Custom CRM for Customer & Quote Follow-Ups
A custom CRM system for Malaysian SMEs that need a clearer way to manage customers, quotations and follow-ups. See which quotes are awaiting a reply, who is responsible and who to contact next—all in one place.
Based in Penang, working with businesses across Malaysia. Briefing, testing, revisions and training can be handled online.
You sent the quote. What happens next?
Scattered customer records
Contact details, quotes and notes are spread across WhatsApp, spreadsheets and paper. Finding the right information takes time.
Missed follow-ups
Without a clear next step and reminder, important conversations can slip through the cracks.
Quotes left without a follow-up
After a quote is sent, it is unclear whether the customer has replied, who is responsible or when to follow up.
Unclear enquiry sources
You cannot easily tell whether a customer came from your website, ads, referrals or another channel.
Difficult handovers
When a customer changes hands, the next team member may not have the full history.
Spreadsheets getting complicated
As records grow, it becomes harder to maintain consistent information and coordinate team updates.
Build what your workflow actually needs.
Start with customer records, quote progress and follow-up tasks. Add other features only where they are useful. The features, user numbers and deliverables are agreed before the project is quoted.
Customer database
Keep contact details, requirements, notes and relevant files together.
Enquiry sources
Record whether enquiries come from your website, advertising, social media or referrals.
Quote progress
Record quote amounts, dates sent and whether each quote is awaiting a reply, accepted or lost.
Follow-ups and reminders
Record the last conversation, the next contact date and what needs to happen next.
Team responsibilities
Assign customers to team members and make responsibilities clear.
Quotes and documents
Keep quote files, photos and notes with the relevant customer record so they are easy to find.
Work dashboard
See today’s follow-ups, overdue tasks and quotes that are still awaiting a reply.
Access across devices
Plan a responsive interface for phones, tablets and computers.
For businesses that need to keep following up.
Beauty and spa businesses
Organise customer enquiries, treatment interests and follow-up tasks.
Automotive sales
Record vehicle preferences, budgets and progress from enquiry to sale.
Property teams
Keep buyer requirements, property interests and viewing appointments together.
Insurance and consultancy
Organise customer needs, product interests and ongoing service tasks.
Renovation and service businesses
Manage enquiries, assessments, quotations and project confirmations.
Education and training
Track course enquiries, trial sessions and enrolment progress.
From the first enquiry to the next follow-up.
Pick a customer. See what needs to happen next.
Imagine you run a renovation business with three customers to follow up on. Select a customer to see their requirements, quote status and next step. Then try “Mark as followed up” to see the task count change.
1. Choose a customer
Select a customer card to see their quote and follow-up plan.
2. Review the record and next step
Ms Lim · Living room renovation
Fictional demo- Requirements
- A living room refresh; comparing design options and costs.
- Enquiry source
- Website enquiry
- Assigned to
- Xin
- Quote record
- RM8,800 · Quote Q-001 sent
Next step
Check that the customer received the quote and ask which items they would like to adjust.
Contact and quote history
- Recorded: living room renovation with a budget of around RM10,000.
- Sent: quote Q-001; awaiting confirmation of the scope.
Mr Tan · Kitchen renovation
Fictional demo- Requirements
- New kitchen cabinets; measurements and materials still need confirmation.
- Enquiry source
- Customer referral
- Assigned to
- Wen
- Quote record
- RM12,400 · Quote Q-002 is a draft, not sent
Next step
Confirm measurements and materials, then prepare and send the full quote.
Contact and quote history
- Recorded: kitchen photos received; measurements are not confirmed.
- Planned: contact the customer tomorrow to confirm materials and scope.
Ms Wong · Shop renovation
Fictional demo- Requirements
- A new shop fit-out with separate costs for signage, lighting and the counter.
- Enquiry source
- Google Search
- Assigned to
- Xin
- Quote record
- RM18,500 · Quote Q-003 sent
Next step
Ask whether the customer has any questions about the scope and arrange the next discussion.
Contact and quote history
- Sent: itemised quote Q-003.
- Last contact: the customer planned to discuss it with a business partner; no decision yet.
3. Try “Mark as followed up”. It only changes this demo; it does not contact anyone.
This is an interface demonstration. It does not send messages, save records or connect to your live system. All names, amounts and records are fictional. Quote amounts are sample renovation prices, not system development fees. Automatic quote creation, PDF generation and automated WhatsApp messages are not demonstrated here; any such features need a separate scope review.
A CLEAR FIRST VERSION
Know what the first version will include.
A useful starting point is one clear workflow: record an enquiry, track the quote and see the next follow-up. The written proposal confirms what is included before development begins.
Records and screens
Agree on the customer fields, quote stages, follow-up dates and dashboard views. A quote-status record is different from automatically creating or sending a quotation.
Users and access
Confirm how many people will use the system, their responsibilities and which records each role may view or edit. The proposal sets out the agreed access rules.
Existing information
If you have Excel records, we first review a sample with personal information removed. Import work, data cleaning and the format for any agreed data export are listed separately in the scope.
Handover and ongoing costs
The proposal also confirms testing, training, hosting or paid tools, the backup and recovery approach, and any ongoing support fee. These depend on the system and are not automatically included as unlimited services.
Not included unless agreed: Automatic WhatsApp conversations, bulk messaging, accounting integrations, PDF quote generation and other additional workflows. We assess the requirements first rather than promise every feature in one package.
Understand the workflow before building the system.
01 Understand your business
Review your industry, team and current customer management process.
02 Define the scope
Plan the screens, fields, sales stages, permissions and required features.
03 Agree on the proposal
Confirm the scope, estimated timeline and project quote.
04 Build the first version
Develop the core workflow so you can review and test it.
05 Test and refine
Adjust the interface and workflow based on agreed feedback and practical testing.
06 Launch and hand over
Complete final checks and explain how to use the agreed features.
A custom system needs a scope-based quote.
Tell me how you currently manage customers and which problems you want to solve first. I will propose the scope, estimated development time and a project quote before work begins.
What you may want to know.
Do I need a custom CRM or ready-made software?
If an existing tool already fits your workflow, a custom build may not be necessary. We first review how you record enquiries, manage quotations and assign follow-ups, then agree on the specific work a custom system needs to handle.
Does it automatically create quotes or connect to WhatsApp?
Recording and following up on quotes is different from automatically creating them. Price calculations, PDF generation and connections to WhatsApp or other software require a separate feasibility review, scope and quote. They are not included by default.
Do I need to build everything at once?
No. We can start with customer records, quote statuses and follow-up reminders, then assess further features after you have used the system. Additional development is scoped and quoted separately.
Can I use the system on my phone?
Yes. The interface can be designed for mobile, tablet and desktop use, according to the agreed requirements.
Can several team members use it?
User accounts, customer assignments and access permissions can be planned around your team and responsibilities.
Can you import my existing Excel records?
I will first review the file format, duplicate records and data quality. Any migration or data-cleaning work needs to be included in the agreed scope.
Can we add more features later?
Yes. We can start with the most important workflow and assess further features after you have used the system. Additional development is quoted separately.
Will you provide training and maintenance?
I will explain the main operations. Training, maintenance and ongoing support will be defined in the project scope.
How will customer information be protected?
We will agree on user permissions, data access and backup arrangements as part of the system design. Specific requirements should be discussed before development.
Does it automatically sync WhatsApp conversations?
Not by default. Customer records and follow-up notes are separate from automatic WhatsApp or third-party integrations. Any integration needs its own feasibility review and agreed scope.
You need the right tool—not the most complicated one.
Tell me how you record customers, send quotes and arrange follow-ups today. We can identify where work gets missed and choose a practical starting point.