Consultation needed for setting up the CRM system - KEYCRM

Our old custom system has outlived its usefulness, we need to grow. We are looking for an experienced professional to implement ERPNext. Must have experience, our field is wholesale and retail trade. There will be a lot of different standard and non-standard solutions, as well as classic connections to PRRO, Bank Mono and Privat, Nova Poshta, marketplaces, and so on. Ready?! :) Then send your resume and let's get to know each other.

It is necessary to set up the logical operations for the online store. Set up funnels, automations, and all necessary functions.

The client database has been collected over several years from various sources, so the phone numbers are recorded in different formats, one client exists under multiple IDs, cities are entered manually in different languages, and the region is almost never filled in. Because of this, it is impossible to properly segment the database. What needs to be done: 1. Database audit (paid separately, first stage). How many cards, how many phone numbers are out of format, how many duplicates, how many unique city entries. Based on the results — a refined estimate of the remaining work. 2. Standardization of phone numbers. All numbers should be brought to the format +380XXXXXXXXX. Numbers that cannot be unambiguously recognized should not be deleted or guessed, but listed separately. 3. Merging duplicates. Rule: one phone number = one client ID. At the same time, one client can have an unlimited number of numbers. Order history, emails, addresses, tags, and custom fields must be preserved. 4. Parsing cards that have many numbers "attached" to them. 5. Cities and regions. Names of settlements — from a single directory in Ukrainian (API of Nova Poshta or KATOHTG). The region must always be filled in so that all clients from Kyiv and the region can be exported with one filter, not separately for Brovary, separately for Irpin, etc. 6. Protection against re-contamination: normalization of phone and city at the input (website forms, integrations, manual entry) + regular background checks of new entries. Requirements: — practical experience with the SIMLA / RetailCRM (v5) API: exporting, updating, merging cards, request limits; — experience with data deduplication tasks; — understanding of Ukrainian address directories. Working conditions: full backup before any changes; initially a dry-run with a report on planned changes for approval, and only then launch on the live database; log of all operations with the possibility of rollback. No irreversible deletions without approval. In your response, please include: — timelines and cost

About the company and current work The company sells products through: several Rozetka stores; 5–8 stores Prom.ua; several Epicentr stores. Volume: approximately 50–100 orders per day. A connection to Good will be established in the near future.Used systems and payment methods Rozetka; Prom.ua; Epicentr; Nova Poshta; NovaPay; PrivatBank; monobank; RozetkaPay; Checkbox. Payment methods: cash on delivery via Nova Poshta / NovaPay; RozetkaPay; direct transfer to IBAN; payment via link through monobank acquiring is planned. NovaPay and RozetkaPay transfer money in total amounts according to registers: the NovaPay register includes TTH; the RozetkaPay register includes orders. Main goals Set up KeyCRM so that the owner can: -See all orders from all stores. -Not lose orders and TTH. -See the current status of each shipment. -See the actual movement of money for orders. -Automatically link received payments to the corresponding orders. -See unlinked payments, underpayments, overpayments, and other discrepancies. -Control employee actions. -Minimize manual work.-Automatic fiscalization - Establish correct automation for order movement Conduct an audit of the existing KeyCRM Check: -current statuses, fields, and automations; -banking and payment connections; -roles and rights of employees; -action history; -current Checkbox settings; -the possibility of implementing requirements with standard KeyCRM tools. Based on the audit results, provide: -a list of identified problems; -a list of necessary settings; -a list of tasks that require API integration or external service; -recommendations for better service operation -an assessment of timelines and costs. Set up order receipt and processing It is necessary to: set up a unified order processing sequence; set up mandatory fields without which the order cannot be passed to the next stage; create control for orders that did not load, loaded with errors, or remained without a responsible person. Set up payment movement and reconciliation Connect all used accounts and payment services to KeyCRM: PrivatBank; monobank; NovaPay; RozetkaPay; monobank acquiring after its connection. It is necessary to implement: -Automatic retrieval of available statements and transactions. -Display of actual receipts for each FOP and account. -Automatic linking of direct payment to IBAN to the order by order number in the comment. -Reconciliation of the total payment from NovaPay with the register and further linking of register lines to orders by TTH. -Reconciliation of the total payment from RozetkaPay with the register and further linking of register lines to orders by order number. -Automatic processing of payments via link after connecting acquiring. -A separate list of payments that cannot be linked automatically. Identification: -underpayment; -overpayment; -partial payment; -duplicate payment; -payment without a found order; -an order marked as paid without confirmed receipt. -Daily reconciliation of amounts by FOP, accounts, and payment methods. -The status "Paid" should be set automatically after confirmed receipt of money to the corresponding IBAN. Employees should not have the right to set it manually. If the standard capabilities of KeyCRM are insufficient, the integrator must: offer API integration or an external module; describe its logic; separately assess the development; provide an error log and reprocessing; not link payment automatically in case of ambiguous matches. Set up control of lost orders A separate working list or report is needed: the order was received but not taken into work; the order is confirmed but not transferred to the warehouse or drop; the order is ready but TTH is not created; TTH is created but the package is not handed over to the carrier; the package is not moving for a long time; the client does not pick up the package; there was a redirection; a return has started; the return package has not been received by the company; the order is delivered but payment is not credited; payment is received but not linked to the order; the order remained in an intermediate status longer than the allowable period. For each exception, there should be: responsible person; reaction time; task or notification; clear reason; link to the order. 4.7. Set up rights and control of employees Mandatory restrictions: -employees cannot delete orders; -employees cannot manually set the status "Paid"; -employees do not have access to banking connections, API keys, and administrative settings.Set up Checkbox Currently, checks from KeyCRM are not created. The integrator needs to: -check existing accounts, cash registers, and cashiers in Checkbox; -connect the cash registers of the respective FOP; -set up payment methods; -set up automatic fiscalization for agreed scenarios; -set up error handling; -set up return checks; -conduct testing.Set up reports for the owner The owner should see: -the number of new and unprocessed orders; -problematic shipments; -packages in the department; -returns; -delivered orders without received payment; -received but unlinked payments; -underpayments and overpayments; -manual changes by employees.The format can be implemented using standard lists, filters, analytics, tasks, or an external report — the method is proposed by the integrator. Train employees After setup, conduct training: for the owner — control, reports, errors, and rights; for managers — order processing; for the drop employee — order transfer and TTH control; for the warehouse employee — TTH creation and shipping; for the finance responsible — processing unlinked payments and discrepancies. Provide short instructions or video recordings of key operations. Expected result After the work is completed: -all orders are processed in KeyCRM; -missed and stuck orders are automatically identified; -each TTH is linked to an order and tracked; -problematic packages are assigned to responsible employees; -banking and payment receipts are visible in CRM; -unambiguous payments are automatically linked to orders; -the registers of NovaPay and RozetkaPay are reconciled with receipts and orders; -ambiguous payments go for manual verification; -employees cannot delete an order or manually mark it as paid; -the owner sees the movement of money and a list of discrepancies; -Checkbox works according to agreed scenarios; -the team is trained to work. Format of the proposal from the integrator Before the implementation begins, the contractor must provide: -Audit results. -Proposed setup scheme. -What will be implemented with standard KeyCRM tools. -What will require API or external service. -Cost of standard setup. -Separate cost of development. -Timelines by stages. -List of necessary accesses. -Testing and launch plan.

Comprehensive setup of KeyCRM for the construction company TERZI We are looking for an experienced specialist or team for the full setup and implementation of KeyCRM in the construction company TERZI. KeyCRM is already in use. It is necessary to conduct an audit of the current settings, correct errors, and maximize the available capabilities of the CRM.Main task Set up the complete customer journey: advertisement → application → processing → measurement → estimate → contract → advance payment → work execution → act → final payment → repeat sale.What needs to be set up audit of the existing KeyCRM; cleaning duplicates, unnecessary fields, and incorrect statuses; sales funnel; measurement funnel; working with orders and objects; automatic data transfer between stages; mandatory fields; automatic tasks, notifications, and overdue control; distribution of leads among managers; control of the speed of the first response; automatic follow-ups; document creation; control of contracts, advances, and final payments; reports for the manager; roles and access rights of employees; team training and video instructions.Integrations It is necessary to connect and test: the main website of TERZI; four advertising landing pages; application forms and quizzes; Meta Lead Ads; Facebook; Instagram; Google Ads; OLX; Telegram; Viber; WhatsApp; email; Google Calendar; Google Drive; Ringostat or Binotel; API and webhooks.UTM and analytics It is necessary to set up data transfer to the CRM: utm_source; utm_medium; utm_campaign; utm_content; utm_term; landing_page; page_url; referrer; gclid; fbclid; form and landing page name. Also required: setup of Google Analytics 4; setup of Google Tag Manager; tracking form submissions; tracking clicks on phone and messengers; protection against duplicate conversions; analytics for each website, landing page, source, and advertising campaign; transfer of key CRM statuses to Meta and Google Ads.Automations It is necessary to set up automatic scenarios: creation of a client and deal; duplicate check; assignment of a manager; task for the first contact; notification of unprocessed lead; transfer of application for measurement; assignment of a measurer; creation of measurement in Google Calendar; task for preparing the estimate; follow-ups after sending the proposal; creation of an order after approval; control of the contract and advance; notification of the foreman; control of project deadlines; preparation of the act; control of debt; daily report to the manager.Work result The contractor must deliver: fully configured KeyCRM; connected main website and four landing pages; working funnels and automations; configured analytics and UTM; connected communication channels; configured telephony; registry of all automations; instructions for employees; video instructions; testing results; warranty support after launch. A detailed technical assignment has been prepared and will be provided to selected candidates.Requirements for the contractor Real experience with is mandatory: KeyCRM; automations; API and webhooks; GA4 and Google Tag Manager; Meta and Google Ads; telephony; websites and landing pages. Experience in implementing CRM for construction, service, or project companies will be an advantage.In your response, please indicate Experience with KeyCRM. Examples of completed projects. Which tasks you can perform independently. What external services will be required. Completion time. Cost by stages. What is included in the cost. Cost of further support. Ability to conduct employee training. It is best to write in Telegram or call