Exhibition Customised CRM Development

• 1

  Overview

  A fully customized Customer Relationship Management (CRM) system to automate and streamline lead management, sales workflow, design coordination, quotation handling and financial processes.

  There will be five types of dashboards:

  • Admin (2 users)
  • Sales (Creatable)
  • Designer (Creatable)
  • Accounts (Creatable)
  • Operations (Creatable)

  The objective of this CRM is to:

  • Centralize all lead and client data
  • Ensure no follow-ups are missed
  • Automate design and quotation workflows
  • Track revisions and modifications
  • Monitor sales performance
  • Maintain vendor and expense records
  • Provide complete visibility to management

  This system will be role-based, scalable, and fully tailored to Exhibitions’ operational workflow.

  The Admin will have full access to the system.

  All other dashboards will have Role-Based Access Control (RBAC).

• 2

  Admin Dashboard Requirements

  • The Admin will first import lead data into the CRM under different categories such as FMCG, Entertainment, etc.
  • The Admin will assign these leads to salespersons.
  • Admin can reassign leads anytime.
  • If a lead has already been assigned to a salesperson, the Admin should be able to take it back and reassign it to another salesperson (for example, if the salesperson is not working properly, is on leave, or if the data is urgently required)
  • The Admin can create, edit, or disable Sales user accounts.
  • The Admin can create, edit, or disable Designer user accounts.
  • The Admin can create, edit, or disable Accounts user accounts..
  • The Admin can create, edit, or disable Operation user accounts
  • The Admin can add vendors. Vendors can belong to multiple categories such as:
    • Carpenter
    • Electrician
    • Chartered Accountant,etc.
  • For each vendor, the system should record
    • What work was done
    • What was purchased
    • Date of work
    • Amount paid
    • Payment mode
    • Invoice photo upload
  • The system should maintain complete records of:
    • What work was done with a vendor on which date
    • Total amount paid to a vendor in a particular year
• 3

  Sales Person Dashboard Requirements

  1

  Leads will be displayed in the dashboard.

  After calling the lead:

  If the response is positive:

  • Mark as Positive.
  • Add remarks
  • Enter call date
  • Add next follow-up date
  • Exhibition Name, Client Name, Exhibition date & details (optional till quotation approved)

  After calling the lead:

  • If the response is negative:
  • Mark as Negative

  2

  There should be a Follow-up section to ensure no follow-ups are missed:

  • Follow-ups can be viewed date-wise.
  • Missed follow-ups should be clearly visible.

  3

  When the client provides a briefing:

  • Sales person will add the briefing in input.
  • The lead status will change to “Design Pending”.
  • The Salesperson or Admin will assign a Designer.
  • Assigned designer will be notified in admin.
  • The Designer will prepare the design based on this brief.

  4

  The Designer will upload the design file or screenshot (based on format):

  • The lead status will change to “Design Prepared”.
  • The Salesperson will be notified.

  5

  The Salesperson will share the design with the client:

  • Status will change to “Design Shared”.

  6

  During the next follow-up:

  • If the design is final → proceed further.
  • If modifications are required.
  • Status will change to “Design Modification Required”.
  • Modification briefing will be added by salesperson.
  • Designer will receive a notification in dashboard.

  7

  In the Designer dashboard:

  • The design will appear under the Modifications section.
  • The Designer will modify and upload the updated design or screenshot.
  • Status will change to “Modifications Done”.
  • The system will track how many times the design has been modified.
  • Salesperson will be notified.

  8

  The Salesperson will share the modified design:

  • Status will change to “Modified Design Shared (no. of modifications done)”.
  • The number of modifications will be visible.

  9

  This process will repeat until the design is finalized:

  • Once final, status will change to “Quotation Pending”.
  • Accounts person will be notified in dashboard.
  • If client doesn’t like the design and does not want to continue, the status will change to “Design Rejected” and the lead will be closed.

  10

  The Quotation will be shared by the Accounts person:

  • Lead will appear as “Quotation Pending” in accounts person’s dashboard.
  • Account person will create and upload the quotation.
  • Status will change to “Quotation Prepared”.
  • Salesperson will be notified.
  • Salesperson will share the quotation and discuss on next follow-up.

  11

  If there is a budget issue:

  • Status will change to “Budget Issue”.
  • Budget issue explained in specific input.
  • Account person will be notified.
  • Account person will revise and upload the quotation.
  • Status will change to “Revised Quotation Prepared”.
  • Salesperson will be notified.
  • A revised quotation will be shared by salesperson.
  • Status will change to “Revised Quotation Shared (no. of revisions done)”.
  • The system will track how many times the quotation was revised.
  • The process will repeat until the quotation is finalized.
  • If not finalized, the lead can be closed with reason.
  • Exhibition Name, Client Name, Exhibition Date & Details mandatory while changing status to “Quotation Approved”.

  12

  Once the quotation is finalized:

  • Status will change to “PI Pending”.
  • Lead will appear as “PI Pending” in accounts person’s dashboard.
  • Account person will create and upload the PI.
  • Sales person will be notified.

  13

  The PI (Proforma Invoice) will be shared by the Sales person:

  • Status will change to “PI Shared”.

  14

  Once the PO (Purchase Order) is received:

  • The Salesperson will upload the PO in the system.
  • Status will update accordingly.

  15

  When the client makes the advance payment:

  • Status will change to “Work in Process”.
  • Exhibition date will be entered.
  • Payment mode and proof (such as screenshot) will be uploaded.

  16

  The next follow-up will be for the remaining payments:

  • Next payment details will be entered into the system.

  17

  After receiving the final payment:

  • The Accounts person will create the final invoice and upload it.
  • Sales person will be notified.
  • Sales person will share the final invoice.
  • Videos link and images can be uploaded by Sales person.

  18

  After the work is completed:

  • The lead status will be changed to “Project Completed”.

  19

  Reports:

  • Sales persons monthly sales and yearly sales graph and reports.
• 4

  Designer Dashboard Requirements

  Leads/projects assigned for design will be displayed in the dashboard:

  ---

  When a lead status becomes “Design Pending”:

  • The assigned Designer will receive a notification in the dashboard.
  • The design will appear in the “New Design Assignments” section.
  • The Designer will be able to view:
    • Client details
    • Exhibition details
    • Stall size
    • Budget (if allowed)
    • Complete design briefing added by Salesperson
    • Deadline (if provided)

  ---

  The Designer will prepare the design based on the briefing:

  After completing the design:

  • The Designer will upload the design file or screenshot (based on required format).
  • The Designer may add remarks or notes (if needed).
  • The lead status will change to “Design Prepared”.
  • The Salesperson will be notified in their dashboard.

  ---

  If the client requests modifications:

  • The status will change to “Design Modification Required”.
  • The modification briefing added by the Salesperson will be visible to the Designer.
  • The Designer will receive a notification in the dashboard.
  • The design will appear under the “Modifications” section.

  ---

  The Designer will:

  • Modify the design as per the briefing.
  • Upload the updated design file or screenshot.
  • Add remarks (if required).

  ---

  After uploading:

  • The status will change to “Modification Done”.
  • The system will automatically track and display how many times the design has been modified.
  • The Salesperson will be notified.

  ---

  This process will repeat until:

  • The design is finalized.
  • Or the design is rejected by the client.

  ---

  If the design is finalized:

  • The status will move forward to “Quotation Pending”.

  ---

  If the client rejects the design and does not want to continue:

  • Status will change to “Design Rejected”.
  • The lead will be closed.

  ---

  The Designer dashboard should also include:

  • A section for “All Assigned Designs”.
  • A section for “Modifications”.
  • A section for “Completed Designs”.
  • Visible count of total modifications per project.
  • Notifications for:
    • New design assigned
    • Modification required
    • Status updates
• 5

  Accounts Dashboard Requirements

  Leads related to financial stages will be displayed in the Accounts dashboard.

  ---

  When a lead status becomes “Quotation Pending”:

  • The lead will appear in the Accounts dashboard under “Quotation Pending”.
  • The Accounts person will create and upload the quotation.
  • After uploading, status will change to “Quotation Prepared”.
  • The Salesperson will be notified.

  ---

  If the Salesperson marks the lead as “Budget Issue”:

  • The budget issue explanation entered by the Salesperson will be visible to Accounts.
  • The Accounts person will be notified in the dashboard.
  • The Accounts person will revise the quotation and upload the revised version.
  • Status will change to “Revised Quotation Prepared”.
  • The Salesperson will be notified.

  ---

  The system will:

  • Track how many times the quotation has been revised.
  • Display the number of revisions clearly.

  This process will repeat until:

  • The quotation is finalized.
  • Or the lead is closed with a reason if not finalized.

  ---

  Once the quotation is finalized:

  • Status will change to “PI Pending”.
  • The lead will appear in the Accounts dashboard under “PI Pending”.

  ---

  The Accounts person will:

  • Create the Proforma Invoice (PI).
  • Upload the PI in the system.
  • The Salesperson will be notified.

  ---

  After the Salesperson shares the PI:

  • Status will change to “PI Shared”.

  ---

  When the PO (Purchase Order) is received:

  • The Salesperson will upload the PO.
  • The Accounts person will be able to view the uploaded PO in the dashboard.

  ---

  When advance payment is received:

  • The Accounts person will verify payment details.
  • Payment amount, mode, transaction details, and proof will be stored in the system.
  • Status will change to “Work in Process”.

  ---

  For remaining payments:

  • Outstanding amount will be visible.
  • Next payment follow-up details entered by Salesperson will be visible.
  • Overdue payments (if any) should be clearly visible in dashboard.

  ---

  After receiving final payment:

  • The Accounts person will create the final invoice.
  • Upload the invoice in the system.
  • The Salesperson will be notified.

  The Salesperson will then share the final invoice with the client.

  ---

  After project completion:

  • When work is completed and final invoice shared.
  • The lead status will be changed to “Project Completed”.
• 6

  Operations Dashboard Requirements

  Operations dashboard will be basically used for recording purchases made by operations team.

  Each purchase must be linked to:

  • Exhibition Name

  Operations team should be able to:

  • Select project from searchable dropdown
  • Add purchase details
  • Upload bills/invoices
  • Save purchase entry

  Each purchase entry should include:

  • Vendor Name (select or add new)
  • Vendor Category (Carpenter / Electrician / Printer / Fabricator / Transporter etc.)
  • Item Purchased
  • Quantity
  • Unit Price
  • Total Amount (auto-calculated)
  • GST (if applicable)
  • Final Amount
  • Date of Purchase
  • Payment Status (Paid / Unpaid / Advance Given)
  • Payment Mode (Cash / UPI / Bank Transfer / Cheque)
  • Invoice Upload (Image / PDF)
  • Remarks

  Role Permissions (High Level)

  Role	Key Permissions
  Master Admin	Full system control
  Admin	Operational management
  Account	Payment & brokerage handling
  Relationship Manager (RM)	Partner & lead management
  Support Roles	Product-specific support
  Partner	Lead generation & promotion

• 7

  Tech Stack

  Front-End Technologies:

  • HTML: Structure of the web pages
  • CSS: Styling of the website
  • Bootstrap: Framework for responsive design and UI components
  • JavaScript: Client-side interactivity
  • jQuery: Simplifies JavaScript for DOM manipulation and AJAX calls

  Back-End Technologies:

  • Laravel (PHP Framework): Serves as the core back-end framework, handling business logic, RESTful APIs, authentication, authorization, routing, and secure communication between the front-end and database.
  • MariaDB (Version 10.4 - MySQL): Relational database for efficient data storage, retrieval, and management.
  • AJAX: Enables smooth asynchronous communication between the front-end and back-end, improving user experience without page reloads.
  • jQuery: Used for DOM manipulation, dynamic interactivity, and handling AJAX requests seamlessly with Laravel APIs.
• 8

  Deliverables

  • Hosting & SSL For 1 Year
  • 2 Year Maintenance Support (if any error or glitch comes we will rectify them & make sure the CRM runs smoothly).
  • Fully responsive dashboard
  • Basic training
• 9

  Payment Terms

  • 40% advance on project initiation
  • 30% after screens completion
  • 30% before final delivery & testing

  We look forward to your confirmation to initiate the project.

  Please feel free to contact us for any clarification or customization required.

  Warm regards,

  Ahmad Web Solutions

  Email: info@ahmadwebsolutions.com

  Contact: +91 9891848273