Getting started with GenZCRM

Everything you enter here prints on your quotations and invoices, so do this first.

• Logo — a PNG with a transparent background looks best.
• Company name, address and GSTIN — exactly as on your GST certificate. Leave GSTIN blank if you are not registered.
• Bank account, IFSC and UPI QR — customers see these on every invoice, so they can pay without calling you.
• Terms — one line per term, for example “50% advance, balance on delivery”.

Click Save changes at the bottom. You can come back and edit any of this later.

Add each person with their name, mobile number, email and a role:

• Admin — sees everything, including billing and settings. Usually the owner.
• Manager — sees their department’s leads, tasks and team, can assign work and approve tasks.
• Employee — sees only what is assigned to them, plus whatever modules you switch on.

For employees, go to Team access and tick the modules they need: Leads, Deals, Clients, Invoices and so on. Untick Delete records unless you trust them with it. Changes apply the next time they load a page.

If you have more than one team (say, Sales and Site), create departments under Admin → Departments and put people in them. Managers then only see their own department.

This is the step most people get stuck on, so here it is in order. You need a WhatsApp Business number that is not currently logged in on the regular WhatsApp app.

1. Meta Business Manager — at business.facebook.com, create a business and verify it. Meta asks for a website with your business name, a legal name and address matching your GST or MSME certificate, and an email on your own domain.
2. WhatsApp Cloud API — add the WhatsApp product, register your number, and generate a permanent access token.
3. Paste into GenZCRM — the access token, Phone Number ID and Business Account ID go into the WhatsApp section. Click Connect WhatsApp, then Test connection.
4. Create a template — under WhatsApp → Templates, write a short follow-up message and submit it. Meta approves most within a day. Pick it as your Welcome template back in settings and turn on Auto-send.

From then on, anyone who messages your WhatsApp number becomes a lead automatically, and replies show up in Inbox. If you would rather we did all of this for you, there is a one-time setup service at ₹2,500 — ask on WhatsApp.

The Leads board has four columns: New, Contacted, Qualified, Junk. Drag a card to move it, or use the small status dropdown on the card.

• Adding leads — click Create lead. You can type the details, speak them (the form fills itself), or import a CSV from Excel with Name and Phone columns. Phone numbers already in the CRM are skipped, so re-importing never creates duplicates.
• Calling and messaging — every card has a WhatsApp button and a tap-to-call phone number.
• Follow-ups — open a lead, add a note, and set the next follow-up time. When it is due, a small panel appears at the bottom right on every page with Call, WhatsApp, Later and Done.
• Assigning — select several cards and use Assign to hand them to one person.
• Deleting — deleted leads go to Trash for 30 days. Restore from there if you need to.

When a lead is serious, click Convert to deal on the lead. A deal has an amount and moves through Discovery → Proposal → Negotiation → Closed Won / Closed Lost.

• A deal cannot move to Negotiation without a proposal document attached — the board asks for it.
• Marking a deal Closed Lost asks for a reason. After a few months, the reasons tell you what to fix.
• Discounts can be a fixed amount or a percentage; the deal value updates as you type.
• When a deal is Closed Won, click Convert to project and the work starts tracked.

A project is one piece of client work. Tasks are the steps inside it. You can also create standalone tasks for a department without a project.

• Creating a project — give it a name, client, type and scope. A starter set of tasks is generated from the type and scope, so be specific.
• Assigning tasks — only members of that project can be assigned its tasks, and a task’s due date must be within the project deadline.
• Doing the work — an employee starts a task, then submits it for review. A manager approves it or sends it back. Only managers can mark a task completed.
• Files and chat — each task has a Files tab (designs, documents) and a team chat that stays inside the CRM, not on WhatsApp.
• Deliverables — on the project page, submit the final file or link. A manager approves it, and it is recorded against the project.
• Keeping track — Due today, Overdue and Priority views under Tasks show what needs attention now.

• Quotations — create one from a deal or from scratch. It carries your logo, GSTIN, terms and signature from Settings.
• Invoices — convert a quotation, or create directly. GST is shown on the invoice; your bank details and UPI QR print at the bottom so the customer can pay straight away.
• Client login — under Clients, activate a client’s portal access. They get a login at /client-login where they can see their quotations and invoices. They do not see anything else.

WhatsApp us at +91 79904 02535 or email support@genzcrm.in. We are in Ahmedabad and reply during working hours, usually within the hour.

A free account has everything above with limits on users and leads. Paid plans start at ₹199 a month; see pricing.