Custom CRM Enhancement & Feature Integration

We have an existing custom CRM platform. We need to add new features based on our requirements document. For each feature, we will evaluate whether to build custom functionality or use an off-the-shelf solution.

The goal: Minimize custom development cost by leveraging existing tools where possible, building only what is unique to our business.
Scope of Work

We need the following features added to our existing CRM:
1. Client & Project Management

Single client record with multiple projects attached

B2B future clients hub with custom fields (firm type, employees, HQ location, areas served, services, current provider, media links)

Full sorting and filtering on all fields

2. Lead & Assignment Management

Automatic lead assignment based on project size, builder type, and region

Real-time notifications when leads are assigned

Calendar sync (date + time assignments)

Entry management with status workflow: New → Calling Queue → Acquire Number → Measurement Booked → Quoted → Approved → Installation Scheduled → Completed → Lost

Trash/deletion workflow with standardized fields (lost to competitor, budget too high, timeline mismatch) and custom sub-fields

3. Daily Overview Dashboard

Real-time metrics:

Sites visited

Calls made

Square feet measured

Samples selected

Estimate value generated

Estimate value converted

Square feet installed

Money collected

Filters: Today, This Week, This Month, Custom Range

CSV/PDF export

4. Quotation & Invoice Automation

Sample database integration (thousands of products with pricing)

Measurement integration (connect to measurement app via API)

Instant quotation generation (samples + measurements)

Quote review and editing

Zoho CRM integration

Invoice conversion (approved quotes → invoices)

Payment tracking

Different pipelines for Supply Only, Install Only, Supply & Install

5. Installation Tracking

Integration with construction management software (Procore/Buildertrend or similar)

Customer can request installation updates via webapp

Automatic job completion detection

Post-completion follow-up triggers (review request, upsell)

6. Customer Portal

Project dashboard

Sample gallery

Quotes and invoices (view and approve)

Installation updates (view and request)

Communication history

Review submission

Upsell notifications

7. Form Integrations

Website form integration (schedule a consultation)

In-store kiosk integration (form submissions propagate to CRM)

8. Calling System Integration

Incoming calls display project information

Call logging

Call scheduling with calendar sync

9. AI/Machine Learning (Optional)

Lead assignment optimization

Project readiness prediction

Value forecasting

Regional insights

Performance analytics

Anomaly detection

10. CSV Bulk Upload

Import leads with column mapping

Data validation

Buy vs. Build Recommendations
Build (Custom Development) Buy (Off-the-Shelf)
Multiple projects per client Calendar integration (Google/Outlook API)
B2B Future Clients Hub Zoho CRM integration (Zoho Flow/Zapier)
Automatic lead assignment Payment processing (Stripe/QuickBooks)
Notification system Construction management integration (Procore/Buildertrend)
Sample database integration Website form integration (Zapier/webhooks)
Measurement integration Reporting dashboards (Power BI/Tableau)
Instant quotation generation AI/ML infrastructure (AWS/Google AI)
Invoice conversion
Customer portal
Calling system integration
CSV bulk upload
Technical Requirements
Area Requirement
Platform Web-based – must integrate with existing CRM
Tech Stack To be determined based on existing CRM (provided during discovery)
Authentication Use existing CRM authentication/roles
API-First Design All new features must expose REST APIs
Deployment Must work within existing hosting environment
Documentation All code and APIs must be documented
Timeline
Phase Duration
Phase 1: Core Essentials 4–6 weeks
Phase 2: Sales & Quoting 4–6 weeks
Phase 3: Operations & Customer Features 4–6 weeks
Phase 4: AI/ML (Optional) 4–6 weeks
How to Apply

Please submit a proposal including:

Your understanding of the project – In your own words

Relevant experience – Links to 1–2 similar CRM upgrade projects

Proposed tech stack – Based on existing CRM (to be provided)

Build vs. Buy approach – How you evaluate and recommend solutions

Estimated total cost – Phased breakdown

Earliest start date