CRM Pro

Overview

Open CRM from the Home hub (requires a Pro or Max plan with team clients enabled). Pick a team in the header, then use the top tabs for Accounts, Contacts, Leads, and Deals.

Every CRM picker is searchable. Open an account, contact, stage, owner, role, board, card, lead, or deal field, then type to filter the visible list before selecting an option.

Accounts (clients)

Accounts represent client companies. Each account can have a logo, website, contacts, internal notes, linked boards, invoices, a Linked Saku notes panel, and (on Max) financial context for reporting. When an account has a website and no logo yet, Saku fetches a favicon from that domain. Saving account details checks again; if a newer favicon differs from the current logo, you are asked whether to update it. Open the Invoices section for paid earnings, outstanding and overdue balances, issued totals, and unbilled time, with filters for this month, quarter, year, lifetime, or a custom range. Create a prefilled draft from there. The Time section shows hours tracked, billable value, work not invoiced yet, and time awaiting payment for the same periods. Learn more in Invoicing and Time tracking. When you add an account, you can create a new contact or attach an existing, unassigned contact in the same step.

On a board, open Settings → Clients to choose Single client (the whole board belongs to one account; cards and time entries are linked automatically) or Multi client (each card can have its own account, and time on that card inherits it).

Delete removes an account from active CRM views without removing its contacts, invoices, notes, pipeline records, or history. Enable Show deleted in the account directory to restore it.

Contacts

Contacts can stand alone or link to an account. Open a contact to edit details, add internal notes, schedule calendar items, see related deals, and browse Linked Saku notes that reference this contact. Contacts can be assigned to boards and cards as the client on work items.

Delete removes a contact from active CRM views while preserving its notes, leads, deals, calendar items, and history. Enable Show deleted in the contact directory to restore it.

Leads and deals

Leads and deals use kanban-style pipelines. Click a card to open a detail modal: edit title, description, stage, account, and contact; deals also support value (EUR) and expected close date. The modal includes Linked Saku notes and comments (with edit and delete rules based on your role). When adding a lead, create a new account and optional contact without leaving the pipeline.

To qualify a lead, open it and choose Convert lead. You can add an optional deal value and expected close date. Saku saves the lead's current edits, creates the deal in the default deal pipeline, carries across its account, contact, owner, source, and description, then marks the lead as qualified. The new deal opens automatically, and a lead cannot be converted twice.

In CRM narrative fields, type [[ or @ to search for a record, note, board, calendar item, or team member. The @ shortcut opens the same picker and saves a wiki link, so links stay interactive wherever that CRM content appears.

Connected activity Pro

Each account workspace includes a connected activity timeline that rolls up CRM changes, communications, reminders, linked calendar items, and cross-product events. The timeline is cursor-paged on web, Flow, mobile, and the v1 API (GET /api/v1/crm/accounts/:id/activity). Account health scores recompute nightly for active accounts.

Linked Saku notes

On account, contact, lead, and deal workspaces you will find a Linked Saku notes panel. It lists Notes that link to this CRM record via wiki links, including personal notes from any team member who referenced the record in their content.

• Open links: notes you can read open directly in Notes.
• Locked rows: personal notes you cannot open yet. Team owners and admins see the title and owner; use Request access to ask the note owner. Other members do not see other people's inaccessible personal notes.
• New Saku note: creates a team-vault note with the wiki link already inserted (when you have permission to create).

Full behaviour, owner approval options, and notifications: Notes → Access requests.

Linking from Notes

In Notes, type [[ or @ and search for an account, contact, lead, or deal. Picker results use aliases account, contact, lead, and deal in stored links. After you save, the CRM record shows the note under Linked Saku notes, and the note's backlinks list the CRM entity.

Personal notes stay in your personal vault unless you move them or approve an access request by moving to the team vault. See personal notes on CRM and cards.

Pipeline forecasting Max

Deal stages carry default win probabilities, terminal outcomes, and stale-after thresholds. Deals support forecast categories (pipeline, best case, commit, closed), probability overrides, next steps with due dates, loss reasons, and source attribution. Stage moves are recorded as immutable history for conversion and velocity metrics.

Pro workspaces can load a pipeline summary (open deal counts, stage breakdown, unweighted totals) via the API. Max unlocks weighted forecast value, category rollups, and deterministic risk signals (stale stage, overdue next step, passed close date). Amounts are in EUR; metrics use the Europe/Dublin timezone for day boundaries.

On web, open CRM → Revenue for the command centre: summary cards, stage breakdown with average age, next-step completeness, and (on Max) forecast categories, risk queue, and drill-down to contributing deals. Flow adds a native Revenue column; mobile adds a Revenue tab with KPI cards and risk deep links.

Formulas (single EUR pipeline until multi-currency ships in a later release):

• Unweighted pipeline: sum of value on open deals.
• Weighted pipeline: each open deal value × win probability (override, else stage default, else 0%).
• Stage conversion: first-to-second stage transitions in the last 90 days ÷ deals that entered the first stage.
• Risk signals: stale stage (days in stage > threshold), overdue next step, passed close date.

Communications and engagement Pro

Log customer touchpoints as typed communications: email, call, meeting, note, or other. Each record stores direction (inbound, outbound, or internal), subject, body, when it occurred, and links to an account plus optional contact, lead, or deal. Internal CRM comments remain separate from these customer-facing interactions.

Communications appear on the connected account activity timeline and update last-touch signals used for account health. Log touchpoints from the account workspace on web, from Flow account panes, or on mobile account detail (online). Use GET /api/v1/crm/accounts/:id/communications?engagement=summary for last touch and the next open follow-up reminder. Optional externalId supports idempotent deduplication when integrating external systems.

Use hosted lead forms and CRM email forwarding to capture inbound interest without manual re-entry. Configure forms and forwarding in CRM settings → Lead intake. Unmatched inbound email lands in the Inbox tab for review, lead creation, or dismissal. Saku does not sync full mailboxes or send outbound campaigns; communication preferences and do-not-contact flags are stored on contacts for future send integrations.

Global search indexes accounts, contacts, leads, and deals; communication bodies are not searchable yet.

Lead intake and inbox Pro

Public forms require signed submissions with consent when configured. Forward customer email to your workspace CRM address; deterministic matching attaches inbound communications to contacts or accounts. Ambiguous or unknown senders stay in the unmatched inbox until a reviewer creates or links a record.

Workflow automation Max

Max workspaces can define typed CRM workflows: versioned triggers, conditions, and actions stored as JSON and validated on save and at execution. Supported triggers include account created, deal stage changed, and reminder due. Actions include assign owner, create account reminder, add tag, and set custom field value. No arbitrary code or templates run on the server.

Each run is recorded in an execution ledger with idempotency keys, bounded action counts, and audit events. Downgraded teams keep read-only access to workflow history; new runs are skipped until Max is restored. Reminder-due workflows are evaluated every 15 minutes via the in-process scheduler (Europe/Dublin).

Open CRM → Automations (or Settings → Open automations studio) to author workflows visually on Max. Owners and administrators get a typed builder for triggers, conditions, and actions with reference validation, plain-language summaries, preview counts, in-memory test mode, and explicit activation confirmation. Test mode never writes CRM data or durable automation queue rows.

Flow opens the same capability as native columns under Automations (list, editor, runs). Mobile lists workflows and recent runs and documents that phone authoring stays on web and tablet.

The API remains available for integrations (/api/v1/crm/workflows and /api/v1/crm/workflows/runs).

Custom fields, tags, and saved views Pro

Add typed custom fields (text, number, currency, date, boolean, select, multi-select, and URL) to accounts, contacts, leads, and deals. Use workspace tags to label records, and save shared or personal views that apply server-side filters across pages. Bulk actions can update tags, owners, stages, status, archive state, or field values for up to 100 selected records at a time, with per-record results and audit history.

Open CRM → Settings and choose a section from the settings navigator. Workspace setup covers pipelines, currency, lead intake, and automations; organisation and data management cover custom fields, tags, saved views, import/export, duplicate review with merge and undo, and relationship diagnostics. Flow opens the same sections as native progressive columns under Settings → Manage CRM.

Import, export and deduplication

Pro teams can export CRM data as version 2 JSON or import account CSV with preview-first validation. Version 2 JSON includes accounts, contacts, leads, deals, pipeline stages, reminders, custom fields, tags, account and contact notes, lead and deal comments, communications, saved views, qualification and stage history, and safe workflow definitions. It does not include workflow run history, merge journals, or credentials; health scores are recomputed after import rather than restored from the file. CSV exports neutralise spreadsheet formula injection. Duplicate candidates and account/contact merge with immutable history are available on the API.

Owners and administrators manage JSON export, preview-first import, duplicate review, and safe relationship repairs from CRM → Settings on web or Flow → CRM → Settings. Large JSON imports resume automatically until every row is applied. Mobile lists duplicate candidates on the management screen; file import and full merge review remain on web and Flow.

Plans and access

• Pro: team client directory, CRM workspaces, board client modes (single-client or multi-client boards), calendar client meetings
• Max: client-scoped financial reporting and related exports (see organisation costs)