SalesFlow CRM

Introduction

SalesFlow is a CRM for capturing leads, working them through a pipeline, and reporting on the result.

SalesFlow gives a sales team one place to keep every lead, every deal and every conversation. Leads arrive from your website, an import or manual entry; your team qualifies them, records calls and emails against them, and moves the resulting deals through a pipeline you define. Dashboards and reports then show how the pipeline is performing.

What you get

Contacts

A searchable, filterable database of every lead, with assignment, statuses, stages, activity history and per-contact follow-ups.

Deals

Revenue opportunities linked to a contact, moved through pipeline stages you can rename and reorder.

Projects

Named lead sources that route incoming website submissions to specific people.

Team

Invite colleagues, set their role, and assign leads to them.

Reports & dashboards

Overview metrics, sales performance, lead analytics and an admin view of organization-wide activity.

Integrations

Gmail for sending email, Twilio for voice calls, an external database sync, and a public endpoint for website forms.

Resources

Files you have emailed to contacts, kept and searchable so they can be re-sent.

Core concepts

Four ideas explain most of how the app behaves.

Organization

Your workspace. All contacts, deals, settings and files belong to one organization, and data is never shared between organizations. You can belong to more than one and switch between them from the sidebar.

Role

Every member is either an Admin or a Member. The role decides which pages and actions are available.

Plan

Your subscription decides how many records you can store, which features are unlocked, and how many people you can invite.

Assignment

A contact can be assigned to one team member, who becomes its owner. Depending on a setting, members may see only the leads assigned to them.

Signing in and organizations

1. 1Sign up or log in from the landing page.
2. 2Choose an organization. If you do not belong to one yet, you are prompted to create one — that becomes your workspace.
3. 3Use the organization switcher in the sidebar to move between workspaces or to create another one.
4. 4New organizations start on a 14-day free trial with full access.

Navigating the app

The sidebar is the primary navigation. It can be minimized to icons only on desktop and collapses into a menu button on mobile. It also holds the theme toggle, the notification bell and the organization switcher.

Install as an app

SalesFlow can be installed to your desktop or home screen from the browser's install prompt. Installed, it opens in its own window and keeps you signed in.

Light and dark mode

Use the theme toggle in the sidebar to switch between light and dark. Your choice is remembered on that device.

Contacts

The contact list is where most day-to-day work happens.

Adding contacts

Add Contact

The full form, with every standard field plus any custom fields your administrator has defined.

Quick Add

An inline row at the top of the table for entering a lead without leaving the list.

Contact + Deal

Creates a contact and, in the same flow, an optional first deal for them.

Import

Bulk-create contacts from a file. Available to administrators.

Website form

Submissions from your site arrive automatically once the form integration is set up.

Fields on a contact

Working the list

• Search by name, company, email or phone.
• Build filters row by row — pick a field, choose Is or Is not, then pick a value. Add as many rows as you need.
• Filter by status, assignment, assigned member, month, source, stage, or whether the contact has any deals.
• Choose how many rows per page, from 10 up to 100.
• Show, hide, reorder and resize columns; the layout is remembered per device.
• Select rows with the checkboxes to delete in bulk (administrators and members with delete permission).
• Export the results — see Exporting data.

Keyboard shortcuts

Contact details and activity

Opening a contact shows its full profile alongside everything that has happened to it.

Profile

All standard and custom field values, the assigned owner, and when the record was created and last updated.

Activity timeline

An audit trail of what changed and who changed it — creations, updates with the specific fields that changed, deletions, assignment and unassignment, and new enquiries.

Enquiries

Later form submissions that matched this same person. The profile keeps the original record; each repeat submission is listed here with its own details and timestamp.

Related deals

Every deal linked to this contact, with quick access to open or edit them.

Follow-ups

Scheduled reminders for this contact.

Quick actions

Call or email the contact, create a deal, or edit the record.

Follow-ups

A follow-up is a dated reminder with a message, attached to a contact. Schedule one from the contact's page, and it appears on your dashboard as it comes due.

The dashboard shows upcoming follow-ups and recently processed ones, so nothing quietly slips past its date.

Deals

A deal is a revenue opportunity attached to a contact. Every deal has a title, a value, a stage, a probability and an open date, plus optional description, comment, close date and custom fields.

Default stages

• Prospecting
• Proposal
• Qualification
• Closing
• Won
• Lost

Administrators can replace these with their own stages, each with its own label, colour, default probability and order, and can mark which stages count as won and which as lost.

The deals list

• Summary cards show open pipeline value, won value, won count and the number of active deals.
• Search by title, and filter by stage or by month.
• Show, hide, reorder and resize columns, and set the page size.
• Values are shown in your organization's currency.
• Export the results — see Exporting data.

Projects and lead routing

A project is a named lead source — a landing page, a campaign, a microsite. Each project has a slug, and when a website submission includes that slug the new lead is routed to the people assigned to the project.

1. 1Create a project and give it a name and a slug such as summer-lp-2026.
2. 2Assign one or more team members to it.
3. 3Include the slug in your website form submission.
4. 4New leads from that form are attributed to the project and routed to its assignees.

The Projects page also gives you a ready-made snippet to embed, and projects can be archived when a campaign ends.

Roles and permissions

Every member is either an Admin or a Member.

Permissions are fixed per role. Admins have the full set; members have a working subset that excludes destructive and configuration actions.

Team management

The Team page is organized into four tabs.

Overview

Total members, active assignments, your current plan and recent activity.

Team Members

Everyone in the organization with their role, plus invitations for new members.

Lead Assignments

Who owns which leads, and the ability to reassign.

Settings

Organization-level details.

The number of people you can invite is limited by your plan. If you are at the seat limit, the invitation is blocked with a prompt to upgrade.

Lead assignment and visibility

Assigning a contact gives it an owner. Administrators choose how visible unassigned and other people's leads are, using the lead visibility setting.

Dashboard

The dashboard is the landing page after signing in.

Metric cards

Total leads, active deals, revenue and conversion rate.

Pipeline

Deals grouped by stage so you can see where value is sitting.

Recent leads

The newest contacts, with quick access to open them.

Follow-ups

What is due next and what was recently processed.

Reports

Reports are grouped into four views, each of which can be narrowed to the current month, last month, the last three months or the last six months.

Overview

Headline performance across leads and deals.

Sales Performance

Deal value, win rates and pipeline movement.

Lead Analytics

Where leads come from and how they convert.

AI Calling Report

Outcomes from automated calling.

Reports can be exported to PDF or Excel where your plan allows.

Admin dashboard

Administrators get an organization-wide view that ordinary members do not see.

• Totals for contacts, deals and calls.
• Deals broken down by stage and contacts by status.
• Trends over time.
• Member behaviour analytics — who created the most contacts, the most deals and made the most calls.
• Top performers and most active users.
• A live activity stream of what is happening across the organization.

Notifications and live updates

The bell in the sidebar shows unread notifications. Open it for the full list, mark items as read, or delete them.

Live updates

Open pages update themselves as data changes elsewhere. If a colleague adds a lead or moves a deal, your contacts, deals, notifications, settings and integration status refresh without a manual reload.

Search and filtering

Contacts and Deals share the same filter bar. Search matches as you type, and filters are built as rows.

1. 1Open Filters and choose Add filter.
2. 2Pick the field to filter on.
3. 3Choose Is to include matches, or Is not to exclude them.
4. 4Pick the value.
5. 5Add more rows to narrow further — all rows must match.
6. 6Use Clear filters to start again.

A dot on the Filters button tells you filters are currently applied.

Exporting data

Export what you are looking at, or the whole database — in Excel, PDF or Word.

The Export button on Contacts and Deals opens a dialog where you choose what to export and in which format.

Choosing what to export

Export all

Every record in the organization, across all pages — not just the page you are looking at.

Export filtered

Only the records matching your current search and filters, across all pages. Available once a search term or filter is applied.

Choosing a format

The dialog shows progress while records are gathered, and the finished file is named after the scope you chose. Very large exports are capped at 20,000 records; if that happens you are told, and narrowing your filters lets you export the rest.

Importing contacts

Administrators can import many contacts at once from the Import button on the Contacts page. Each row is validated the same way the contact form is, so bad rows are reported rather than silently dropped.

After an import you are shown how many records succeeded, how many failed, and why each failure was rejected. Duplicate emails or phone numbers are reported as duplicates rather than creating a second record.

Resources

Every file you email to a contact is kept in Resources, together with who it went to, the subject it was sent with and when it was last sent. Search the list, open a resource to see its details, and re-send it without hunting for the original file.

How many resources you can keep, and the maximum size of each file, depend on your plan.

Overview

The Integrations page connects SalesFlow to the tools around it. Each integration shows a status badge so you can see at a glance whether it is connected, and usage statistics where relevant.

Gmail

1. 1Open Integrations and choose to connect Google.
2. 2Sign in to the Google account you want to send from and grant access.
3. 3The card switches to connected, and email actions across the app start using that account.

Usage statistics show how many emails were sent today, this month and in total. Your plan sets a monthly email allowance.

Twilio Voice

With Twilio connected, the call button on a contact dials from your browser. There is a test action on the integration card to confirm the configuration works before you rely on it.

• Place calls to contacts without leaving the app.
• Track call status while the call is in progress.
• Keep call recordings against the contact.
• See calls made today and in total on the integration card.

External database sync

If you keep a system of record outside the CRM, this integration writes deal data into a MySQL table you nominate. You choose when it fires — either only when a deal is won, or on every deal update — and you map each column in your table to a field on the deal.

A test action verifies the connection and the mapping before you enable it.

API calls on won deals

Set up any number of API calls that fire automatically when one of your deals moves into a won stage. Each call is a POST request with its own endpoint, headers and JSON body, so you can notify a billing system, an order pipeline and a chat relay from the same event.

1. 1Open Integrations and configure API calls on won deals.
2. 2Add a call and give it a name so you can recognise it later.
3. 3Enter the https endpoint URL it should POST to.
4. 4Add any headers the receiver needs, such as an Authorization token.
5. 5Write the JSON body, using placeholders for deal and contact values.
6. 6Send a test delivery to confirm the receiver accepts it, then save.

Placeholders

Anything in double braces is replaced with a value from the won deal or its contact. A placeholder inside quotes becomes text; one on its own becomes a number, so amounts stay numeric.

{
  "customer": "{{contact.name}}",
  "email": "{{contact.email}}",
  "deal": "{{deal.title}}",
  "amount": {{deal.value}}
}

Available placeholders are deal.title, deal.value, deal.stage, deal.probability, deal.description, deal.comment, deal.openDate, deal.closeDate, contact.name, contact.email, contact.phone and contact.company.

Delivery

• Every enabled call fires at the same time when a deal reaches a won stage.
• Content-Type is set to application/json for you.
• A call that times out after 10 seconds, or returns 429 or a 5xx, is retried twice with a short pause.
• Other error responses are not retried, since repeating them would not help.
• Failures do not block or undo the deal update.

Website lead capture

Your website can post form submissions straight into Contacts. The Integrations page gives you the endpoint, your form secret and a ready-to-run example, and the API reference documents the request in full.

• Submissions create a new contact, or attach an enquiry to the matching existing contact.
• Campaign details such as UTM parameters, the page title and the form title are captured alongside the lead.
• Including a project slug routes the lead to that project's assignees.
• Team members are notified when a lead arrives.

AI calling

AI calling places automated calls to leads with live transcription and scoring, and reports on the outcome. It is part of the top plan; some capabilities are marked as coming soon in the interface while they are being finished.

Terminology

If your business does not call them deals, rename them. Set your own singular and plural labels and they replace Deal and Deals everywhere — in the sidebar, buttons, tooltips, forms, dialogs and exports.

Stages and statuses

Custom deal stages

Replace the default pipeline with your own stages. Each stage has a label, an optional colour, a default probability and a position in the order, and you mark which stages mean won and which mean lost so reporting stays accurate.

Custom contact statuses

Replace cold, warm and hot with the statuses your team actually uses. Each has a label, an optional colour and a position.

Custom fields

Add fields of your own to contacts and to deals. Custom fields appear on the relevant forms, can be shown as columns in the table, are included in exports, and can be sent through the website form integration.

How many custom fields you can define depends on your plan. Adding or removing a field updates the table column list automatically.

Currency and visibility

Choose the currency monetary values are displayed in — US Dollar or Indian Rupee. The choice applies across deals, dashboards, reports and exports.

Lead visibility decides whether members see every lead or only the ones assigned to them. See Lead assignment and visibility.

Plans and limits

The Billing page shows your current plan, what it includes and your usage against it. Limits are enforced as you work: when you reach one, the action is blocked with a message telling you which limit you hit and which plan lifts it.

Free trial

New organizations get a 14-day free trial with full access and no card required. A banner counts down the days remaining. When the trial ends, CRM features are locked until you subscribe; the Billing pages stay open so you can choose a plan, and your data is waiting when you do.

Feature access

Some features belong to specific plans. Where a feature is not included in yours, the interface shows it behind an upgrade prompt rather than hiding it, so you can see what a higher plan adds.

Overview

Everything the application does is available over a JSON HTTP API.

All endpoints live under /api on your own SalesFlow domain. Requests and responses are JSON unless noted, and every endpoint operates inside the organization you are signed in to — you never pass an organization identifier yourself.

Authentication

Session

The default. The signed-in user's session is used, and the endpoint applies that user's role and permissions. This is how the application itself calls the API.

Form secret

Used only by the public lead capture endpoint. Your website sends an x-contact-secret header instead of a session.

Conventions

Filter rows

List endpoints that support filtering accept the same structure the filter bar produces. Each row names a field, an operator and a value, and all rows must match.

[
  { "field": "status", "operator": "is", "value": "hot" },
  { "field": "source", "operator": "is not", "value": "Import" }
]

Errors

Errors return a non-2xx status and a JSON body with a human-readable message. Validation failures include the specific problem so it can be shown next to the offending field.

Plan and trial responses

When a request is refused for subscription reasons the 403 body carries a code so the interface can show the right prompt.

{
  "code": "PLAN_LIMIT",
  "message": "You have reached the contact limit for your plan.",
  "plan": "starter",
  "upgradePlan": "pro",
  "limitKey": "contacts",
  "current": 500,
  "max": 500
}

Submit a lead from your website

The one endpoint designed to be called from outside the application.

Post your website form submissions here to create leads directly in Contacts. Authorize the request with the form secret from the Integrations page. The endpoint accepts cross-origin requests, so it can be called from the browser as well as from your server.

curl -X POST https://your-domain.com/api/contacts \
  -H "Content-Type: application/json" \
  -H "x-contact-secret: your_contact_secret" \
  -d '{
    "name": "Jane Smith",
    "email": "jane@example.com",
    "phone": "9876543210"
  }'

curl -X POST https://your-domain.com/api/contacts \
  -H "Content-Type: application/json" \
  -H "x-contact-secret: your_contact_secret" \
  -d '{
    "projectSlug": "summer-lp-2026",
    "name": "John Doe",
    "email": "john.doe@example.com",
    "phone": "1234567890",
    "company": "Acme Inc",
    "leadScore": 75,
    "status": "warm",
    "source": "Website Form",
    "stage": "Follow Up",
    "comment": "Interested in a product demo",
    "utm_source": "google",
    "utm_medium": "cpc",
    "utm_campaign": "summer_sale",
    "page_title": "Contact Us - Acme Inc",
    "form_title": "Contact Form",
    "page_url": "https://example.com/contact"
  }'

Contacts

Follow-ups

Deals

Projects

Team

Notifications

Resources

Reports and revenue

Admin analytics

These endpoints back the Admin dashboard and are available to administrators only.

Organization settings

Integrations

Email and calls

Plan and billing

Real-time updates

The application keeps open pages current by subscribing to a server-sent event stream. When something changes, the stream names the affected area and the interface refetches just that data.

{ "type": "open" }
{ "type": "invalidate", "entity": "contacts" }