CRM
XBuddy CRM gives your sales and revenue teams a single, connected view of every customer relationship — from the first inbound lead to a signed, e-signed contract and the invoice it generates. It is built for B2B teams that need visibility across the whole pipeline and want their sales data to flow automatically into Finance, Documents, and Communications.
Who uses it: sales reps working their pipeline, sales managers forecasting revenue, customer success owners managing renewals, and marketing users analyzing which channels bring the best leads. Everything a rep logs — a call, an email, a meeting — lands on the contact, the account, and the deal timeline at the same time, so the whole team always has the full context.
Key Features
- Contact and account (company) management with custom fields, tags, and automatic de-duplication
- Visual lead pipeline with drag-and-drop Kanban stages and configurable lead scoring
- Deals with weighted revenue forecasting and win/loss tracking
- Contract authoring from reusable templates plus e-signature request and tracking
- Customer segments and dynamic lists driven by smart filters
- Channel Analytics attributing leads and revenue back to their marketing source
- Activity timeline: calls, emails, meetings, and notes unified per contact/account/deal
- Email & chat sync so external conversations log themselves automatically
- One-click hand-off to Sales (quote) and Finance (invoice) when a deal is won
- Built-in AI Hub with Lead Qualifier, Sales Coach, and CS Guardian assistants
Important features
Contact & Account management
Contacts are people; Accounts are the companies they belong to. Both support custom fields (defined once in Settings), tags, and owner assignment. XBuddy actively watches for duplicates so your database stays clean.
Open Contacts
Go to CRM → Contacts and click New Contact. Fill in name, email, phone, and link the contact to an Account.
Add custom fields
Any field your business needs (industry, budget, region) is defined under CRM → Settings → Custom Fields and appears automatically on the form.
Resolve duplicates
Open CRM → Contact Duplicates. XBuddy lists suspected duplicate pairs; review each and click Merge to combine them into one record, preserving all activity history.
Lead pipeline (Kanban + scoring)
The lead pipeline is a drag-and-drop board where each column is a stage (New → Contacted → Qualified → Converted). Lead scoring ranks leads automatically based on profile and activity so reps work the hottest ones first.
View the board
Go to CRM → Leads. Switch to the Kanban view to see every lead grouped by stage.
Move a lead forward
Drag a lead card from one stage to the next. The stage change is timestamped on the lead’s timeline.
Let scoring prioritize
Lead scoring rules (configured in CRM → Settings) assign points for company size, engagement, and email opens. The Lead Qualifier AI agent can also propose a score and next action.
Convert to a deal
When a lead is qualified, click Convert to spin up a Deal (and optionally an Account + Contact) with all data carried over.
Deals & forecasting
Deals track potential revenue through your sales stages. Each deal has an amount, a probability, and an expected close date, which XBuddy multiplies into a weighted forecast you can slice by owner, stage, or period.
Create a deal
From CRM → Deals, click New Deal, set the amount, stage, and expected close date, and assign an owner.
Track the forecast
The Deals overview rolls up weighted pipeline value. Filter by owner or close month to see the committed vs. best-case forecast.
Win the deal
Move the deal to Won. From the deal you can now generate a quote in Sales or an invoice in Finance with the amount and contact pre-filled.
Contracts + e-signature
Turn a won deal into a formal contract using reusable templates, then send it for electronic signature and track its status without leaving CRM.
Start from a template
Go to CRM → Contract Templates, pick a template, and generate a new contract pre-filled with the account and deal data.
Attach and review
The contract is stored in CRM → Contracts and linked in Documents. Review clauses — the CS Guardian / contract agents can flag risky terms.
Request signature
Click Send for signature. The counterparty receives an e-signature request; XBuddy tracks sent → viewed → signed and notifies you at each step.
Segments & lists
Segments group contacts by dynamic criteria (e.g. “Enterprise accounts in the South region with no activity in 30 days”). Lists are the saved output you can target with campaigns or export.
Build a segment
Go to CRM → Segments → New Segment and add filter conditions. The member count updates live as you refine the rules.
Use it
Save the segment as a list to reuse across CRM and Marketing, or export it to CSV.
Channel Analytics
Channel Analytics attributes every lead and closed-won deal back to the marketing channel that produced it, so you know which sources actually generate revenue.
Open the report
Go to CRM → Channel Analytics. Each channel shows leads captured, conversion rate, and attributed revenue.
Compare and decide
Sort by attributed revenue or cost-per-lead to reallocate budget to the best-performing channels.
Full feature reference
| Nav item | What it does |
|---|---|
| Overview | Landing dashboard with pipeline KPIs, deal value, activity counts, and a chart of pipeline by stage. Starting point for the whole app. |
| Contacts | Master list of individual people. Create, edit, tag, assign owners, add custom fields, and view a full activity timeline per contact. |
| Accounts | Companies/organizations that contacts belong to. Roll up all contacts, deals, and contracts for a single account in one view. |
| Segments | Dynamic groups of contacts defined by filter rules (industry, region, activity). Members update automatically as data changes. |
| Contact Duplicates | De-duplication workspace listing suspected duplicate contact pairs with a side-by-side compare and one-click Merge that preserves history. |
| Channel Analytics | Attribution report mapping leads and won revenue to their originating marketing channel; shows conversion rate and cost efficiency per source. |
| Leads | Inbound/prospect pipeline shown as a drag-and-drop Kanban. Includes lead scoring, stage tracking, and conversion to Deal/Account/Contact. |
| Deals | Opportunity pipeline with amounts, probability, and expected close dates. Powers the weighted revenue forecast and win/loss reporting. |
| Contracts | Formal agreements generated from templates. Stores contract terms, links to the source deal, and tracks e-signature status. |
| Contract Templates | Reusable contract blueprints with merge fields so a compliant contract can be generated in seconds from any deal or account. |
| Reports | CRM reporting hub: pipeline funnel, win rate, sales cycle length, activity volume, and revenue by owner/stage/period with CSV export. |
| AI Hub | Central place to run CRM AI assistants (Lead Qualifier, Sales Coach, CS Guardian) and review their suggestions. |
| Workflows | Automation builder for CRM events — e.g. auto-assign new leads, send follow-up reminders, or notify a manager when a big deal moves stage. |
| Settings | Configure custom fields, pipeline stages, lead-scoring rules, permissions/data scope, and CRM-specific master data. |
Integration points
| Connects to | How the data flows |
|---|---|
| Finance | Winning a deal lets you generate a customer invoice with the amount, contact, and account pre-filled. Contract value feeds AR forecasting. |
| Sales | A deal can generate a quotation; accepted quotes become sales orders, keeping the CRM opportunity linked to the fulfilling document. |
| Documents | Contracts and attachments are stored and versioned in Documents, and appear in the CRM record’s document chain. |
| Calendar | Meetings booked against a contact/deal appear on both the Calendar app and the CRM activity timeline. |
| Communications | Connected email and chat channels sync inbound/outbound messages onto the matching contact automatically. |
Related AI agents
| Agent | What it does |
|---|---|
| Lead Qualifier | Scores and prioritizes new leads, proposes the next best action, and flags leads worth immediate follow-up. |
| Sales Coach | Reviews open deals and quotes, spots stalled opportunities, and suggests coaching actions to move deals toward close. |
| CS Guardian | Watches accounts for churn risk and renewal timing, surfacing retention actions before customers slip away. |
Common workflows
1. From inbound lead to closed deal
- A new lead lands in CRM → Leads (from a web form, import, or channel sync).
- The Lead Qualifier agent scores it; the rep works the highest-scoring leads first.
- The rep drags the lead through the Kanban stages, logging calls and emails along the way.
- When qualified, the rep clicks Convert to create a Deal (plus Account/Contact).
- The rep works the deal, tracks it in the forecast, and moves it to Won.
- From the won deal, they generate an invoice in Finance — no re-keying.
2. Contract to signature
- Open the won deal and click Create contract from template (CRM → Contract Templates).
- Review the generated contract in CRM → Contracts; adjust clauses as needed.
- Click Send for signature — the counterparty gets an e-signature request.
- Track status (sent → viewed → signed); the signed PDF is stored in Documents and linked back to the deal.
3. Segment a customer base for a campaign
- Go to CRM → Segments → New Segment and define filters (e.g. region + last-activity date).
- Confirm the live member count, then save it as a list.
- Hand the list to Marketing for a campaign, or export it to CSV.
- Use Channel Analytics afterward to see which segment/channel drove new deals.
FAQ
How does duplicate detection work? XBuddy compares new and existing contacts on key fields (email, phone, name + account) and surfaces likely matches in Contact Duplicates. Merging keeps all activity, deals, and notes from both records.
Can I customize the pipeline stages? Yes. Stages for both Leads and Deals are configured in CRM → Settings. Reorder, rename, or add stages to match your sales process.
What’s the difference between a Lead and a Deal? A Lead is an unqualified prospect at the top of the funnel. Once qualified, you convert it into a Deal, which tracks a concrete revenue opportunity through your sales stages.
How is the revenue forecast calculated? Each deal’s amount is multiplied by its stage probability to produce a weighted value. The Deals overview sums these across your filter (owner, stage, period) for a committed vs. best-case forecast.
Do emails log automatically? When you connect an email channel in Communications, inbound and outbound messages are matched to the contact and appear on the activity timeline without manual logging.
Who can see which contacts? Visibility is governed by CRM data scope (own / team / all) set per role in CRM → Settings. A rep can be limited to their own contacts while a manager sees the whole team’s.