting, and the copy in the calendar or the video service moves to match rather than a second one being made. A new video link also fills the meeting's empty "Meeting link / location" box. Nothing is put in anyone's calendar until somebody presses a button, and nothing else in the calendar is read or changed.

When a Zoom meeting made here ends, the meeting's timeline says when it was held and for how long. If someone removes Root Digit CRM in Zoom, Zoom is disconnected here too.

Keep your documents in OneDrive or Google Drive

Connect OneDrive or Google Drive under Settings › Integration hub. Then every invoice, quote, credit note and order has Save to OneDrive or Save to Google Drive beside Download. It saves the PDF in a "Root Digit CRM" folder, with one folder inside it for each kind of document — Invoices, Quotes, and so on. Saving the same document again replaces its file, even if someone has moved it, so the drive holds the document as it is now.

On the drive's card you can also choose Also save a copy every time a document is emailed — then nobody has to remember to press the button.

Google Drive is asked only for the files and folders the CRM makes itself; it cannot see anything else in your drive. OneDrive saves into the drive of the person who connected it.

Get a quote signed with DocuSign

Connect DocuSign under Settings › Integration hub. Then a quote or a sales order has a Signature panel: Send for signature sends it to the contact named on it. DocuSign emails them the document, with a one-page acceptance to sign. There is nothing to set up inside DocuSign.

The panel then shows where it stands — sent, opened, signed or declined — and so does the quote's timeline.

• Signed — the quote is marked Accepted, whoever owns it gets a notice, and the signed copy is saved with the quote's files. Download the signed copy gets it any time.
• Declined — the quote is marked Rejected, with the reason they gave. You can send it again, to them or to someone else.
• Withdraw it cancels a request that has not been signed yet — for example, when you sent the wrong version. The link DocuSign sent stops working.

Updates arrive by themselves. Check now asks DocuSign straight away, and every waiting request is checked once a day as well.

Send invoices to TallyPrime

Connect TallyPrime under Settings › Integration hub. Type your company's name exactly as TallyPrime shows it, and the names of your sales and GST ledgers if yours are not TallyPrime's usual Sales, CGST, SGST and IGST.

Then every invoice has Download for Tally: a file you bring into TallyPrime with Import › Transactions. It adds the customer's ledger if it is new, and the sales voucher, with the GST split the way the invoice shows it. Importing the same invoice again updates its voucher rather than adding a second one. The invoice needs its place of supply, which decides between CGST with SGST, and IGST.

If your TallyPrime can be reached over the internet, add its address on the card too. Then Send to TallyPrime on an invoice puts it straight into your books, with no file to import.

Ask about anything in the CRM, the way you would say it

Amie is the assistant built into the CRM. She reads your whole question, not just one keyword in it. Ask about any kind of record — deals, leads, invoices, tasks, quotes, orders, tickets, your own modules — and narrow it down with anything you can say about it:

• When: today, this week, last month, this quarter, next quarter, this financial year, Q2, since April, between 1 and 15 October. The financial year is the one set in Settings. Weeks start on Monday, or on Sunday if your dates are written month first.
• Whose: mine, Sarah's, owned by James, unassigned.
• How much: over $10k, under 50k, between 10k and 100k. Amounts in lakh and crore work too — over 5 lakh, under 2 crore.
• Which: open, won, lost, unpaid, overdue, hot, from the website, in Negotiation, renewal deals, high priority, with no next step, without an email.
• For whom, and where: for Acme Inc., in Chicago.
• What to do with them: how many, total, average, by stage, by owner, by month, the biggest five, the newest.
• Compared with another period: “vs last month”, “compared to last quarter”, “more leads than last week” — she says whether it went up or down. If a period is not over yet, it is compared with the same days of the one before, so September so far is compared with August up to the same date.

Type the way you normally type. “hw many dels in negotation”, “tasks due tmrw”, “deals abv 10k” and “o/s invoices” (outstanding invoices) are understood the way you meant them. Names are never “corrected”.

  you    how many open deals over $10k is sarah closing this month
  amie   2 open deals owned by Sarah Miller, over $10,000, expected to close
         this month — $48,500 in all.

Every number is counted from your records at the moment you ask, using your own permissions: a deal you cannot open is not in the answer, and an amount hidden from your profile is not added up for you. Money in different currencies is never added together — dollars and rupees are shown side by side. A win counts from the day the deal was marked Won, not the day someone last edited it.

Know a customer before you pick up the phone

Ask about anyone by name — “tell me about Acme Inc.”, “how is the Crescent deal going”, “when did we last speak to Northwind Logistics”, “status of INV-1024” — and she answers in one go: what is open with them and what it is worth, what they owe and whether it is late, when someone last spoke to them and what was said, and what is planned next. Ask about a teammate — “how is Sarah doing” — and you get their open deals, what they have won this month and how much they have logged this week. Two records with the same name? She asks which one you mean.

You can ask her why, too: “why did we lose the Delta bid” (the reason given, or that none was recorded), “what is holding up the export deal” (how long it has been in its stage, a missing next step, a close date that has passed), “why has INV-3 not been paid” (how late it is, and whether anyone has chased it), “why are we losing deals” (the reasons given across your lost deals). And “who owns Northwind Logistics” or “does Acme Inc. owe us anything” get the answer straight away.

The numbers a manager asks for

• Win rate (the share of deals you win) — this quarter against last, and by person.
• Sales cycle — how many days a deal takes, from being added to being won.
• Revenue trend — month by month, and this month against last up to the same day.
• Top customers and best-selling products — by what was invoiced.
• Leaderboard — who has won what this month, and what they have open.
• Lead conversion — how many leads became customers, overall and by source.
• Activity — calls, emails and meetings logged, by the team or by you.

Each answer says which period it covers, and compares it with the period before when that helps the number make sense.

Keep asking, without repeating yourself

Amie remembers the question she just answered for half an hour, so your next question can build on it instead of starting again:

  you    open deals over $100k closing this quarter
  amie   7 open deals, $1,400,000 in all.
  you    just Chicago
  amie   3 of them, in Chicago.
  you    who owns them
  amie   Sarah 2, James 1.
  you    only Sarah's
  amie   2 open deals owned by Sarah Miller …
  you    what about last quarter
  amie   … the same question, for last quarter.

A new condition of the same kind replaces the old one — last quarter instead of this one, James instead of Sarah — and anything else narrows the list down. The records are read again every time, with your permissions as they are now, so a record deleted halfway through drops out instead of staying in the answer. Anything that is clearly not a follow-up is treated as a new question.

Ask her to do it, not just find it

Once she has shown you a list, you can tell her what to do with it. She tells you what she is about to do, and waits for you to agree:

  you    deals that have not moved in two weeks
  amie   7 deals, $140,000.
  you    create a task for each to chase the payment
  amie   Create 7 tasks — “chase the payment”, due in 3 days,
         one for each of the 7 deals.
         Say yes and I will do it, or no and I will leave it.
  you    yes
  amie   Done. Say “undo that” if this was wrong.

She can also change a field across a whole list — “set stage to Negotiation”, “mark the status as Lost”.

Nothing happens until you agree to it. There is no “don’t ask me again”, and “undo that” puts things back. Records she created go to the recycle bin instead of being erased, so even the undo can be undone. If one of the records has changed in the meantime, she leaves that one alone and tells you.

One instruction can change at most 50 records. Anything bigger does not belong in a chat box.

Or ask for one task for yourself — “remind me to call Sam tomorrow at 11”, “add a task to send Northwind the revised quote on Friday”. She works out the day, the time and the record it is about, tells you what she will add, and adds it when you say yes.

Ask her for an invoice or a quote

Say what you want, and she asks for anything that is missing, one thing at a time:

  you    make an invoice for Acme Inc., 2,500 for website design
  amie   Invoice for Acme Inc.: website design $2,500 + 10% tax $250
         = $2,750, due 25 Oct. Say yes to create it as a draft, or
         tell me what to change.
  you    tax 5%
  amie   Invoice for Acme Inc.: … + 5% tax $125 = $2,625, due 25 Oct.
  you    yes
  amie   Created INV-0042 for Acme Inc. — $2,625, due 25 Oct.

If the customer is not in your workspace yet, she offers to add them. If two match, she asks which one. Say the lines the way you would say them out loud — “10 x office chair 1500”, “consulting fee 12,000” — and say “done” when the list is finished. The tax rate, the currency and the payment terms come from your company settings. The number, the tax split and the total are worked out exactly as on the invoice screen. What she creates is always a draft: open it, check it, then send it. “Undo that” puts it in the recycle bin. Quotes, sales orders and purchase orders (“purchase order from Summit Supplies” — the vendor is found or added) work the same way. A credit note asks which invoice it is for, how much, and why: “credit note against INV-0042 for 200, goods returned”.

She opens with what changed

When you open Amie, the first thing you see is what happened since you last looked:

  amie   Since Tuesday: 2 deals moved forward, 1 slipped, $14,200 entered
         commit, 3 new leads. 1 thing needs attention today: INV-0031 is
         4 days overdue.

(“Entered commit” means those deals now count in the part of your forecast that is almost certain.)

Nothing is pushed at you. A small dot appears on her button only when something involves money or a deadline — never a number, never a sound. One line at the top of her panel is kept for money moving today: an invoice due, or a quote about to expire. In a new workspace, she tells you, in order, what is worth setting up next.

Standing questions

A standing question is one you ask once, and Amie keeps answering on a schedule:

  you    every Monday, which deals slipped
  amie   Done. Every Monday I will answer “which deals slipped” and leave it here for you.

The answer is worked out overnight, as you and with your own permissions, and it waits at the top of her panel the next time you look. Nothing is emailed. “My standing questions” lists them; “stop asking…” removes one. You can have up to five.

Amie on WhatsApp

If WhatsApp is connected — Meta, Bird or Twilio — and your phone number is saved on your own user record (My profile), a message from that phone to your business WhatsApp number is a question for Amie, and the answer comes back in the same chat:

  you    who has gone quiet
  amie   3 customers have gone quiet by their own standards.
         • Acme Inc. — Quiet 31 days; normally about 9 between conversations

The same permissions and the same plan check apply as in the app. A message from a number that is not on a user record is treated as a customer's, and it is saved on their timeline.

Your forecast, checked against what actually closed

After three months, the Forecast screen and Amie both tell you how accurate your own commit has been. (Your commit is the part of your forecast you said was almost certain.) For example: “Your commit has run 12% conservative over the last 6 months. At the start of August you had called $41,000 and closed $47,000.” Conservative means you closed more than you promised. It is worked out from your nightly forecasts and the deals you marked Won — nobody else's numbers — and it gets more accurate every month.

What your wins have in common

Once you have five won and five lost deals, the Deal scores screen shows what makes the difference in your business: “Deals you win have a next step set (86%, against 31% of the ones you lose).” Ask Amie why a deal has its score, and she also tells you which of your own winning patterns it is missing.

Tell her she is wrong, and it sticks

  you    why is Northwind at 82?
  amie   In its favour: a number has been agreed; it has a next step.
         Against it: a competitor is in the running.
  you    the competitor thing is not real
  amie   Noted. Re-scored: 88 (was 82). “A competitor is in the running” is
         set aside for Northwind, and I will weigh that signal a little less
         for this workspace from now on.

A correction changes that deal's score at once and, a little, every deal in the workspace — the more you correct her, the more the scoring fits your business. Say the opposite (“the competitor thing is right”) and it counts again.

A brief before every meeting

On the Intelligence plan, a meeting with a customer opens with its brief: who they are and who you know there, their open deals with each deal's score and the main reason for it, what they owe and how late it is, quotes waiting on them, open cases, the last few conversations, what somebody promised them and has not done yet, and whether they look like a customer drifting away. On a company, a deal or a contact, choose Meeting brief on the Overview to see the same for their customer. The meeting's reminder carries its first line — “With Northwind: 2 open deals · 1 overdue invoice · last spoke 12 days ago”. It is your own records side by side, as you may see them: amounts your profile does not show are left out.

New leads to whoever converts them best

On the Intelligence plan, a workflow rule can Give it to whoever converts it best: a new lead goes to the person in the team (or everybody who works leads) who has done best with leads like it — the same source first, then the same region, then a similar budget — learned from your converted and unqualified leads. A short record is pulled toward the team's until it is long enough to count, so three wins out of three is not a perfect closer. Set a daily limit and a ceiling on open leads to keep the best converter from being buried. With fewer than 12 decided leads, it gives leads in turn instead. The reason is noted on the lead either way: “Assigned to Priya: converts 41% of Website leads (9 of 22), against 22% for the team.”

What discount wins here

On the Intelligence plan, a quote shows what discount has won in your business, from your accepted, rejected and expired quotes: “Quotes with more than 15% off haven't won more often here: 38% of 13 won, against 52% of 19 at 15% or less.” While you edit the lines it says where this quote stands against that. By customer size or product family when there are enough quotes of that kind; for the whole business otherwise, and nothing until 12 quotes have been decided. Approval rules on quotes show the same line, as a guide to where a sign-off costs you no wins. It is a hint, never a block.

Amie in the corner of every screen

On the Intelligence plan and during a trial, her face sits at the bottom right of every screen. Cmd/Ctrl+J opens her, Esc closes her, and the conversation stays with you as you move between screens. She knows what you are looking at: on a deal, “why is this stuck?” needs no name.

If an answer is not what you meant, press Not what I meant under it, then ask again in other words. That question, with its names and numbers replaced, goes to Root Digit to teach her (Settings › Security & compliance › Help improve Amie). Your records never leave your workspace.

Get paid online

On the Growth plan and up. Connect a payment service under Settings › Integration hub — Stripe, PayPal, Razorpay, Cashfree or CCAvenue, or SagaPay for stablecoins. Then open the invoice's Payment tab, choose the service under Send a payment link through, and copy the link it gives you into your email or WhatsApp to the customer.

• The link does not expire. Each time it is opened, it takes the customer to the payment service for what is still owed then, with the invoice number and your business's name on the payment page. The link stays on the invoice, so you can copy it again.
• The invoice marks itself paid. When the customer comes back, the CRM asks the payment service what happened and records the payment — there is nothing else to set up. If the payment is still being confirmed, the page says so, and the invoice updates when it is. A cancelled or failed payment records nothing and offers to try again.
• Webhooks are optional. For Stripe, Razorpay and PayPal, adding one (the service's card in the Integration hub says how) also catches bank payments that clear later and customers who close the page before coming back. Cashfree sends them by itself. A payment is counted once, however it is reported.
• SagaPay gives the customer an address to pay to, rather than a page.

Setting up your own payment account. The payment service account is yours, so a few steps happen in its dashboard, not here. The service's card in the Integration hub lists them in order, with the values to copy:

• CCAvenue: CCAvenue takes payments only from addresses registered on your account. Email CCAvenue support with your Merchant ID and ask them to add the address shown on the card (the CRM's own payment address) as a website. Then copy the Access Code and Working Key CCAvenue shows for that address. Until it is registered, payments fail with error 10002.
• Cashfree: a production account must whitelist the same address under Developers › Whitelisting, and Payment Links must be on. Customers need a mobile number on their contact or company.
• Stripe, PayPal and Razorpay: copy the API keys across; nothing has to be registered. Razorpay needs Payment Links switched on.

Customers can also pay from the customer portal, with the services you have connected. On the Free plan the Payment tab shows payment links locked, and a link sent earlier tells the customer to reply to arrange payment. Recording a payment you took another way works on every plan.

Record a payment

Open the invoice's Payment tab and choose Record a payment taken another way — on every plan, by a manager or an administrator. A payment made through a payment link records itself. Part payments are fine; the invoice moves to Partly paid and shows what is still owed. With QuickBooks connected, a payment you enter in QuickBooks against an invoice sent from here is recorded on that invoice too, once.

An invoice is Paid or Partly paid only when money is recorded against it. If you choose either status on the invoice form, it asks how much you received, when, and how (bank transfer, UPI, card, cash, cheque).

Every payment is listed on the invoice's Payment tab, with the day the money came in, how it was paid and who recorded it. Revenue on the Overview, and Amie's answer to “how much did we collect this month”, count each payment on its own day: an invoice paid half in August and half in September is half in each month. You cannot record more than is still owed, or a day that has not come yet. A manager or an administrator can take off a payment recorded by mistake, and the invoice's status follows.

Chase what you are owed

Open Invoices and filter to Overdue. You see who owes you money, and for how long. On the Intelligence plan, Collections does more of it for you — below.

Get paid faster: Collections

On the Intelligence plan. Open INTELLIGENCE › Collections. Every unpaid invoice you may open is there, in order of the money at risk: what is already late by how late it is, and what is not due yet by its chance of being paid late. Each one says why, in words — “Usually pays 18 days late — 6 invoices”, “2 others of theirs overdue now”, “2.1× what they usually pay” — and the day it is likely to be paid.

The chance starts from how your customers pay. Once 20 invoices have been paid — at least 5 of them late and 5 on time — that is learned from your own paid invoices, including how many of the customer's other invoices are late right now and the payment terms; before then it is simply your workspace's share of late payments, and the page says which. Then the customer's own record is counted on top, and it counts for more with every invoice they pay: your workspace's pattern is worth three of their invoices, so from four paid invoices their own record has the bigger say. A customer who has paid on time six times, in a workspace usually paid late, reads “Pays on time — 6 of 6, so 31% despite your customers' 94%”. Show the working on any invoice shows each step and how far it moved the chance.

Cash coming in spreads every unpaid invoice over the days its customer has paid on before — or, for a customer who has paid you fewer than three times, the days all your customers have — and shows the next eight weeks beside what is simply due, in your workspace's currency. An invoice already later than its customer has ever paid is not counted on: it is set apart as one to chase. The page says how much of the total rests on each customer's own record and how much on an assumption. Somebody whose profile may not see invoice amounts sees the list without amounts and no cash view.

Remind on any invoice opens a reminder already written from the invoice — the amount, the due date, the pay link — by email (with the invoice PDF) or WhatsApp. Read it, change it, send it; it goes on the invoice's timeline. Log a call writes down what the customer said without leaving the page. Late invoices also appear on Today as “Chase INV-…”.

Payment reminders that send themselves

Off until an administrator switches them on, on the Collections page. Then the CRM reminds customers about unpaid invoices by itself:

• When: 3 days before the due date for customers who usually pay late (or for everybody, or for nobody — your choice), on the due date, and 3, 10, 20 and 35 days after it. If a reminder's day has passed it is not sent late; only the latest one due goes.
• How many: at most 4 on one invoice and 40 a day, unless you change them.
• By what: email, WhatsApp, or email with WhatsApp where there is no email. Email goes out the way the rest of your customer email does (Settings › Email & communication), on behalf of the invoice's owner, and counts toward the month's email allowance. WhatsApp uses your approved reminder template when the customer has not written to you in the last 24 hours. WhatsApp can be chosen only once a WhatsApp provider is connected and your payment-reminder template is added under Settings › Email & communication › WhatsApp templates; if it stops working later, reminders go by email until it is back.
• Never: a draft invoice; anybody who opted out or whose email bounced; between seven in the evening and nine in the morning or on a Sunday, in your workspace's time zone; within two days of somebody emailing, calling or WhatsApping the customer about that invoice; an invoice already on a follow-up plan. They stop the moment the invoice is paid, voided or fully credited.

Every reminder is on the invoice's timeline (“· automatic reminder”) and in the audit log. The words are your workspace's own and never name us: an administrator changes them from any invoice's Remind, under Change the wording.

Find out which reminders work, measured

Also on the Collections page, for an administrator: test two ways of reminding against each other — email or WhatsApp; timed to each customer's habit, on the due date, or 3 days before it. Each invoice that falls due after the test starts is given one way or the other at random, and keeps it; every other rule above holds for both. The test needs at least 30 invoices for each way (40 unless you choose more) — fewer cannot tell a real difference from a couple of large invoices.

The result is read once, when both ways have their invoices and every one of them has had 30 days past its due date. Until then the page shows only how far along it is, never which way is ahead: a test looked at every day will sooner or later show a “winner” that is only luck. It measures the days from the due date to paid — an invoice still unpaid after 30 days counts as 30, so slow payers are counted rather than left out — and the money in within those 30 days, with a 90% range and the number of invoices:

  WhatsApp before the due date: paid 6 days sooner than email on the due date,
  between 3 and 9, 140 invoices.

When the range takes in no difference at all, it says “No clear difference” instead. A finished test with a clear winner offers Use … for everybody: one click, by an administrator — it never switches by itself. A test stopped early keeps no result.

A way that uses WhatsApp can be tested only once WhatsApp is ready, as above. If WhatsApp stops working during the test, those invoices are reminded by email instead and the result says how many; when that is a tenth of a way or more, it is marked as not a fair test and is not offered for everybody.

You can also keep some invoices back — 5, 10 or 20% — to get no automatic reminder at all. Those customers are not reminded by the CRM (anybody can still chase them by hand); in return the page can say how much extra money the reminders brought in within 30 days, measured against them. It is off unless you choose it. Everything is worked out from your own workspace's invoices, never other businesses'.

The message, already written

On the Intelligence plan, most items on Today and Next actions — and every invoice on Collections — have a Write button. It opens a short email and WhatsApp message written from the record's own facts: the amount and due date, the last conversation, the next step, the pay link. Nothing is sent to an outside service to write it, and there is no charge per message: it is your workspace's own wording with the facts filled in. Change anything, then send it — by your workspace's email or WhatsApp, logged on the record's timeline — or Open in WhatsApp to send it from your own phone. An administrator can change the wording for each kind of message there; the fields in {{double braces}} are filled in from the record.

Next actions, at the top of your overview

On the Intelligence plan, the first card on the Overview is Next actions: the top five items of Today — late payments, deals going quiet, leads to call, your own late tasks — in order of what is at stake, each with its message ready. See all opens Today. On other plans the card is shown locked, and opening it offers the plan or a free day of it.

Today itself now holds up to fifteen items in one list, ranked together: deals that need you, late payments, open leads scoring 50 or more with nothing logged for a week, and tasks of yours past their due date. The first eight are shown; Show more has the rest. Amounts appear only to people who may see them.

Find the customers who stopped buying

Open Win back. It looks at everyone who used to order regularly — every month, every quarter — and lists the ones who have not ordered for more than twice their usual gap. The worst are shown first, with what they were worth to you in a year. It is on the Growth plan and up.

Speak a note instead of typing it

On the Intelligence plan. After a visit or a call, open the lead, contact, company or deal and tap the microphone under the note box. Choose the language you will speak, and say what happened — in English, Hindi, Arabic or Malay, or any of them mixed with English in one sentence: “Spoke to Sarah, they agreed to $20,000, send the contract tomorrow at 11.” What you say appears as you say it. Tap the microphone again when you have finished.

The languages offered first follow your workspace's country — India: English and Hindi; the UAE, Saudi Arabia and the rest of the Gulf: English and Arabic; Malaysia: English and Malay; elsewhere English. More… has the others, and your choice is remembered. A note in Arabic is shown right to left.

The CRM writes it up as a note and lists what the note says to change, each with the words it heard:

• a deal's stage, amount, closing date and next step — or that it was won, or lost, to whom and why;
• a lead's status, rating, budget, timeline and next follow-up;
• a phone number or email you read out;
• a follow-up task, with its day and time.

Every change starts ticked. Untick anything it heard wrong, then save the note and the rest in one tap. Nothing changes until you save, and you are only offered what you are allowed to change.

No recording is kept. Your browser or phone turns your voice into text, and only the words reach the CRM. Where your device can do this by itself, it does; otherwise it uses its own speech service (for example Google's, in Chrome), and the CRM tells you so once, before your first note.

In the Android app, the microphone is under the note box on a record's timeline, and the microphone at the bottom of Home opens a sheet where Voice note asks which record it was about first. With no connection, the note is saved on your phone at once and sent when you are back online; its changes are offered the next time you open the record online. Firefox and the iPhone app do not have the microphone yet.

Ask Amie by voice

On the Intelligence plan and its trial. At the top of the dashboard, Amie says good morning, tells you in one line what today holds (your follow-ups due, the money due this week, your meetings today) and asks what you want to do. Tap the big microphone and say it: “who has not paid?”, “what is on today?”, “remind me to call Sarah tomorrow at 11”. Or tap a suggestion under it, or Type instead.

In the Android app, the top of Home is the same hello and line, and the microphone floats beside Ask Amie at the bottom. It opens a sheet that listens straight away: Ask Amie sends what you say to her, Voice note puts it on a record, and Type instead turns it into a text box.

She answers the same way as when you type to her. Anything she would make or change — a task, a lead, a quote, a logged call — comes back as a card: press its button to do it, or say no. Say “undo that” if it was wrong. She reads her short answers aloud only if you switch Read aloud on, in her chat or the voice sheet; it is off until you do, and kept for you.

You can ask in English, Hindi, Arabic or Malay. Amie answers in English, and says so under your question. She never listens until you tap the microphone, stops listening by itself after a pause, and nothing is recorded. On the web the greeting opens fully once a day, shows as one line after that, and the × hides it until tomorrow.

Keep a deal moving

Open the deal and set a next step with a date. Deals with nothing planned are the ones that go quiet — which is why the product keeps pointing them out.

Record something the CRM does not have a box for

Custom fields, in the menu under Growth. Choose the kind of record, add a field, and give it a name and a type — text, a date, a number, or a list to choose from. It appears on the form straight away, and in exports and reports.

To remove a field, open it. Delete field removes it from every record, together with what was typed in it, and cannot be undone. Archive field hides it and keeps what was typed, so you can bring it back later. An archived field is no longer asked for, even if it was required.

If you need a whole new kind of record — Projects, Shipments, Claims — see Modules of your own below.

Build a report

Reports, under REPORTS in the menu, shows the ready-made reports on every plan. To make your own, use Report builder, on the Growth plan and up.

Report builder › New report. Choose what the report is about, the columns, the filters, how to group the results and what to total. You can filter dates the way you say them — “this month”, “last 90 days”, “Q2”, “this financial year” — and group them by day, week, month, quarter or year, using the financial year set in Settings. Money is totalled in your currency, with each amount converted at your own exchange rates.

When you need more, More options has:

• Filter logic — number your filters and combine them, for example 1 AND (2 OR 3).
• Fields from the linked record — for example a deal's company's industry, or a quote's contact.
• Then by — a second grouping, shown as a grid with totals across and down.
• More totals and a formula for each group — win rate, average deal size and days to close are ready to pick, or write your own with COUNT, COUNTIF, SUM, AVG, MIN, MAX and AVGDAYS.
• Compare with the period before, or the same period last year.
• Email it on a schedule — daily, weekly or monthly, to anyone in the workspace. Each person sees it with their own permissions.

A report never shows a record, a linked record or a field that the person reading it could not open themselves. If it had to leave something out, it says so.

Get your data out

Every screen has an Export button, and Settings › Data management exports everything at once. The file is CSV (it opens in Excel or Google Sheets), it includes your own fields, it is free, and you can export as often as you like. This is true on every plan, including Free, and it stays true if you stop paying.

The one time exports wait is while a trial runs — a new workspace's 14-day free trial, or a one-day trial. The Export buttons say so. They open the moment you choose a plan, or when the one day ends.

Delete records, many at once

Tick the records in a list, or the box at the top to tick the whole page, and choose Delete. They go to the recycle bin (Settings › Data management), and you can restore them from there. Only people whose profile allows deleting can do this.

Deleted records stay in the recycle bin for the time set in Settings › Security & compliance (a year, unless you change it), then go for good. An administrator can also delete one for good straight away, delete the ticked ones, or Empty recycle bin. You type “delete” to confirm, because this cannot be undone: the record, its lines, its history and its files are gone.

What you can record

Every kind of record, and the boxes (fields) it comes with. You can add your own fields to any of them on the Custom fields page (Growth plan and up).

Contacts

One record for each person you deal with, holding everything that has been said to them. A contact is a real person you work with; a lead is someone who might become one.

General

Relationships

Ownership & classification

Address & location

Communication preferences

Additional information

Identity & compliance

Companies

The business your contacts work for. Its deals, invoices, quotes and conversations are all collected here, so you can see the whole customer instead of chasing five people one by one.

General

Ownership & classification

Relationships

Financial details

Address & location

Billing address

Shipping address

Tax & registration

Identity & compliance

Additional information

Leads

Someone who has shown interest but is not a customer yet — for example someone who filled in a form, gave you a business card or met you at an event. You check whether they are a good fit, and convert the good ones: one step makes a contact, a company and a deal. The difference from a contact is commitment: a lead is a maybe, a contact is someone you actually do business with.

General

Relationships

Qualification

Financial details

Ownership & classification

Address & location

Communication preferences

Additional information

Deals

A sale you are trying to win, with an amount, a stage and an owner. Your pipeline is made of deals, and your forecast is worked out from them — if it is not a deal, it is not in your numbers.

General

Relationships

Sales process

Financial details

Ownership & classification

Additional information

Tasks

Something someone has to do, with a due date and an owner. If you promise something on a call, put it here instead of keeping it in your head.

General

Relationships

Ownership & classification

Schedule

Additional information

Calendar events

A meeting or call at a set time, linked to the company or deal it is about — so a customer's history shows when you actually spoke, not only what you typed.

General

Schedule

Meeting details

Relationships

Ownership & classification

Additional information

Campaigns

A marketing message sent to many people at once, with the replies tracked back to each person's record — so you can see which leads came from it instead of guessing.

General

Audience & delivery

Schedule

Ownership & classification

Financial details

Attribution

Additional information

Invoices

A bill for work already agreed, with a due date and a record of what has been paid. A quote asks; an invoice collects.

Customer location

General

Financial details

Relationships

Billing address

Tax & registration

Transport & e-way bill

Payment instructions

Credit notes

General

Relationships

Financial details

Ownership & classification

Address & location

Additional information

Recurring invoices

An invoice that is created again and again on a schedule — a monthly fee, a yearly licence, anything a customer pays regularly. Set it up once and it goes out on time without anyone remembering.

Customer location

General

Relationships

Schedule

Financial details

Automation

Ownership & classification

Tax & registration

History

Additional information

Products

Something you sell, with a code, a price and its tax details. When you put products on a quote, the total is worked out for you instead of typed by hand.

General

Pricing

Financial details

Tax & registration

Inventory

Additional information

Quotes

A price offer you send before the work is agreed. It is not a bill: nobody owes you money for a quote. When the customer says yes, it becomes an invoice.

Customer location

General

Relationships

Financial details

Billing address

Tax & registration

Ownership & classification

Additional information

Support cases

A customer's problem, tracked from the moment they report it until it is solved. Also called a ticket. Keeping cases here, not in an inbox, means the next person who speaks to that customer can see what went wrong last time.

General

Relationships

Service details

Ownership & classification

Additional information

Visits

A trip to see someone in person — a site survey, a showroom appointment, a delivery check. It records where you went, what happened and what comes next, so it is not only in the head of the person who went.

General

Relationships

Visit details

Ownership & classification

Schedule

Location & check-in

Visit notes

Additional information

Inventory items

How much of each product you actually have, and where. It stops you quoting for something that will not arrive for six weeks.

General

Stock control

Valuation

Financial details

Procurement

Tax & registration

Additional information

Processes

A rule that runs on its own when a record changes, a date arrives or a customer replies: give it an owner, email or WhatsApp the customer, create a task, wait a few days and check again, or ask for an approval. Set it up once and it happens every time, without anyone remembering to do it. Also called a workflow or an automation. Start from a ready-made rule under Settings › Processes & automation.

General

Ownership & classification

Documentation

Additional information

Forecasts

What your open deals are likely to be worth, with each deal counted by its own chance of closing instead of at full value — which is why it is always lower than the total of your open deals. Commit is what is almost certain, expected is the realistic middle, and best case is everything going right.

General

Period

Forecast details

Financial details

Ownership & classification

Additional information

Knowledge articles

A written answer, saved once and reused. The knowledge base is where those answers are kept, so the same explanation does not have to be typed out for the fortieth time — and your team and your customers read the same one.

General

Publishing

Ownership & classification

Relationships

Engagement

Price books

A second list of prices for the same products — for distributors, for export, or for a special offer. It saves keeping a separate spreadsheet and hoping the right one gets used.

General

Financial details

Address & location

Validity

Pricing

Ownership & classification

Additional information

Vendors

General

Relationships

Additional information

Procurement

Financial details

Address & location

Tax & registration

Identity & compliance

Ownership & classification

Sales orders

Customer location

General

Relationships

Financial details

Billing address

Tax & registration

Ownership & classification

Additional information

Purchase orders

General

Relationships

Financial details

Procurement

Address & location

Tax & registration

Ownership & classification

Additional information

Your plan, and what happens when you reach a limit

Prices are shown in US dollars and Indian rupees. The pricing page shows them in your own currency.

What counts as a record: contacts, companies, leads, deals, quotes, invoices, recurring invoices, orders, vendors and the records in your own modules. Tasks, notes, calendar events, support cases, knowledge articles and files do not count — use as many as you like.

Adding more without changing your plan

Which plan has which page

• Every plan, including Free: Overview, Leads, Contacts, Companies, Deals, Quotes, Invoices, Tasks, Follow-ups, Calendar, Inbox, Reports, Products and Price books.
• Growth and up: Report builder, Win back, Campaigns, Credit notes, Recurring invoices, Visits, Sales orders, Purchase orders, Vendors, Customer cases, Knowledge base, Forecasts, Forms and Custom fields — and mass email with open and click tracking, workflow rules, payment links, the other integrations beyond your mailbox, mail server and WhatsApp, the API, and your own web address. Recording a payment by hand is on every plan.
• Enterprise and up: Approvals, Processes, Inventory, the customer portal, paid SMS and WhatsApp routes, and modules of your own.
• Intelligence: Today, Collections, Deal scores, Lead scores, Pipeline forecast, At risk, Customer health and Ask Amie — and voice notes, asking Amie by voice, meeting briefs, smart lead assignment, discount advice on quotes, your Today list in the morning note, Next actions at the top of the Overview, payment reminders that send themselves, and tests of which reminders work.

Settings › Plan & billing shows exactly what your own plan includes. A pack bought on top of a plan (for example your own domain, or predictions and scoring) opens its part whatever the plan.

Try a bigger plan for a day

Open a page with a lock and the CRM names the plan that has it. An administrator can upgrade there, or choose the free day it offers — for example Try Growth for 1 day. That plan's pages open at once for everyone in the workspace, for 24 hours.

• Once, for good. Each workspace has one free day in its life, and each person can start one only once, in any workspace. It cannot be paused, restarted or made longer — not by you, and not by us.
• Pages, not limits. The day opens the plan's pages. Your records, emails and storage stay within your own plan's allowance.
• Not for software. API keys and connected assistants keep only what your paid plan includes, and your own web address is not part of the day.
• No exports while it runs. Exports open again when the day ends.
• Not during the free trial. A new workspace's 14-day trial already has everything; the free day is for afterwards.

When the day ends, those pages lock again. Nothing you made is deleted: it comes back when you move to that plan.

If you reach a limit

Nothing is ever deleted, and outside a trial you can always export everything.

• Records. You cannot add new ones until there is room. Everything already saved stays. Deleting what you no longer need makes room straight away.
• People. You cannot invite someone new until a seat is free.
• Files. New uploads wait. The files you already have stay, and you can still download them.

If you stop paying

Your workspace moves to the Free plan. It is not locked, and nothing is deleted.

• You keep using the newest records the Free plan allows, for each kind of record. The rest are still stored, still in every export, and come back as soon as there is room for them again.
• Seats go to the owner first, then administrators, then whoever has been in the workspace longest. Anyone without a seat is told why, and an administrator can free a seat by removing someone who no longer needs it.
• Your own web address stops pointing to the workspace, and the workspace stays at its usual address. Nothing about your domain is removed for a month, so if you pay again it comes straight back.
• Exporting is never limited by your plan. It waits only while a trial runs.

Modules of your own

If your business needs something the CRM does not have — Projects, Shipments, Claims, Site visits — you can add it yourself under Settings › Modules of your own. Give it a name and it becomes a real part of the workspace: its own item in the menu, its own list and records, its own permissions for each profile, and its own fields on the Custom fields page.

Records in it count toward your plan's record allowance, like any other record.

Using the CRM from Claude or ChatGPT

You can connect your workspace to an AI assistant and then simply ask it things — “what did Acme Inc. buy last year?”, “create a follow-up task for every deal that has gone quiet”. The assistant reads and changes your records directly.

There is nothing to download. Settings › Developer & API access shows the address and lets you create a key (a password for software). You paste both into your assistant. Make the key read-only unless you really want the assistant to change records.

Claude Desktop and ChatGPT. Add the address as a connector and sign in when asked. The assistant takes you to a page that says what it wants to read or change, and you allow it or not. It then acts as you, with your own permissions. Settings › Developer & API access lists every assistant you have connected, and disconnects one in a click.

Claude Code, Cursor, Windsurf and your own code use the address and a key from the same screen, or sign in the same way.

On the Growth plan and up — not on Free, and not during the 14-day free trial, because a key keeps working even when nobody is watching it. During a one-day trial, keys and assistants keep only what your paid plan includes.

Words used in the product

Does something here not match what you see on your screen? That is a mistake in the product or on this page — please tell us at support@rootdigit.com.

Generated from the product. 42 screens, 22 kinds of record, 646 things you can fill in, 40 terms.