How the CRM fits together

In plain terms

Someone gets in touch → you note who they are → when they say what they actually want, that becomes an opportunity → you answer it with a quote → a won quote becomes an order.

• Someone new emails you Add them on the Leads page. A name and an email or phone number is enough — you don't need to know anything else yet, and a lead that never goes anywhere is still a useful record.
• They tell you what they want That's the moment it becomes real. Hit Convert on the lead and the ERP creates the organisation, the contact and the first opportunity in one go.
• It came in as a tender instead Skip the lead entirely — a tender arrives already qualified. Create the organisation and the opportunity directly.
• Write the opportunity in their words "Bomb suits for our EOD teams", not our product code. Then link each line to the product we'd actually sell them. Those links are what prefill the quote later, so it's worth doing properly.
• Build the quote On the Quotes page. The linked products come through automatically; add freight, discounts and terms. Needs sign-off above your limit — that goes through Quote Approval.
• They come back wanting changes Make a new iteration against the same opportunity. You keep the history of what was offered and when.
• You win it Create the ops order from the quote. From there it's production's job — and the order's progress, export licence and shipping all track against it.

The lifecycle, on one order

The six terms

Leadalways open

A person — individual or representing an organisation — who has discussed or reached out about purchasing from us. Only has a name and an email or number. Nothing else is known or needed yet.

Leads page

Qualifyingan action, not a thing

The act of showing real interest in purchasing something — the moment a lead states what they actually want. That statement of want is the opportunity. Tenders skip this step — a posted tender arrives already qualified, going straight in as organisation, contact and opportunity.

Leads → Convert

Contact

A former lead who has qualified by saying what they're interested in — or someone who posted a tender on behalf of an organisation. A contact always belongs to an organisation.

Organisation → Contacts

Organisation

The account. Holds an address, preferred currency and incoterms, and at least one contact — often several. Everything commercial hangs off it: its opportunities and their quotes.

Client Organisations

Opportunity

What the customer wants — from a conversation or a tender — worded in the client's terms, not ours. An organisation can have many opportunities open at once.

Opportunities

Quote

The products we have that answer the want. Each quote line can link back to a line on the opportunity. One opportunity can carry several quotes, and each quote several iterations.

Quotes

Add the Outlook add-in — Mac

1. Open Outlook and click on any email, so a message is showing.
2. In the menu bar go to Tools → Get Add-Ins.
   If there's no Tools menu, use the ··· (More actions) button on the open email and choose Get Add-ins.
3. In the panel that opens, click My add-ins down the left.
4. Scroll to the Custom Addins section at the bottom and click + Add a custom add-in → Add from URL…
5. Paste this address and click OK:
   https://project-osprey.uk/outlook-addin/manifest.xml
   Outlook will warn you it's not from the store — that's expected for our own add-in. Choose Install.
6. Close the panel. Open any email and you'll see a Sarkar CRM button on the Home tab (or under the ··· menu). Click it to open the pane.
7. The first time only, you'll be asked to sign in twice: enter your @sarkartactical.com address to get a one-time code by email, then sign in with your usual ERP PIN. It remembers you after that.