Client request, estimate and tentative staffing
Sales hands the requirements to the technical team and records the estimate version. The resource manager distinguishes tentative bookings from confirmed engineer assignments.
Custom Development
CRM for IT Outsourcing
Scope and staffing for an international client can change before work starts. We’ll build an IT outsourcing CRM that connects estimate versions, commercial terms, staff availability and the handover to delivery.
Where presales and delivery lose track of agreements
- Leads come from LinkedIn, Clutch, referrals and trade shows. Without a shared system, some inquiries get lost.
- Time zones and languages make scheduling calls and responding promptly harder.
- Project estimates and proposals take time to prepare, and the negotiation history gets lost.
- Teams and resources are spread across projects, making bench capacity and utilization hard to forecast.
- A client quietly stops working with the company, which finds out too late.
Estimates, staffing reservations and contract management
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Presales and estimate versions
The commercial lead records assumptions, scope boundaries and the estimate version. Estimates under different pricing models can be compared before seeking client approval.
Handover to delivery
The team lead receives the agreed roles, initial scope and open decisions. Development status can be reconciled with the issue tracker where an integration is available.
Additional Features
- Staff replacements and assignment extensions
- The resource manager can record an engineer’s assignment dates, allocation and extension terms. Before a replacement, the team checks required skills, client approval and time for knowledge transfer. The change stays in the contract history.
- Decisions from client meetings
- The account manager can record agreements on staffing, priorities and risks with owners and response dates. Technical questions go to the delivery lead and commercial questions to the contract owner. A pending client response stays visible.
- Approved hours and contract forecasts
- The lead can compare approved billable hours with team availability and the contract plan. Internal work, presales and billable hours are tracked separately. Leave rules are agreed before calculating utilization. For foreign currency amounts, the exchange rate source and conversion date are set.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
The client reduces the scope of the first release
The technical lead revises the estimate and flags deferred tasks. The manager approves the new proposal version, and the resource manager reviews the impact on capacity.
An analyst becomes available later
Before signing, the resource manager spots an overlap with an active project. The team proposes a new date or another specialist and records the decision on the deal.
What to Include in the First Release
For the pilot, we’ll follow an hourly deal from inquiry to delivery handover. Sales manages commercial terms, the technical lead clarifies assumptions, and the resource manager confirms availability. We’ll check how tentative bookings change when the start date moves.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
How do we store estimates for different pricing models?
Proposals can have separate versions for hourly billing, dedicated teams and fixed budgets. Each retains its price, validity period and technical assumptions.
Can work status come from the issue tracker?
We can design an exchange of key statuses after reviewing the API and permissions. The CRM can hold milestones relevant to client communication, while implementation details stay in the tracker.
What affects the estimate for an outsourcing CRM?
Scope depends on estimate versioning, staffing rules, currencies and connections to time tracking and project management. To estimate the first phase, we’ll review anonymized examples of a proposal, a staffing plan and time approval. We’ll estimate data exchange and migration after reviewing sources and permissions.
How do we move deals and tentative engineer bookings into the new CRM?
We’ll match clients, projects and engineers using agreed identifiers. On a trial sample, the resource manager will review dates and allocations, and sales will check current estimate versions. A tentative booking requires a separate decision before it becomes a confirmed assignment.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.