AI CRM: turn opportunities into closed deals without typing them by hand

What is the CRM module?

CRM stands for Customer Relationship Management. In Pilot, the CRM module is where you organize all your open sales opportunities: the proposals you sent, the ones under negotiation, the ones you closed and the ones you lost.

Think of it as a corkboard where each note is a potential close. The difference from a real corkboard is that these notes carry all the client's information, the email conversations, the pending tasks and the amounts involved. And they also move on their own as you advance the stage.

How to open it

In Pilot's top menu bar, click Commercial and then CRM. If your institution has the module included, the main board will open.

The first time you go in, you see the board with the stages preloaded by your company's administrator. If nothing has been loaded yet, you see an empty board with a large button to create your first proposal.

Screen tour

When you open CRM you see three main zones:

• Toolbar at the top: New proposal button, search box, filters by owner, by stage, by amount.
• Central board: one column for each stage of your pipeline. Cards are dragged between columns.
• Detail panel (on the right): appears when you click a card. It shows everything you know about the client and about this specific proposal.

Each card on the board shows: the opportunity name, the client name, the estimated amount, the expected close date, the owner's photo, and a color indicator if it is overdue.

Your first proposal

Let's create your first opportunity. Click New proposal in the top right.

1. Choose the client: type their name. If they already exist, they appear in the list; if not, you can create them from the same modal without leaving.
2. Give the opportunity a name: something descriptive, like 'Annual Pro plan — Karina Veterinary' or 'Quote for 3 security cameras'.
3. Enter the estimated amount: even a rough estimate helps you have real metrics.
4. Choose the initial stage: usually 'Initial contact' or 'Quote sent'.
5. Assign an owner: you or another team member. By default, only that person receives notifications.
6. Save: it appears as a new card in the column you chose.

Move opportunities between stages

You have two ways to move a proposal:

• Drag and drop: grab the card with the mouse and bring it to the desired column. This is the fastest way.
• From the detail panel: open the card, find the stage selector in the top right of the panel, and pick the new one. Useful when you have many columns and they do not all fit on screen.

Proposal detail panel

Clicking any card opens the detail panel on the right. There you see everything important about that proposal, organized into tabs:

• Information: client data, amount, estimated close date, owner.
• Activity: a timeline with everything that happened (stage changes, sent emails, logged calls, added notes).
• Tasks: what needs to be done to advance the opportunity (call on Friday, send a revised quote, etc.).
• Emails: the emails sent or received related to this proposal — they flow straight from the Email module.
• Internal notes: notes only you and your team see, not the client.

Customize the pipeline stages

The default stages may not match the way you sell. To adjust them, click the Manage stages button in the top right (a gear icon or 'Stages').

From there you can:

• Create a new stage — for example 'Demo scheduled' or 'Awaiting signature'.
• Rename an existing stage.
• Change the order by dragging.
• Set the color of each column.
• Mark a stage as 'won final' or 'lost final'.

Email the client without leaving CRM

One of the most convenient things about CRM is that you can write to the client without opening your Email inbox. From the opportunity's detail panel:

1. Go to the Emails tab.
2. Click Compose.
3. Write the message (Pilot already fills in the recipient, copy and subject with the client and proposal data).
4. If you want, ask the Pilot assistant to help you write it professionally.
5. Send. It is saved in the proposal's timeline.

How it connects with other modules

Tips to get the most out of it

• Descriptive names on every opportunity: when you have 30 open, 'Pro plan' tells you nothing; 'Annual Pro plan — Veterinaria Patitas' does.
• Always enter the amount, even if it is an estimate. Without an amount, the metrics are useless.
• Each time you advance a stage, add a task for the next step. If you have no task, there is no next step.
• Look at the board first thing on Mondays: it gives you a clear snapshot of the week.
• If an opportunity has gone more than 30 days without movement, treat it as lost or schedule a follow-up.

If something does not work