Everything you need to run the CRM

This guide focuses on day-to-day frontend usage: operations, supervision and administration.

🗂️ Main menu

Dashboard, Clients, Products, Orders, Transactions, Offers, Expenses, Drivers, Users.

🗃️ Secondary menu

Dispatch/Returns, Branches, Reports, Complaints, Routes, GPS and Settings.

🔝 Top + sidebar navigation

• Branch switcher in the top bar for context-sensitive operations.
• Sidebar quick-search across every view.
• Quick links: clients follow-up, daily dispatch, manual orders, order history.
• Calendar pending-tasks badge visible in the sidebar.

The Dashboard is the operational entry point for summaries and shortcuts.

• Review daily activity and overall operational status.
• Confirm the active branch before creating or editing records.
• Use quick access cards to jump to Clients, Orders and Dispatch.

📈 Consumption regularity chart New

A new donut chart and a percentage gauge show, among active clients with a delivery frequency assigned, how many are ordering on schedule ("consuming regularly") versus how many are overdue or have never ordered. This uses the same on‑time logic as Follow of Clients: last order date + frequency (in days) compared to today.

💰 Recurring revenue projection New

A new card estimates predictable monthly revenue from your recurring client base: each frequency-enabled client's average order value, scaled to a 30-day equivalent using their delivery frequency, summed across all of them.

📊 Analytics panel New

At the top of the Clients list there is now a row of small analytics cards showing, at a glance:

• Total clients, active and inactive.
• Consuming regularly vs. no regular consumption — active clients with a frequency schedule who are on time with their next expected order, versus those who are overdue or have never ordered.
• People vs. business client counts.
• Clients with a delivery frequency enabled vs. without one.

⚡ Instant search & pagination New

Searching, filtering by status, changing the page size, or moving between pages in the client list no longer reloads the whole page — results update instantly in the table while the URL still updates, so back/forward and bookmarking keep working normally.

📋 Client lists

• Separate views for People and Business clients.
• Filtering by status, text search, pagination and row actions.
• Columns: Client, Phone, Address, Floor/Apt, Empty gallons, Frequency, Type, Status.

🪪 Client profile

• Manage general info (name, email, phones, avatar, status).
• Manage addresses and the default address, including floor/apartment.
• Manage saved payment methods and commercial data.
• Auto-order / auto-charge toggles New — opt this specific client into automatic recurring orders and/or automatic saved-card charging. See Automation & notifications.

🧾 PDF account statement New

From a client's profile, download a PDF statement showing their order history for a date range, total billed, total paid, and outstanding balance.

📥📤 Import & export

Import and export buttons are visible only to roles with the corresponding permission — see Users, roles & branches. The accepted file structure is documented in Import / export formats.

📌 Client follow-up (Follow of Clients)

• Track frequency-related clients and see who is due next.
• Add comments and perform quick operational actions.

🔁 Client self-service portal New

In their own online account, a client can now click Reorder on any past purchase in their history to instantly repeat it (same products/quantities) as a new pending order.

• Create and edit products with price, stock, status and image.
• Use categories for cleaner operations and easier reporting.
• Deactivate unavailable products to prevent order errors.

⚠️ Stock warning New

When adding a product to a manual order, if the requested quantity exceeds the product's current stock, a warning toast appears. It's a heads-up, not a hard block — stock counts can be stale, so the agent can still proceed if needed.

🔄 Import & export products New

Just like Clients, products can now be imported from a CSV/XLS file and exported at any time:

• Import: pick a file, confirm the preview, and the products are created in bulk — matching an existing category by name automatically when possible.
• Export CSV / Export XLS: downloads the full product list currently loaded, ready to edit and re-import later.

See the exact column layout in Product import/export format.

⚡ Instant search everywhere New

Manual, Online and History all share the same fast search experience: typing in the search box, changing filters or dates, or paging through results updates the table instantly without a full page reload.

🔒 Pre-status changes are always manual Fixed

• Paying through a payment link no longer forces the pre-status to "credit card" (or any other value).
• Once an agent manually sets a pre-status (for example, "check"), switching it back to "pending" is respected and no longer silently reverted by the system.

💳 Stripe: saved cards, Apple Pay & Google Pay FixedNew

• Saved-card charges fixed: charging a client's saved card from a payment link, the manual order screen, the driver app, or the "Add card" flow no longer fails with a "card previously used" error — the Stripe customer is always correctly linked first, even for clients with no email or an invalid one.
• Works with or without an email: a client doesn't need an email on file to save and reuse a card; the phone number and internal client record are enough.
• Apple Pay / Google Pay on payment links: when a client opens a payment link on an iPhone, Apple Pay appears automatically; on Android, Google Pay appears — right above the regular card form, with no setup needed on the client's side.

🕐 Delivery time window New

When creating or editing a manual order, pick a delivery window — any time, morning or afternoon — so dispatch knows when the client expects the driver.

💵 Partial payments (abonos) New

When an order's pre-status is on credit, a new field lets you record how much the client is paying right now. The rest is tracked as the remaining balance (debt), instead of the entire order always becoming debt like before. The amount paid is recorded as its own transaction.

📦 Delivery proof (photo/signature) New

The CRM can now store a delivery photo and/or signature against an order. This is ready on the server side — it activates once the driver app adds a capture screen for it.

A set of background jobs that run on a schedule (cron) to automate recurring work and keep clients informed, all opt-in and permission-gated where it touches money.

🔁 Auto-order per client

• Toggle in the client's profile (permission-gated): when on, their next order is auto-created on their due date by repeating their most recent order (same products/quantities/address).
• The new order is always created as pending — pre-status is never set automatically, an agent or driver still has to confirm how it gets paid.

💳 Auto-charge per client

• Separate toggle in the client's profile (permission-gated): when on, their saved card is automatically charged the moment a driver marks the order as paid by credit card — no manual "charge card" step needed.
• Only fires if the client has a usable saved card; otherwise it's simply skipped, no error shown to the driver.

📨 Payment reminders

For clients with Notify on credit enabled in their profile, once their configured number of days passes on an unpaid on-credit balance, they automatically receive a WhatsApp/SMS reminder with a payment link.

🔄 Reactivation campaign

Active clients with a delivery frequency who fall behind schedule automatically get a friendly "time to reorder" message, with a link to place a new order.

📍 Driver-is-close notification

Using the driver app's live GPS pings, when a driver gets close to a client's delivery address for an active order, the client gets an automatic notice that their delivery is almost there.

• Dispatch/Returns: control outgoing and return operations.
• Daily Dispatch: operational daily view for execution.
• Routes: route planning and assignment workflows.
• GPS: location and route tracking visibility.
• Drivers: manage drivers, profiles and operational status.

• Transactions: financial records and payment movement review.
• Offers: manage promotional campaigns.
• Expenses: log operational expenses by branch/category.
• Expense categories: keep accounting grouped consistently.

• Users: create, edit, activate/deactivate system users.
• Roles: set a permission matrix per module and action.
• Branches: manage branch data and branch switching.
• Notifications: check system alerts and notices.

🔐 New permissions: import & export New

Go to Users → Roles & Permissions to control who can see and use the Import/Export buttons:

If a permission is not checked for a role, the corresponding button is completely hidden for users with that role — not just disabled.

👑 How the "Administrator" role now works Updated

🔐 Two-factor authentication (2FA) New

In Settings → Email, turn on "Require 2FA for administrators." Once enabled, any user with the Administrator role gets a 6-digit code emailed to them at login (valid for 10 minutes, max 5 attempts) before they can access the CRM. Requires SMTP to already be configured and working — if email delivery fails, the login is allowed through rather than locking the admin out.

📇 Automatic QuickBooks sync New

When QuickBooks is enabled in Settings, every client now gets a corresponding QuickBooks customer record created automatically as soon as they're saved — whether they've ever paid with a QuickBooks card or not. Previously this only happened the first time a client paid with a QuickBooks-saved card, so most clients were never synced.

• Reports: generate and download operational reports.
• Complaints: log and track customer service issues.
• Calendar: schedule tasks with date/time/status.
• Settings: configure global CRM behavior (permission-based).

🚚 Driver performance report New

From the Reports page, open Driver performance to see, per driver and date range: orders, distinct clients served, % of orders paid, units delivered, average order value, and total revenue — with a revenue-by-driver chart.

💾 Automated backups New

Clients and Products are exported to CSV, zipped, and emailed on a schedule to whichever address you set in Settings → Email → Correo para respaldos. Old backups are pruned automatically after 30 days.

File types: CSV (comma) and tab-delimited XLS.

📦 Product import / export format New

Both CSV and tab-delimited XLS are accepted, exactly like Clients.

1. Always confirm the active branch before creating records.
2. Keep phone, address and floor/apartment data complete for dispatch quality.
3. Use role-based least privilege — only grant import/export and admin permissions where needed.
4. Run periodic exports (Clients and Products) as an operational backup.
5. If a button or module is missing for a user, check that role's permissions first in Roles & Permissions.
6. If a saved card keeps failing after this update, ask the client to remove and re-add it once.

CRM Water Supply · Frontend guide (EN)

Worked: XCoDevs by: Enwebs Estudios.