Overview

Spreeflo's CRM sits next to your email, on the same contacts you already market to. It tracks where each person is in their relationship with you, who looks after them, the companies they work at, the deals you're working on, and the calls and follow-ups you've promised. There's nothing to import and nothing to sync.

In this guide you'll set the CRM up and learn its parts:

Which plan? The CRM is on the Starter and Professional plans. The Free plan has no CRM: My queue, Companies and Deals stay in the sidebar and show what's included when you click them. Professional adds teamwork: sharing leads between members, speed-to-lead SLAs, @mentions, unlimited pipelines and lead scoring on website activity. See What each plan includes.

Where to find the CRM

CRM settings belong to an audience, like contacts and segments do. If you have several audiences, set each one up separately.

Set up the CRM

Go to Settings › CRM and answer the questions on the Set up the CRM card. It takes a minute, and you can change everything afterwards. The Home page shows the same step in its CRM checklist.

Click Set up the CRM. Based on your answers, Spreeflo sets up:

It also adds starting lead-scoring rules (see Lead scoring) and, if you sell with calls or demos on Professional, a speed-to-lead SLA for SQLs. With company creation on, your existing contacts are linked to companies in the background.

Lifecycle stages

A lifecycle stage says where a contact is in their relationship with you. Every contact has at most one. The eight stages are:

Change a contact's stage from the Lifecycle stage field in the CRM section of their profile. You can move them to any stage, forwards or back, and each change is recorded on their timeline.

Stages also change when:

Lead scores never change stages on their own, and winning a deal doesn't make a contact a Customer automatically: you decide when.

To rename stages or hide ones you don't use, go to Settings › CRM › General, edit the labels under Lifecycle stages or switch stages to Hidden, and click Save stages. Every stage can be hidden except Customer. A contact who's already in a hidden stage keeps it.

Contact owners

A contact's owner is the member who looks after them. Set it with the Owner field in the CRM section of their profile, or Unassigned for nobody. Editors and Admins can own contacts; Viewers can't. Companies, deals and tasks have owners too.

On Starter, the workspace has one member, so every contact is yours and the profile says so. On Professional, journeys can share new leads out between your team: see Lead routing and speed-to-lead SLAs.

Companies

A company groups the contacts who work at the same organisation, so you can see everyone at Acme, what they've done and the deals you have with them.

Contacts are linked to companies by their email domain. Someone at maya@acme.com belongs with the company whose domain is acme.com, including addresses at subdomains such as eu.acme.com. Personal addresses such as Gmail or Outlook are skipped.

With Create companies from email domains on (in Settings › CRM › Companies), a company is created the first time someone from a new domain joins, named after the domain: ledgerly.io becomes "Ledgerly". With it off, contacts are only linked to companies that already exist. Under Also treat these domains as personal email, add any other domains to skip, one per line.

To work with companies yourself:

Notes

Add notes on a contact, a company or a deal from its Notes tab: what you heard on a call, what they need, anything worth remembering. Notes are only for your team and are never sent to anyone.

Tasks

A task is something someone on your team has to do: a Call, an Email, a To-do or a Follow-up. To add one, click New task in My queue or on Home, or Add task on a contact, company or deal.

Tick a task's checkbox when it's done. From its menu you can also Edit it, Reschedule it, Skip it (drop it without completing) or Delete it. An open Email task about a contact has a Write email button that opens a one-to-one email to them, and can mark the task done when you send it.

When a task with a time falls due, its owner gets a notification and an email. Tasks with only a date appear in the owner's morning digest: an email at 08:00 on days they have tasks overdue or due today. Each member can turn the digest off in Settings › CRM › Assignment.

Spreeflo also creates follow-up tasks for you: one for each open deal that has gone quiet (see Deals and pipelines), and one for each MQL or SQL you own with no activity for 30 days.

My queue

My queue is everything that needs you next, in one place. The tiles at the top count what's overdue, due today, coming up and waiting for a first touch; click one to jump to it.

Switch to Calendar to see tasks by day, and drag one to another day to reschedule it. Admins can choose whose queue to see, or Everyone.

On Home, the Your day card shows the same: what's overdue and due today, your next few tasks and up to three leads or deals that need attention.

Deals and pipelines

A deal is one sale you're working on: what it's worth, when you expect it to close, who it's with and how far along it is. A pipeline is the list of stages your deals move through, such as Discovery, Demo held, Proposal sent and Negotiation, ending in Won or Lost. For how to choose your own stages, see what a sales pipeline is.

Lifecycle stages and deals answer different questions. A stage is about the person: who they are to you. A deal is about one sale. Most of your contacts will never have a deal, and one customer can have several at once, such as an expansion and a renewal.

Add a deal: click New deal on the Deals page, or on the Deals tab of a contact or company. Give it a name (or leave it blank to name it after the company, else the primary contact), choose the pipeline and stage, and add an amount, an expected close date, its owner, the contacts it's with and the company. Anything you write under Notes is saved as the deal's first note.

Work your pipeline: the board shows a column for each stage with its deals and their total value. Click a card to open the deal, or drag it to another stage. Each card's menu can also open the deal, edit it, or move it. Moving a deal to a lost stage asks why it was lost. Switch to List for a table. Both views can be searched and filtered by owner, or to Stale only.

A deal page shows its details, and tabs for Activity, Contacts, Tasks and Notes. One contact is the Primary contact; you can add others, or make another one primary.

Stale deals: an open deal with no activity for a set number of days (14 unless you change it, per pipeline or per stage) is marked Stale, shows in My queue, and its owner gets a follow-up task.

Pipelines: manage them in Settings › CRM › Pipelines. A pipeline has 3 to 12 stages: at least one open stage, one Won and one Lost. Starter has one pipeline per audience; Professional has as many as you need, for example new business, renewals and partners. A stage that still has deals can't be removed.

Convert a lead

When a lead is ready to buy, click Convert on their profile. In one step, it sets their lifecycle stage (Opportunity unless you choose another), links their company (found by email domain or created), sets their owner, opens a deal with them as the primary contact and, if you leave it ticked, adds a first task for the owner, such as "Send proposal" due in 2 business days. If they already have an open deal in that pipeline, it's kept and nothing is duplicated.

The activity timeline

A contact's Activity tab shows everything in one timeline: stage and owner changes, tasks, deals, notes, one-to-one emails, the marketing emails and web pushes they got, forms they sent, events from your app and their website visits. Filter it to Conversations, Marketing or Web. Companies and deals have their own timeline too.

What each plan includes

A free trial includes everything on Professional.

Next steps

Need Immediate Help? Contact our support team at support@spreeflo.com or check our other guides for more information.