PRINT SHOP WORX SUPPORT

CRM Setup

Purpose: This guide explains how to use the Sales CRM area in Print Shop Worx to manage leads, follow-ups, quote opportunities, customer conversations, and lost/won sales activity. Add your own screenshots into the marked image boxes as the app screens are finalised.

1. CRM overview

The CRM area helps staff manage sales opportunities before they become paid jobs. It is used for leads, follow-ups, customer notes, quote chasing, and lost/won quote tracking.

Important distinction: Marketing is for campaigns, social posts, email campaigns, and prospecting. Sales CRM is for leads, customer follow-ups, quote opportunities, and customer sales activity.

2. Where CRM fits in the PSW workflow

CRM supports the early sales process. It does not replace the production workflow and should not create production work before payment.

Lead or customer enquiry is created in CRM.
Sales staff follow up and record notes.
If the opportunity is real, create a quote.
If the quote is won, convert it to an invoice.
The job is created only after payment is received.
If the quote is not won, mark it as lost or expired and keep it for reporting.

Workflow rule: No job should be created or started without payment first. CRM is a sales tracking tool; it does not bypass quote, invoice, payment, or production controls.

3. Before using CRM: setup checklist

Before staff start using the CRM, complete the main Settings setup so customer records, emails, and documents work correctly.

☐ Company profile is complete in Settings.

☐ Branding/logo is uploaded.

☐ Users are created and permissions are correct.

☐ Email templates are set up for quote follow-up and customer messages.

☐ Products/services are added to Catalog.

☐ Pricing is configured.

☐ Customer records have email addresses and phone numbers where possible.

4. Opening the CRM area

The CRM can be opened from the Sales workspace. The Sales screen should show CRM-related summary items and buttons such as CRM, New Lead, follow-ups due, or quotes awaiting response.

Open Print Shop Worx.
Go to Sales.
Click CRM or New Lead.
Use the CRM screen to review leads, follow-ups, and quote opportunities.

5. CRM dashboard overview

The CRM dashboard is designed to show the sales work that needs attention. Exact cards may change as the CRM grows, but the intended information is listed below.

Area	What it means
Open leads	New enquiries or sales opportunities that have not yet been won, lost, or converted.
Follow-ups due	Leads, customers, or quotes that need contact today or soon.
Quotes awaiting response	Sent quotes that need chasing.
Lost / expired quotes	Quotes that did not proceed. Useful for win-rate and lost-reason reporting.
Recent leads	Recently created or updated CRM records.
Sales activity	Recent quote, invoice, and customer activity.

6. Creating a new lead

Use New Lead when someone enquires but is not ready for a quote yet, or when you want to track a sales opportunity before it becomes formal.

Go to Sales.
Click New Lead.
Enter the customer or prospect name.
Add contact details such as email and phone.
Add enquiry notes, estimated value, source, and next follow-up date if available.
Save the lead.

7. Updating lead status

Lead statuses help staff understand what stage the opportunity is at.

Status	Use when
New	A new enquiry has been received.
Contacted	Someone has contacted the lead.
Qualified	The enquiry is suitable and likely to become a quote.
Quoted	A quote has been created for the opportunity.
Won	The opportunity was won and moved forward.
Lost	The customer did not proceed.
On hold	The customer may proceed later but no action is needed right now.

8. Adding notes and follow-ups

Notes and follow-ups make the CRM useful. Every call, email, quote chase, or important customer instruction should be recorded.

Open the lead or customer record.
Add a short note explaining what happened.
Set a follow-up date if another action is needed.
Mark follow-ups complete once actioned.
Update the quote or lead status if the customer makes a decision.

9. Linking CRM activity to quotes

The CRM dashboard is designed to show the sales work that needs attention. Exact cards may change as the CRM grows, but the intended information is listed below.

Area	What it means
Open leads	New enquiries or sales opportunities that have not yet been won, lost, or converted.
Follow-ups due	Leads, customers, or quotes that need contact today or soon.
Quotes awaiting response	Sent quotes that need chasing.
Lost / expired quotes	Quotes that did not proceed. Useful for win-rate and lost-reason reporting.
Recent leads	Recently created or updated CRM records.
Sales activity	Recent quote, invoice, and customer activity.

10. Handling won, lost, expired, and stale quotes

Use New Lead when someone enquires but is not ready for a quote yet, or when you want to track a sales opportunity before it becomes formal.

Go to Sales.
Click New Lead.
Enter the customer or prospect name.
Add contact details such as email and phone.
Add enquiry notes, estimated value, source, and next follow-up date if available.
Save the lead.

11. Daily CRM routine

Use the CRM each day to keep sales work moving.

☐ Check follow-ups due today.

☐ Review sent quotes awaiting response.

☐ Contact customers with stale quotes.

☐ Update lead notes after each contact.

☐ Convert accepted quotes to invoices.

☐ Mark lost/expired quotes with a reason.

☐ Add new enquiries as leads.

☐ Review the sales snapshot at the end of the day.

All Support Article Links

Use this list as your built-in link map. Update or remove links if your page slugs are different.

Need help with Print Shop Worx?

Book a demo or contact support if you need help setting up your support pages or using Print Shop Worx.