Keep customer communication, documents, and transactions in one place.
Customer Management
AI-Powered Customer Management System
Every Customer. Every Conversation. Every Transaction. One Platform.
Manage your entire customer lifecycle from one intelligent, centralized CRM. Bring emails, WhatsApp conversations, orders, proforma invoices, GST invoices, payments, credit notes, proposals, contracts, tasks, meetings, and customer documents together in one place.
Use AI-powered communication, automated follow-ups, streamlined financial workflows, and centralized customer records to reduce manual work and help your team save up to 65% of the time spent on customer management activities, subject to your workflow and actual results.
AI reply drafted
Ready for review before sending
Ready for review before sending
₹1,00,000 received
Allocated to INV/26-27/0342
Allocated to INV/26-27/0342
Follow-up due tomorrow
Meeting with Rakesh Mehta
Meeting with Rakesh Mehta
Sample data
AE
Active customer
Apex Engineering Works Pvt Ltd
Manufacturing · Pune, Maharashtra · Owner: Sneha Kulkarni
Lifetime value
₹18.6 L
Open orders
2
Outstanding
₹29,600
Next follow-up
14 Oct
Customer timeline
"Can you share the revised AMC quote?"
WhatsApp · Rakesh Mehta · today, 10:12
Payment ₹1,00,000 recorded
NEFT · 08 Oct
GST invoice INV/26-27/0342 sent
Email · ₹1,47,500 · 22 Sep
First inquiry received
Email · 02 Sep
- Pending activities
- AMC renewal meeting14 Oct
- Contract renewal31 Dec
- Payment overdue6 days
21 capabilities
Key Features
01 Customers
Centralized Customer Management
- Maintain all customer information in one centralized database.
- Store contact details, company information, communication history, orders, invoices, payments, and documents.
- View a complete customer timeline from the first inquiry to ongoing business transactions.
- Assign customers to team members and manage ownership and access permissions.
- Categorize customers by industry, location, business type, status, and other custom fields.
- Track customer interactions, pending activities, and relationship history.
- Search and retrieve customer records quickly.
Customers · all teams
Customer directory
| Customer | Industry | Location | Owner | Status |
|---|
No customers match this search.
6 customers
Owner-only editCustom field: Business type
Email · linked to Apex Engineering Works
Re: Revised proforma for SO-2026-0418
Rakesh Mehta09:41
Re: Revised proforma for SO-2026-0418
You22 Sep
GST invoice INV/26-27/0342
Rakesh Mehta15 Sep
Proposal QT-2026-0093 accepted
Rakesh Mehta02 Sep
Inquiry: gear motors and panels
Rakesh Mehta <[email protected]>Today, 09:41
Hi Sneha, thanks for the invoice. Could you confirm the installation date for the two control panels and resend the bank details for the balance payment?
Your reply will appear here.
Variables:
{customer_name}{order_no}{balance_due}
Last email delivered
Opened 2 times
Engagement shown where the email provider supports it
02 Email
All Emails in One Place
- Connect supported email accounts and manage customer-related emails from within the CRM.
- View sent and received email conversations alongside the relevant customer record.
- Maintain a searchable history of customer communication.
- Compose and send emails without switching between multiple applications.
- Use AI to draft contextual replies based on available email conversation history.
- Generate custom AI responses using your instructions, tone, and business requirements.
- Create and reuse team-defined email templates for sales, quotations, follow-ups, payment reminders, and customer support.
- Personalize emails with customer names, company details, products, order information, and other supported variables.
- Track email delivery and engagement events where supported by the email provider.
03 Email Automation
AI-Powered Email Automation
- Generate email drafts based on customer conversations and CRM records.
- Create personalized responses for inquiries, quotations, proposals, and order updates.
- Use custom AI instructions to follow your company's communication style.
- Create standardized templates for different teams and business scenarios.
- Schedule emails and follow-up sequences where supported.
- Send reminders for pending proposals, overdue payments, and inactive opportunities.
- Keep communication organized within the relevant customer timeline.
AI email studio
Generate from CRM record
Scenario
Company style instruction
AI draft · uses customer record and last 3 emails
Follow-up sequence · Proposal QT-2026-0093
- Day 0Proposal sent
- Day 3Reminder sent
- Day 7Scheduled 09:30
RM
Rakesh Mehta
Apex Engineering Works
Hi Sneha, can you share the revised AMC quote? 10:12
Sure Rakesh, sending it in a moment. 10:13
Sent through WhatsApp Business integration
Approved templates
Sample dataTemplates fill in customer, order and payment details automatically.
04 WhatsApp
WhatsApp Business Integration
- Send and manage WhatsApp messages from within the CRM through a supported WhatsApp Business integration.
- Maintain customer conversations and communication history alongside CRM records where supported.
- Generate AI-powered WhatsApp replies based on available conversation context.
- Create custom AI instructions for different communication scenarios.
- Build reusable WhatsApp templates for quotations, order confirmations, meeting reminders, payment follow-ups, and customer updates.
- Personalize messages using customer and transaction details.
- Configure reminders and follow-up workflows.
- Support approved template messages and applicable WhatsApp messaging rules.
05 AI Communication
AI-Powered Customer Communication
- Draft contextual email and WhatsApp replies with AI.
- Generate responses using custom prompts and team-defined instructions.
- Use approved templates for consistent communication across your organization.
- Adapt communication for sales, customer service, payment collection, and relationship management.
- Reduce repetitive writing and improve response consistency.
- Keep team members in control of reviewing and sending messages according to company policy.
AI assistant · team instructions applied
Pick a team, review the draft
Prompt
Template:
Nothing is sent until a team member approves it.
06 Orders
Orders & Order Management
- Create, manage, and track customer orders.
- Add products or services, quantities, pricing, discounts, taxes, and payment terms.
- Track order statuses such as draft, confirmed, processing, fulfilled, and cancelled.
- Link orders with customers, proposals, invoices, and payment records.
- Maintain order history and transaction details.
- Notify relevant team members about order updates where supported.
- View pending orders and outstanding customer commitments.
Order SO-2026-0418 · Apex Engineering Works
Gear motors, control panels and installation
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Industrial gear motor 2 HP | 4 | ₹18,500 | ₹74,000 |
| Motor control panel | 2 | ₹22,000 | ₹44,000 |
| Installation service | 1 | ₹12,000 | ₹12,000 |
Subtotal₹1,30,000
Discount−₹5,000
GST 18%₹22,500
Order total₹1,47,500
Terms: 15 days from invoice
Linked records
QT-2026-0093
PI-2026-0187
INV/26-27/0342
2 payments
Confirmed. Warehouse and accounts notified.
Pending orders
2
Order history
14
Commitments
₹2.36 L
Proforma invoice · from SO-2026-0418
PI-2026-0187
C
COPS Demo Pvt Ltd
Pune, Maharashtra
PROFORMA INVOICE
16 Sep 2026 · valid 15 days
Bill to: Apex Engineering Works Pvt Ltd
Gear motor 2 HP × 4₹74,000
Motor control panel × 2₹44,000
Installation service × 1₹12,000
Discount−₹5,000
GST 18%₹22,500
Total₹1,47,500
Payment terms: 50% advance, balance before dispatch
Status
07 Proforma Invoices
Proforma Invoice Creation
- Create professional proforma invoices directly from customer records or orders.
- Add products, services, quantities, prices, discounts, taxes, and payment terms.
- Use reusable invoice templates with company branding.
- Convert approved quotations or proposals into proforma invoices where supported.
- Share invoices through supported email or WhatsApp workflows.
- Track draft, sent, accepted, and expired statuses where configured.
- Keep proforma invoices linked to the relevant customer and order.
08 GST Invoices
GST Invoice Creation
- Generate GST invoices using customer and order information.
- Configure relevant GST details, tax rates, HSN/SAC information, and place-of-supply fields.
- Calculate applicable CGST, SGST, or IGST according to configured rules.
- Maintain invoice numbers, dates, line items, taxable values, and tax summaries.
- Link invoices to orders, credit notes, and payment records.
- Generate downloadable invoice documents.
- Support applicable e-invoicing, IRN, and e-way bill workflows through compatible integrations where required.
Tax invoice · 22 Sep 2026 · due 07 Oct
INV/26-27/0342
Supplier GSTIN27AAACC1234D1Z5 · Maharashtra
Place of supply
| Item | HSN/SAC | Taxable | Rate |
|---|---|---|---|
| Gear motor 2 HP × 4 | 8501 | ₹71,154 | 18% |
| Motor control panel × 2 | 8537 | ₹42,308 | 18% |
| Installation service | 9987 | ₹11,538 | 18% |
Taxable value₹1,25,000
Invoice total₹1,47,500
IRNGenerated
E-way billGenerated
LinkedSO-2026-0418 · CN/26-27/0021
IRN and e-way bill through a compatible integration, where required.
Receivables · as of 13 Oct 2026
Invoices and payment status
Outstanding
₹3.31 L
Overdue
₹82,700
Received (Oct)
₹1.65 L
| Customer · invoice | Amount | Balance | Status |
|---|
Latest payment recorded
₹1,00,000 · Apex Engineering Works · NEFT · UTR ending 4471 · 08 OctAllocated to INV/26-27/0342
09 Payments
Payment Management
- Record customer payments against invoices and orders.
- Track paid, partially paid, unpaid, overdue, and disputed amounts.
- Maintain payment dates, methods, references, and transaction notes.
- Allocate payments to the appropriate invoices.
- Track outstanding balances and customer receivables.
- Schedule payment reminders through supported communication channels.
- Reconcile recorded payments against available transaction or accounting data.
- Generate customer-wise and period-wise payment reports.
10 Credit Notes
Credit Notes & Adjustments
- Create credit notes linked to relevant invoices where applicable.
- Record reasons such as returns, cancellations, pricing adjustments, or other approved corrections.
- Maintain credit note numbers, dates, values, and applicable tax details.
- Track issued, applied, and outstanding credit note balances.
- Link credit notes to customer statements and transaction history.
- Support approved adjustments according to applicable GST and accounting requirements.
Credit note · against INV/26-27/0342
CN/26-27/0021 · 10 Oct 2026
Reason
Pricing adjustment · approved by Vikram Rao, Finance
Taxable value₹5,000
CGST 9%₹450
SGST 9%₹450
Credit note value₹5,900
Issued
₹5,900
Applied
₹5,900
Outstanding
₹0
Linked history
INV/26-27/0342 · ₹1,47,500
Original invoice · 22 Sep
CN/26-27/0021 applied · −₹5,900
Shown on customer statement · 10 Oct
Customer wallet · Apex Engineering Works
Account credit and ledger
Available balance
₹12,000
Wallet enabled · auto-apply off
Eligible invoice
INV/26-27/0342
Balance due ₹41,600
| Date | Movement | Amount | Balance |
|---|---|---|---|
| 18 Aug | Advance received · credit | +₹20,000 | ₹20,000 |
| 25 Aug | Applied to INV/26-27/0261 | −₹8,000 | ₹12,000 |
Every movement is logged with user, time and approval.
11 Wallet
Customer Wallet & Credit Balance
- Maintain customer wallet balances or account credits where this functionality is enabled.
- Record authorized wallet credits, debits, refunds, and adjustments.
- Link wallet transactions to orders, invoices, or other relevant records.
- Display available balances and transaction history.
- Apply wallet balances to eligible transactions according to configured rules.
- Maintain an auditable ledger of wallet movements and adjustments.
12 Statements
Customer Statements & Outstanding Balances
- Generate customer-wise account statements for selected periods.
- Summarize invoices, payments, credit notes, adjustments, and outstanding balances.
- Show opening balances, transaction details, and closing balances where supported by the accounting model.
- Identify overdue invoices and pending payments.
- Share statements through approved email or WhatsApp workflows.
- Export authorized statements for finance and customer reconciliation.
- Help sales and finance teams follow up on outstanding receivables.
Statement of account · 01 Sep to 13 Oct 2026
Apex Engineering Works Pvt Ltd
| Date | Particulars | Debit | Credit | Balance |
|---|---|---|---|---|
| 01 Sep | Opening balance | ₹23,600 | ||
| 12 Sep | Payment · RTGS · INV/26-27/0274 | ₹23,600 | ₹0 | |
| 22 Sep | GST invoice INV/26-27/0342 | ₹1,47,500 | ₹1,47,500 | |
| 08 Oct | Payment · NEFT | ₹1,00,000 | ₹47,500 | |
| 10 Oct | Credit note CN/26-27/0021 | ₹5,900 | ₹41,600 | |
| 11 Oct | Wallet credit applied | ₹12,000 | ₹29,600 | |
| 13 Oct | Closing balance | ₹29,600 |
INV/26-27/0342 overdue since 07 Oct
₹29,600 · 6 days
Proposal · valid until 30 Sep 2026
QT-2026-0093 · Motor automation package
AI-assisted summary
Supply of four 2 HP gear motors and two control panels with on-site installation, delivered within 10 working days of order confirmation.
Value
₹1,47,500
Delivery
10 days
Terms
50/50
Revisions
v1 · ₹1,53,400
Sent 05 Sep · reminder after 3 days
v2 · ₹1,47,500 · ₹5,000 discount
Sent 10 Sep · accepted 15 Sep
Accepted. Ready to convert.
13 Proposals
Proposals & Quotations
- Create professional proposals and quotations from customer records.
- Add products, services, pricing, discounts, delivery details, and payment terms.
- Use reusable templates and company branding.
- Generate proposal drafts using AI-assisted content where enabled.
- Convert approved proposals into orders or invoices through supported workflows.
- Track proposal status, revisions, and expiry dates.
- Set follow-up reminders for pending customer decisions.
14 Contracts
Contract & Agreement Management
- Create and store customer contracts, service agreements, and commercial documents.
- Use reusable contract templates and approved clauses.
- Link agreements to the relevant customer, proposal, or order.
- Track contract start dates, end dates, renewal dates, and status.
- Set reminders for renewals, expirations, and required actions.
- Maintain versions and an approval history.
- Integrate with supported e-signature services where available.
Annual maintenance contract · AMC-2026-014
Apex Engineering Works · motor & panel servicing
Active
E-signed by both parties
SO-2026-0418
01 Jan 202631 Dec 2026
Today · 13 OctRenewal reminder · 01 Dec79 days left
Approved clauses
- Quarterly preventive maintenance
- 48-hour breakdown response
- Auto-renewal on written consent
Versions & approvals
- v3 · signed18 Dec 2025
- v2 · legal approved15 Dec 2025
- v1 · drafted from template10 Dec 2025
My day · Sneha Kulkarni · 13 Oct
Today's priorities
Pending
3
In progress
1
Done
1
Overdue
1
Team summary
Sales · 5 people34 of 41 done
Finance · 2 people12 of 13 done
15 Tasks & Follow-Ups
Task & Follow-Up Management
- Create tasks and assign them to team members.
- Set priorities, due dates, descriptions, and responsible employees.
- Schedule customer follow-ups after emails, calls, meetings, proposals, or invoices.
- Create reminders for pending payments, contract renewals, and overdue actions.
- Track pending, in-progress, completed, and overdue tasks.
- Link tasks to customer records, orders, proposals, and contracts.
- View daily priorities and team task summaries.
- Reduce missed opportunities through structured follow-up workflows.
16 Meetings
Meeting Management
- Schedule customer meetings and assign participants.
- Link meetings to customer profiles, opportunities, and tasks.
- Set reminders before scheduled meetings.
- Record agendas, meeting notes, outcomes, and next actions.
- Create follow-up tasks from meeting outcomes.
- Store meeting recordings and transcripts where supported and appropriately authorized.
- Integrate with compatible calendar and meeting platforms where available.
Meeting · Wed 14 Oct, 11:00 to 11:45 · online
AMC renewal & installation review
SKRMVR
Sneha Kulkarni, Rakesh Mehta, Vikram Rao
Reminder 30 min before
Agenda
- Installation date for control panels
- AMC 2027 scope and pricing
- Balance payment ₹29,600
Recording & transcript
Recorded with participant consent
Outcomes
- Installation fixed for 21 Oct
- Send AMC 2027 proposal
- Balance to be paid by 20 Oct
Follow-up tasks created
- Add tasks from the outcomes above.
Files · Apex Engineering Works
Customer documents
Drop files to upload and link
17 Files
Centralized File Management
- Upload and organize customer documents in one location.
- Store quotations, proposals, contracts, invoices, purchase orders, and supporting files.
- Link files to customers, orders, meetings, and transactions.
- Search documents using available metadata and filters.
- Maintain document versions and access permissions where supported.
- Reduce time spent searching through email attachments and separate folders.
18 Document Vault
Secure Document Vault
- Store sensitive customer and business documents in a restricted-access vault.
- Organize confidential contracts, financial records, and important documents.
- Apply role-based access and appropriate security controls.
- Maintain access logs and document history where supported.
- Configure retention, sharing, and download permissions.
- Protect sensitive information through secure storage and controlled access.
Vault · restricted
Confidential documents
Preview access as
| Document | View | Download | Share | Retention |
|---|
Access log
- Vikram Rao viewed Bank mandate · Apex · today 09:12
- Admin downloaded AMC-2026-014 signed · 11 Oct 16:40
- Blocked: share link on Credit limit approval · 10 Oct
Automation rules
Reminders & follow-up workflows
Reminders scheduled today8
19 Automation
Automated Reminders & Follow-Up Workflows
- Schedule reminders for customer follow-ups, meetings, proposals, contracts, and payments.
- Trigger reminders based on configured dates, statuses, or business events.
- Create follow-up sequences for leads and existing customers.
- Notify responsible team members when actions become due or overdue.
- Automate recurring customer communication using approved templates.
- Keep pending actions visible through dashboards and task lists.
20 Dashboard & Reports
CRM Dashboard & Business Reports
- View customer activity, open orders, pending proposals, invoices, and outstanding payments.
- Monitor follow-up completion and overdue tasks.
- Review sales and customer transaction history.
- Generate customer-wise, team-wise, and period-based reports.
- Export authorized reports for management and finance review.
- Identify delayed payments, upcoming renewals, and inactive customer relationships.
CRM dashboard · all teams
Business overview
Sales
Open orders
Outstanding
Follow-ups done
Sales by week
- Needs attention
- Delayed payments
- Renewals due
- Inactive customers
- Overdue tasks
Customer-wise
Team-wise
Period-based
Export for finance
21 Integrations
Integrations & Workflow Automation
- Connect supported email accounts and WhatsApp Business services.
- Integrate compatible calendars, meeting platforms, accounting systems, and payment services.
- Automate customer record updates and supported document workflows.
- Configure role-based notifications and approval steps.
- Reduce duplicate data entry by connecting related CRM activities.
- Maintain a consistent customer record across connected workflows.
Connected workflows
One customer record, every tool
COPS 360 CRM
EmailConnected
WhatsApp BusinessConnected
CalendarConnected
MeetingsConnected
AccountingSyncing
PaymentsAvailable
E-signatureConnected
E-invoicingAvailable
Approval step · discount over 10%
- Sales rep
- Sales manager
- Finance
Why COPS 360
Business Benefits
Reduce time spent switching between applications.
Draft emails and WhatsApp messages using AI and reusable templates.
Simplify order, invoice, credit note, and payment management.
Improve visibility into outstanding balances and customer statements.
Reduce missed follow-ups with automated reminders.
Organize contracts, files, meetings, and tasks.
Improve collaboration between sales, finance, and customer service teams.
Save up to 65% of customer management time when validated by actual workflow results.
One CRM. Your Entire Customer Workflow.
From the first email to proposals, orders, GST invoices, payments, contracts, and follow-ups, manage the complete customer relationship from one intelligent platform.
Less Manual Work. Faster Follow-Ups. Better Customer Relationships.