Customer Profiles
Maintain structured customer records with relevant contact and business information.
BUSINESS SOFTWARE & MANAGEMENT SYSTEMS
08 / 10
Customer Management. One Connected Customer View.
Centralize customer profiles, contact information, sales and booking history, payments, outstanding balances, documents, follow-ups and customer reporting in one structured business system.
01
CENTRALIZE
Customer Information
02
CONNECT
Sales & Activity
03
TRACK
Payments & Outstanding
04
UNDERSTAND
Customer Reporting
01
OVERVIEW
Keep customer information connected to business activity.
Customer information becomes less useful when contact details, transactions, payments, documents and follow-ups are maintained in separate spreadsheets, chats and applications.
Incodiv Tech develops customer management systems that provide teams with a structured view of customer information and the business activity connected to each customer.
A customer profile can become the central point for viewing contact details, sales or bookings, invoices, collections, outstanding balances, documents, notes and follow-up activity.
The platform can be developed as a standalone customer system or integrated with sales, finance, booking, ERP and reporting solutions.
02
CUSTOMER CAPABILITIES
Customer information designed for day-to-day business use.
Customer Categories
Classify customers by type, segment, source or other business-defined categories.
Sales History
Connect relevant sales, orders or bookings with the customer record.
Invoice History
View customer-related invoice information from a structured customer profile.
Payment Tracking
Maintain customer payment and collection activity connected with relevant transactions.
Outstanding Balances
Provide visibility into relevant customer receivables and outstanding amounts.
Notes & Interactions
Maintain useful customer notes and interaction information where required.
Follow-ups
Structure customer follow-up activities, reminders and next actions.
Customer Documents
Organize relevant customer documents and references with customer records.
Role-Based Access
Control customer information visibility according to user roles and responsibilities.
Customer Search
Find customer records using configured searchable business information.
Customer Reporting
Build operational views from structured customer and transaction information.
03
BUSINESS CHALLENGES
Customer information loses value when teams cannot see the complete picture.
Multiple Customer Lists
Different departments maintain separate spreadsheets and customer records.
Duplicate Records
The same customer may appear multiple times with inconsistent information.
Missing History
Teams cannot quickly understand previous sales, bookings or customer activity.
Payment Visibility
Customer payments and outstanding balances require manual checking across records.
Missed Follow-ups
Customer follow-ups depend on individual memory, notes or informal messages.
Limited Reporting
Management cannot easily review customer activity using consolidated business data.
04
CUSTOMER 360
One customer. One connected business view.
05
CUSTOMER PROFILES
Build a reliable customer database.
Maintain the information your teams need within a consistent customer profile instead of keeping different customer lists across departments and applications.
Fields and customer categories can be configured around the information relevant to your organization and business model.
Customer ID
Customer Type
Full Name
Mobile
Email
Company
Address
Reference
CUSTOMER PROFILE
Customer Information
Active
CUS-00124
06
CUSTOMER SEGMENTATION
Organize customers around your business model.
Individual Customers
Maintain customer information for direct individual transactions.
Business Customers
Maintain organization and business contact information where required.
Agents & Partners
Structure relevant partner or intermediary customer relationships.
Business Segments
Configure customer categories according to internal business requirements.
07
CUSTOMER JOURNEY
Connect the customer with each business interaction.
Customer
Create or identify the customer record.
Sale / Booking
Connect relevant business transactions.
Payment
Record relevant payment and collection activity.
Follow-up
Maintain future actions and relationship activity.
CUSTOMER ACTIVITY
Transaction History
Customer
REFERENCE
TYPE
STATUS
AMOUNT
TRX-001
Sale
Completed
Recorded
TRX-002
Booking
Confirmed
Recorded
TRX-003
Sale
Active
Recorded
08
SALES & BOOKING HISTORY
Understand what each customer has purchased.
Connect customer records with relevant sales, orders, service transactions or bookings so teams can review historical activity from the customer profile.
The exact transaction model can be designed around the services, products and workflows used by your organization.
Sales
Orders
Bookings
Services
Transaction Status
Transaction Value
09
PAYMENTS & OUTSTANDING
Connect customer activity with financial visibility.
Where the customer system is integrated with finance or invoicing, customer profiles can show relevant billing, collection and outstanding information.
This helps authorized teams review the customer's financial position without manually comparing multiple records.
Total Sales
Invoiced Amount
Collected Amount
Outstanding Balance
Payment History
Invoice History
CUSTOMER FINANCE
Financial Summary
10
CUSTOMER STATEMENT
Review relevant financial activity in one statement.
CUSTOMER STATEMENT
Account Activity
CUSTOMER
Customer Name
CUSTOMER ID
CUS-00124
ACTIVITY
DEBIT
CREDIT
Invoice
Recorded
—
Payment
—
Recorded
Adjustment
As Applicable
As Applicable
CURRENT POSITION
Outstanding Balance
A clearer customer account history.
Where customer accounting information is available, a statement can bring relevant invoices, payments, adjustments and balances into a chronological account view.
Statement content and calculation logic should follow the implemented finance and transaction model of the business.
Customer information
Transaction references
Invoice activity
Payment activity
Adjustments
Outstanding position
11
CUSTOMER INTERACTIONS
Keep useful relationship context with the customer record.
CALL
Interaction
Customer Call
Maintain relevant notes from customer communication.
EMAIL
Interaction
Email Activity
Record useful communication context where required by the workflow.
MEETING
Activity
Customer Meeting
Maintain meeting notes and relevant next actions.
FOLLOW-UP
Pending
Next Action
Schedule the next relevant customer follow-up.
FOLLOW-UP
Customer Activities
Open
Assigned activity
Customer receivable
Customer communication
12
FOLLOW-UP MANAGEMENT
Make the next customer action visible to your team.
Customer follow-ups can be structured as activities with assigned users, due dates, status and relevant notes.
Depending on the implementation, reminders and notifications can also support teams in managing upcoming customer actions.
Assigned User
Follow-up Type
Due Date
Status
Notes
Reminders
13
CUSTOMER DOCUMENTS
Keep relevant documents connected to customers.
Customer Documents
Maintain relevant customer files or document references.
Invoices
Connect generated or stored invoices with customer activity.
Agreements
Maintain relevant agreements or references where required.
Receipts
Connect relevant payment documentation with customer records.
14
SEARCH & DISCOVERY
Find the right customer without searching multiple files.
Search can be designed around the fields your teams commonly use when identifying a customer or transaction.
The available search fields depend on the implemented customer data model and business requirements.
Customer Name
Customer ID
Mobile
Email
Company
Invoice
Booking
Reference
SEARCH RESULTS
15
MULTI-BRANCH CUSTOMER MANAGEMENT
Maintain customer context across multiple business locations.
CENTRAL
Customer Database
16
CUSTOMER REPORTING
Move from customer lists to customer insight.
Structured customer and transaction data can support operational reporting and management analysis.
Total customers
New customers
Customer sales
Customer collections
Outstanding receivables
Customer activity
CUSTOMER OVERVIEW
Customer Dashboard
CUSTOMER ACTIVITY
Business Trend
Overview
JAN
FEB
MAR
APR
MAY
JUN
17
CONNECTED BUSINESS
Connect customers with the rest of your business.
CUSTOMER MANAGEMENT
Customer Data Hub
18
TECHNOLOGY
Technology selected around your solution architecture.
React
TypeScript
ASP.NET
PHP
SQL Server
MySQL
REST APIs
Power BI
Power Platform
Cloud Hosting
19
OUR PROCESS
Build around your customer workflow.
DISCOVER
Understand Customer Operations
Review how customer information, transactions and follow-ups are managed.
MAP
Map Customer Data
Identify customer fields, relationships and transaction sources.
DESIGN
Design the Customer Model
Structure profiles, activity, access and reporting requirements.
BUILD
Develop the Platform
Build required customer management modules and integrations.
CONNECT
Integrate Business Activity
Connect relevant sales, finance, booking or external systems.
IMPROVE
Extend Customer Operations
Add automation, reporting and additional functionality as needed.
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WHY INCODIV TECH
Customer software built around real business processes.
Custom Customer Model
Structure customer information around your actual business requirements.
Transaction Integration
Connect customer records with relevant sales, bookings and operational activity.
Financial Visibility
Connect relevant invoices, payments and receivables where finance integration exists.
Multi-Branch Structure
Maintain branch context while supporting authorized consolidated customer views.
Automation Ready
Extend customer processes with notifications, reminders and workflows.
Reporting Focus
Use structured customer data to support operational and management reporting.
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RELATED SERVICES
Connect customer management with your wider business platform.
22
FREQUENTLY ASKED QUESTIONS
Customer management questions.
What is a Customer Management System?
A Customer Management System centralizes customer information and can connect that information with relevant transactions, payments, documents, interactions and follow-up activity.
Is this the same as a CRM?
The functionality can overlap with CRM. A customer management system may focus on operational customer records and transaction history, while a CRM can additionally emphasize leads, opportunities, pipelines and broader relationship management. The solution can be structured around the required scope.
Can customer sales and booking history be connected?
Yes. Relevant sales, orders, bookings or service transactions can be linked with customer records when those modules are part of the implemented solution.
Can it show customer outstanding balances?
Yes. Where invoice, payment and receivable information is integrated, the system can provide authorized users with relevant customer outstanding information.
Can we generate customer statements?
Yes. A customer statement can be developed from the implemented transaction and finance model to show relevant invoices, payments, adjustments and balances.
Can the system manage customer follow-ups?
Yes. Follow-up activities can include assigned users, dates, statuses, notes and, where configured, reminders or notifications.
Can it work across multiple branches?
Yes. The customer data model can retain branch or location context while providing consolidated information to users with appropriate access.
Can customer data be connected to Power BI?
Yes. Structured customer and transaction information can be used as a reporting source for Power BI where appropriate.
CUSTOMER INFORMATION STILL SCATTERED ACROSS FILES, CHATS AND SYSTEMS?
Create one connected view of every customer.
Bring customer profiles, transactions,
payments, outstanding balances, documents,
follow-ups and reporting into one structured
business platform.
