CRM for spare-parts traders: one connected customer record
Duplicates, freemail addresses, three people at one company and a card that never says what time it is there. What a parts trader's CRM has to get right.
Customer records arrive through calls, emails, trade shows and imported lists. Over time, the same company can appear several times, personal email addresses can be grouped incorrectly, and conversation history can become fragmented. A useful CRM needs clear matching, ownership and duplicate-handling rules.
One company, one connected record
Terramine Desk files a person under their company by the domain of their email, so an email from a new colleague lands on the card you already have, with its history. A freemail address such as gmail.com never files two strangers into one company.
Check for an existing record
Before a new company is made, Terramine Desk checks the email domain and the phone first, then similar company names. Two cards that turn out to be one company are merged, with their people, emails and calls. The same person is never two leads, and their main number is the one the agent rings.
Preview and reverse imports
A client base comes in from Excel or CSV, up to 50,000 rows. You see what the file will do before it does it, a blank cell never erases what is there, and one button undoes the whole import. Nobody becomes a lead by accident: leads are chosen by your team, on the board.
Leads on a board, with rules
Fifteen stages from Unprocessed to Won or Lost. Rules run automatically: when a stage is reached, a call goes unanswered or a lead goes quiet for a number of days, Terramine Desk creates a task, moves the lead or hands it over. A lead with no phone of its own and no usable email is not a lead at all.
Keep existing customers in view
A separate board keeps existing customers: new, open request, in touch, time to call, going quiet, gone. Each has a follow-up schedule (every 14, 30, 60 or 90 days) and a contact method: a task for a person, a reminder email, or a call from the agent. Nobody gets more than five scheduled follow-up actions a day.
Keep existing customers visible alongside new opportunities. A shared follow-up schedule helps the next salesperson understand when and why to make contact.
What to ask of any CRM you evaluate
- Does an email from a new person at a known company land on that company's card?
- Can you undo an import you regret?
- Does every card show the customer's local time?
- Does it know which customers are going quiet, without a report?
The clock on every card
Every card shows the customer's local time, from their address or, with no address, from their phone's country code, and every time on screen says which time zone applies. It sounds small until a salesperson in Dubai calls Almaty at eight in the morning Dubai time, or Lagos at lunch. The outbound queue reads the same clock and rings only inside the customer's working day.
The systems: TERRA-401 CRM, TERRA-406 DEDUPE, TERRA-405 IMPORT, TERRA-402 LEADS and TERRA-404 PORTFOLIO.
How are duplicate companies prevented?
People are filed by their email domain, and the phone and similar names are checked before a new company is made; two cards can be merged.
Can I reverse a customer import?
Yes. The import can be reversed from the import controls.
How big an import can it take?
Excel or CSV files of up to 50,000 rows and 40 MB.
TERRA-401 · CRMTERRA-406 · DEDUPETERRA-405 · IMPORTTERRA-404 · PORTFOLIOTERRA-402 · LEADS