Product guide
See how work moves through NexCRM
Capture, qualify, sell, deliver, and watch the numbers. This walks every workspace in the order work actually flows, using the real screens and terminology you’ll see from day one.
Sales
Leads & Lead Capture
Every relationship starts here. Lead Capture is the intake desk where raw inquiries get qualified; Leads is the working list you sell against once they’re clean.
Priya Shah
Self-referred client · Instagram
Jordan Reyes
Northside Supply Co. · Referral
Amara Osei
New inquiry · Website form
Captured leads
Lead preview
Source · Website form
Budget · $1,150
Missing: timeline
Next step
- 1
Open Lead Capture
The middle column shows the lead preview for whoever is selected on the left — source, campaign, location, service interest, budget, timeline, decision-maker status, and preferred contact channel.
A "Missing information" banner appears whenever a required field is still blank.
- 2
Fill in what’s missing
Use the search box and the source/status filters on the left to find related leads, or click New lead to log one by hand — Full name and Lead source are required.
- 3
Route it
Once qualification is complete, the Next workflow step panel unlocks Convert to contact. Use Routing rules first if the lead needs to go to a specific branch or salesperson.
Leads stay in Lead Capture until identity and required fields are reviewed — nothing reaches your pipeline half-qualified.
- 1
Pick a view
Toggle between Table for scanning and sorting, and Kanban for dragging leads across status columns.
- 2
Add or filter
Add lead opens the lead form; the status dropdown and search bar narrow a long list fast.
- 3
Convert when ready
Open a lead’s row menu and choose Convert to contact — this creates the Contact record and a pipeline deal in one step and takes you straight to it.
Lead statuses
Sales
Contacts & Companies
Contacts are people; Companies are the accounts they belong to. Both keep a running record of everything tied to them.
Dana Whitfield
Northside Supply Co.
Marcus Webb
Loira Market
Elena Cho
Midwest Courier
- 1
Contacts
The default list. Use Import to bring in a CSV, or New contact to add one by hand.
- 2
Tags
The labels you use for filters, imports, and campaigns.
- 3
Locations
Everywhere your contacts are based, with a filter for records missing one.
- 4
Transactions
Payments and invoices per client. Open a specific contact to see their full ledger.
- 1
Overview
The account’s core details (industry template, address, owner, website) plus your internal account notes.
- 2
Relationships
Every contact, lead, and deal linked to this company, each one click away.
- 3
Activity
The account’s timeline: notes, tasks, and activity in one feed.
Companies with linked contacts or deals can’t be bulk-deleted — NexCRM skips them and tells you how many were protected, so you don’t accidentally orphan active records.
Sales
Proposals
A proposal moves through a fixed track from draft to signed — and an accepted one becomes the project you’ll actually deliver.
Status track
- 1
Build it
Add line items in the proposal editor, then move it out of Draft — the status track at the top of the detail panel always shows what’s next.
- 2
Share it
Use the share-link panel’s Copy link button to send a viewable version, or Download PDF for an offline copy.
Discounted proposals show an internal approval banner before they can go out.
- 3
Convert on acceptance
Once a client accepts, the primary action changes to a project-template picker and a Convert to project button. After that, a View projects link replaces it.
Operations
Projects & Tasks
Projects are the delivery work you converted from a proposal (or started directly); Tasks are the individual follow-ups that keep any record — lead, contact, or deal — moving.
Projects
Tasks
- 1
Filter by what needs you
Beyond the plain status filters, use Attention, Overdue, and On-track to see what’s actually at risk.
- 2
Share client access
Copy portal link on any project row gives the client a direct link into their project portal — no separate login setup.
- 3
Drill in
Click a row to open the project detail panel; edit or delete from the same row menu.
Project statuses
- 1
Use the view rail
The left sidebar shows saved views with live counts, so you can jump straight to what’s due.
- 2
Filter and act
Narrow by assignee or priority, then click a task to toggle it complete, or open it to edit due date and details.
- 3
Watch the overdue banner
It surfaces anything past due across every list you’re viewing.
Task priority
Marketing
Campaigns
Email sequences that start on their own when something happens in the CRM. Campaigns are on the Business plan and send email only.
- 1
Start a campaign
Click New campaign, then pick a template, start from scratch, or describe it to AI.
- 2
Set the trigger
Contact created, contact updated, tag added, form submitted, or pipeline stage changed.
- 3
Add steps and emails
Lay out the emails and waits, write each email in the editor, then click Publish. Publishing again saves a new version.
- 1
Pause or resume
Stops new steps from running without losing anyone’s place.
- 2
Run history
Each contact’s path through the campaign. Retry a failed step, skip it, or cancel the run.
- 3
Results
Sent, delivered, opened, clicked, and replied counts for the published version.
Every campaign email ends with an unsubscribe link that can’t be removed. Contacts who unsubscribe are skipped on later sends.
Insights
Reports
Three tabs, three questions: how’s the business doing, where is it leaking, and who should see this automatically.
Pipeline
$182K
Won this month
$41K
Revenue leaks
3
- 1
Overview
Executive KPIs and pipeline charts, filterable by date range.
- 2
Revenue leaks
A table of severity-ranked issues — each one links straight to the record causing it.
- 3
Dashboards & delivery
Build a dashboard, then schedule it to land in someone’s inbox on a recurring basis.
Need a static copy for a meeting? The printable report view is built for exactly that — clean output with no app chrome.
Insights
Automation & AI Agents
Automation handles rule-based triggers you define. The NexAI assistant answers questions and drafts with your approval. AI Agents are the specialized workers that act on your behalf across leads, calls, proposals, and collections.
Rules
Agent directory
- 1
Check the Rules tab
Everything currently configured, filtered by status: active, paused, or draft.
- 2
Toggle or test
Flip a rule’s play/pause switch, or trigger Run now to test it immediately.
- 3
Review outcomes
The Runs tab keeps a full history of what fired and when.
Writes are approval-gated by default: you see the intended effect and expiry before anything runs. A workspace admin can raise autonomy to Approve-for-me or Full access for allowlisted low-risk tools.
- 1
Read the status strip
The AI Agents control room gives you one status strip — Agents, Active, Attention, Queue — across every specialist: Follow-Up, Campaign, Proposal, Support, Project, and Collection. Voice is coming soon.
- 2
Filter the directory
By Active, Attention, Paused, or All to see what needs a look.
- 3
Check governance pages
The Approval Queue for actions awaiting sign-off, the Audit Timeline for a record of what an agent did, and Performance for how well it’s working.
Settings
Integrations & Team
Connect the tools your team already uses, then decide who’s allowed to touch what.
- 1
Filter by status
All, Connected, or Available — or search directly for the tool you need.
- 2
Connect or manage
Each row’s button reads Connect for a new integration or Manage for one already linked.
- 3
Mail syncs separately
Gmail mailboxes connect from the inline email panel so messages sync straight into the workspace.
- 1
Open Team settings
Click Invite member — only workspace owners see this button.
- 2
Set an email and role
Then send. You’ll get an invite link and a confirmation that the email went out.
- 3
Manage after the fact
Change a member’s role inline at any time, or Cancel invite on anything still pending.
Roles
That’s the full loop: capture, qualify, sell, deliver and watch the numbers. Automation rules run on your CRM events, and the NexAI assistant answers questions and drafts with your approval on Business plans and above. Voice agents are coming soon.