CRM & Portals
A CRM for businesses that keep serving the same customers: sites, contracts, recurring jobs, history and reporting in one place.
Superstack builds CRMs for businesses whose customers stay: the cleaning contract that renews every year, the security patrol that runs nightly, the care client seen every week. Our service CRM development puts customers, sites, contracts, recurring jobs and history on one screen, so the relationship after the sale runs as well as the sale did.
the relationship after the sale
service CRM development for the long haul
A sales CRM stops at won. This one runs the years after. We map how you take on a customer, set up sites, schedule work and report back, then build modules to match. It is a CRM for service businesses NZ owners run all day, not a sales tool with extra fields.
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One customer, many sites, each with its own contacts, alarm code and visit notes. A cleaning company serving a retail chain sees the head office contract on top and every store beneath it. When the Riccarton store changes manager, the cleaner updates one contact, nothing more.
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Each contract records what you promised: scope per site, call-out response time, price and renewal date. As a contract management CRM it raises a renewal task before expiry and flags any call-out that ran past its SLA. A facilities manager checks the quarter's response times on the contract record.
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Set the pattern once per site, weekly, fortnightly, quarterly or the first Tuesday of the month, and the recurring jobs CRM generates the work in advance. A pest control firm sets a quarterly treatment for every restaurant it serves, and the winter round appears without anyone building it by hand.
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Every visit, note, photo and signature sits on the site it belongs to. A new security guard opening a site reads the last patrol's note about the faulty side gate before walking in. When a customer disputes a visit, the office pulls up the timestamp, photos and who attended.
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Assign each job to a staff member, team or contractor, and the CRM checks availability and licences. A landscaping company puts its own crew on council contracts and a subcontractor on rural lifestyle blocks, and the contractor sees only their jobs. Swapping out a sick worker takes one tap.
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Customers hear from the CRM before they ring: a text the day before a visit, an email with photos when the job is done, and a monthly report per site. A home care provider sends the family a summary after each visit, and the office phone goes quiet.
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When a customer reports a missed bin or a streaky window, the office logs it against the site, assigns it and closes it with a note. Patterns show up: a site with repeat complaints gets a supervisor visit before the customer escalates. The log becomes evidence at renewal time.
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A renewals report lists every contract by expiry date with value, margin and complaint count, so the account manager works the risky ones first. An upsell view shows which sites buy only the base service: a commercial cleaner sees which offices never added window cleaning and raises it at renewal.
An account manager records the signed contract, adds each site and sets the visit pattern. The CRM generates the jobs, and the supervisor assigns them. Staff complete each visit with photos and a checklist, which become the evidence in the customer's report. The monthly invoice goes to your accounting software with every visit itemised. The account manager gets a renewal task 60 days before expiry. People handle the customer. The CRM handles the calendar.
Your accounting software raises the recurring invoices from the contract schedule and marks them paid, or MYOB does the same. GoCardless collects direct debits for monthly contracts. Twilio sends the day-before texts. Google Workspace and Microsoft 365 keep contacts and calendars in step. Your staff or field app feeds completed jobs, photos and times back into the history.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional, and everything above works without it. It earns a place only where staff spend hours reading job notes and writing them up. See how we use AI and where it fits in business process automation.
The month's photos, checklists and notes become a first draft the account manager edits and sends.
A nudge when a site's complaint rate climbs, so a supervisor visits before the customer rings.
A risk score from complaints, missed visits and late payments, months before expiry.
Office staff and account managers run each account from the web app: setting up sites, adjusting schedules, allocating staff, logging complaints and building reports. It is customer site management software for the whole office, so one person's calendar stops being the source of truth.
Cleaners, guards, technicians and contractors work from the mobile app: today's run in order, the site's alarm code and notes, a checklist to complete, photos to attach and a signature to capture. It runs on the phone they already carry.
Customers log in to see every site, upcoming visits, completed job reports with photos, and their invoices. Portal, web app and field app share one database, so the photo a cleaner takes before dawn is in the customer's report by breakfast.
A CRM for cleaning companies juggling multi-site contracts, recurring rounds and monthly client reports.
SecurityPatrol schedules per site, incident logs and guard allocation with licence checks.
Facilities managementSLAs per building, reactive call-outs beside planned maintenance, renewal tracking across the portfolio.
Pest controlQuarterly treatments generated automatically, with treatment history and chemicals used per site.
LandscapingSeasonal mowing and garden rounds, crew and subcontractor allocation, before-and-after photos for the client.
Home careWeekly visits per client, carer continuity, visit notes and a family summary.
Quickest start
We configure our existing service CRM module with your sites, contract types and visit patterns. It suits businesses with a common service model who want the shortest path to go-live.
Most common
We join the service CRM to job scheduling, a field app, a customer portal and timesheets in one platform, because contract, jobs and staff all depend on each other.
Fully bespoke
A fully bespoke service CRM for models nothing standard covers: complex SLAs with penalties, regulated care records, or a franchise network where head office and franchisees share customers.
A sales CRM tracks a deal until it is won. A service CRM starts at that point and manages the years that follow: sites, contract terms, recurring visits, who did them, what you told the customer and when it renews. Many businesses need both, so we build them on one database and the won deal becomes the live contract without retyping.
Yes. The contract holds the billing terms, and the CRM raises the invoice in your accounting software on the agreed cycle, monthly in advance or per visit in arrears, with each site as a line item. When the schedule changes, the next invoice picks it up. Payment status flows back so the account manager knows who is overdue before the renewal call.
Yes. A customer portal shows each customer only their own sites, upcoming visits, completed job reports with photos, open requests and invoices. A facilities manager with several buildings logs in on Monday and sees which ones your team serviced last week and what they found, without emailing you. It runs on the CRM's database, so it is always current. See customer portal development.
Yes. Because sites hang off the customer record, any report rolls up or drills down: visits completed against visits scheduled, complaints per site, response times against the SLA, revenue and margin per site and for the account as a whole. The monthly customer report uses the same data, so what you tell the customer matches what the owner sees.
We start with whatever you have: the old CRM, a job system, spreadsheets, a folder of PDF contracts and the supervisor's calendar. Customers and sites come across first, then contracts, then visit history and notes. Your team checks a trial import against a few customers they know well before we run the final load and switch the schedules on.
Yes. The signed contract, site induction forms, hazard registers and insurance certificates sit on the customer record, with site-specific ones on the site. Each has an expiry date where it matters, so the CRM prompts you when a public liability certificate or a security licence is due. Staff open the site from the field app and see the induction they need before they enter.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Send us one customer with several sites. We'll show you how the whole relationship fits on one screen.
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