BetaSuite 360 Online ERP

After-Sales Service — A Competitive Advantage

Warranty tracking. Service requests. Spare parts. Satisfaction surveys. Full service history.

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CRM & Sales Management for East African Businesses

Every customer, every deal and every interaction in one place — so nothing falls through the cracks

Complete Customer Profiles

Store every customer's contact details, purchase history, outstanding balances, credit terms, assigned sales representative and communication history in a single, searchable profile. BetaSuite links customer records to every invoice, receipt, delivery note and service ticket — so when a customer calls, you have their complete relationship history at your fingertips within seconds.

Sales Pipeline & Lead Tracking

Track every prospect from first contact through qualification, proposal, negotiation and close using a visual Kanban pipeline. Assign leads to sales reps, set follow-up dates and log all communications — calls, emails, WhatsApp messages and site visits. Pipeline reports show your conversion rate at each stage, helping sales managers identify where deals are getting stuck and coaching sales reps accordingly.

Quotations & Sales Orders

Create professional, branded quotations in seconds and convert them to confirmed sales orders with one click when the customer accepts. BetaSuite tracks quotation approval status, version history and expiry dates. Accepted quotations automatically update stock reservations so your warehouse knows what to prepare before the delivery order is raised — preventing the embarrassment of confirming orders you cannot fulfil.

Sales Analytics & Forecasting

Understand your sales performance in real time with dashboards showing revenue by product, customer, sales rep, branch and period. Compare actual sales against targets and forecast future revenue based on pipeline value and historical conversion rates. Drill down from the summary to the individual invoice with one click — so sales managers can have informed, data-backed conversations with their teams.

Customer Credit Management

Set credit limits and payment terms for each customer and let BetaSuite enforce them automatically. When a customer's outstanding balance exceeds their credit limit, new sales orders are flagged for manager approval before processing. Aged debtors reports show every overdue account by bucket (30, 60, 90+ days) and automated WhatsApp reminders chase payment without requiring manual follow-up from your finance team.

Activity Logging & Follow-Ups

Log every customer interaction — calls, meetings, site visits, WhatsApp messages and emails — against the customer record so the entire sales team has context on every relationship. Set follow-up reminders that appear in the sales rep's dashboard on the due date. Manager dashboards show activity volumes by rep, helping to identify who is engaging customers and who needs coaching.

Price Lists & Customer-Specific Pricing

Maintain multiple price lists for different customer tiers — retail, wholesale, distributor and VIP — and assign each customer to the appropriate price list. BetaSuite applies the correct price automatically at checkout or on a sales order, preventing pricing errors and ensuring margin discipline. Price list changes take effect instantly across all branches without any manual updates at the point of sale.

Delivery & Fulfilment Tracking

Convert confirmed sales orders to delivery notes, assign them to drivers and track fulfilment status in real time. Customers receive automated SMS or WhatsApp notifications when their order is dispatched and when proof of delivery is captured. BetaSuite links delivery performance to customer satisfaction data, helping you identify logistics issues before they become customer churn.

How BetaSuite CRM Works

From first contact to repeat purchase — a seamless customer journey

1

Capture & Qualify Leads

Log new leads from any source — phone calls, website enquiries, trade shows or referrals. Assign to the right sales rep, set a follow-up date and record the initial requirement. Pipeline scoring helps prioritise the most promising opportunities.

2

Quote & Negotiate

Create a branded quotation from the customer's product requirements. Track versions as negotiations progress. When accepted, convert to a sales order and reserve stock automatically — no separate data entry required.

3

Deliver & Invoice

Raise a delivery note from the sales order, dispatch and capture proof of delivery. The system generates a KRA-compliant invoice automatically. The customer's account is updated and the payment chasing cycle begins if they are on credit terms.

4

Retain & Grow

Use purchase history and activity data to identify upsell opportunities and at-risk accounts. Automated loyalty and re-engagement campaigns run from the marketing module, keeping your best customers active and bringing lapsed ones back.

Frequently Asked Questions

Yes. The BetaSuite CRM module has a visual sales pipeline where you can track every lead from first contact to closed deal. Each opportunity has a stage, value, probability, assigned sales rep and expected close date. Pipeline reports show your weighted forecast, conversion rates by stage and the total value of deals in progress — giving sales managers the visibility to coach their teams and forecast revenue accurately.

Each customer can have a credit limit and payment terms (e.g. 30 days net). When a customer's outstanding balance exceeds their limit, the system flags new orders for credit manager approval before processing. Automated WhatsApp and SMS payment reminders are sent at configurable intervals — for example, 7 days before due, on the due date and 7 days overdue — reducing the time your finance team spends chasing debts.

Yes. BetaSuite supports multiple price lists and you can restrict which price list each sales rep can apply. For example, you might allow retail reps to sell only at list price, while key account managers can apply wholesale rates. All pricing decisions are logged so management can see exactly what price was applied on every order and by whom — maintaining margin discipline across the sales team.

Yes. BetaSuite integrates with WhatsApp Cloud API so you can send invoices, delivery notifications, payment reminders and promotional messages directly from within the system. Customer replies appear in the activity log against their profile. For high-volume messaging, the BetaCom CPaaS module provides API-based bulk WhatsApp messaging with delivery reporting and opt-out management.

Yes. Every sale, quotation and customer interaction is linked to the responsible sales rep. Management dashboards show revenue, number of new customers, conversion rate, average deal value and activity count per rep — for any period. These metrics feed into the performance management module and can be linked to commission calculations to ensure your incentive structure rewards the right behaviours.

Returns are processed through a structured workflow — the customer raises a return request, stock is received and inspected, and then a credit note is issued against the original invoice. Credit notes are submitted to KRA eTIMS automatically as required by the eTIMS mandate. The credit can be applied against the customer's next invoice or refunded via M-Pesa, card or cash depending on the original payment method.

Yes. You can configure follow-up reminders at the lead or opportunity level — the system will show the reminder in the sales rep's dashboard on the due date and send an optional email notification. Management can see all overdue follow-ups across the team in a single view, making it easy to identify leads that are at risk of going cold because they have not received timely attention.

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