Deals, renewals and client email in too many places
Most small tech companies run on a patchwork. Leads sit in one tool, demos live on someone's calendar, proposals go out from a personal inbox, and renewal dates are in a spreadsheet the owner updates when they remember. Then a 40-seat managed IT contract comes up for renewal and nobody noticed until the client asked.
The facts about each account are spread across four places, so nobody has the whole picture.
How the Technology and software setup is laid out
Everything Portal has a ready-made industry setup for software companies and IT and managed service providers. You pick it when you start, and the portal is already arranged for how you sell:
- People are Contacts, opportunities are Deals. Contacts belong to companies, so Harbor CPA and the three people you talk to there sit together.
- A Sales pipeline with six stages: Lead, Discovery, Demo, Proposal, Won and Lost. Drag a deal from Demo to Proposal and the board updates for everyone.
- Fields that matter in tech sales: Job title, Website, Company size, Product interest, Monthly recurring revenue and Renewal date, alongside the usual name, email, phone and lead source.
- Deal values on every card, so you can see what's sitting in Proposal this month.
None of it is locked. Rename a stage to "Technical review," add a field for seat count, or build a second pipeline for project work. If you want the reasoning behind good stages, see how to build a sales pipeline.
Automations that cover the gaps
A few automations do most of the remembering for you. Each one is a trigger, then steps:
- New lead from your website form: tag it, assign it to whoever is on sales this week, and create a task to reply within the hour.
- Deal stale for 7 days in Proposal: create a follow-up task for the owner, so a quote never goes quiet by accident.
- Renewal date coming up: a date reminder fires ahead of the renewal, creates a task for the account manager and sends a check-in email.
- Conversation left unanswered for 60 minutes: assign it to a backup person, who gets a team chat alert, so a client isn't left waiting on a quick question.
Dashboards are built from any field, so you can chart monthly recurring revenue by product interest, deals won by lead source, or your average and median first reply time to customer emails.
A day at a small MSP
Your service manager opens the portal and asks Spera, the AI assistant, "what's on my plate today?" She lists two renewals due this month, a demo at 2 p.m. and a client email assigned overnight. The client email sits in the shared inbox, threaded and filed on the Peak Health contact, with every earlier message above it.
After the demo, the deal moves to Proposal. The owner writes the proposal as a document with merge fields, sends it for e-signature, and sees when the client opens it. When it's signed, everyone gets the signed copy with a signing certificate. The first invoice goes out by email, and a team chat message lands the first time the client views it. Card payments aren't available yet, so the invoice shows your payment instructions.
What connects today, and what's coming
Email works with your own Microsoft 365 or Gmail mailbox, or you send from your own domain. Website forms post straight into contacts. For your own product, there are incoming webhooks with a call log, outgoing webhooks for 34 live events (signed, logged and retried) and an API, so your app can create contacts or update fields without middleware. See integrations.
IT tracking is coming: devices, help-desk tickets, renewals and alerts in the same portal. It isn't available today, so you can get early access on the roadmap. Two-way sync with HubSpot, Salesforce, Zoho CRM and Pipedrive is also coming.
Getting started
Import your contacts and companies from a spreadsheet, map your columns to fields like Company size and Renewal date, and load open deals into the right stages. Connect a mailbox, switch on two or three automations, and your team can work from it the same week. If you resell to clients, the agency features give each one their own workspace.
