As your customer base grows, tracking becomes harder. Answers to questions like who called when, where the offer was left, and who needs a follow-up get scattered across Excel files, WhatsApp groups, and a few people's memories. From this point on, lost business is not due to poor service but lack of tracking.
At Baksoft, we don't try to fit a ready-made CRM package to you. We listen to how you work and develop a customer tracking system according to your process. You don't pay for hundreds of features you don't use, and you don't miss a single screen you need.
Why does customer tracking with Excel get stuck at some point?
Excel works for starters. But when a few people open the same file, versions clash, accidentally deleted rows don't come back, and it's unclear who changed what and when. Reminders can't be set, so tracking relies entirely on someone's memory. When a team member leaves, the customer history goes with them.
The fundamental difference between a customer tracking program and Excel is this: data stays in one place, whatever anyone does is recorded, and the system reminds you. Even if you forget to call, the system doesn't forget.
What does a custom CRM gain you over a ready-made CRM?
Ready-made CRMs on the market are designed for a generic sales process. A real estate office's portfolio tracking, a clinic's patient appointments, and an exporter's sample and container process don't fit this mold. As a result, either you disrupt your workflow to fit the software, or half of the software remains unused.
With a custom-developed CRM, you define the fields, stages, and reports. There are no increasing monthly license fees per user, and your costs don't multiply as your team grows. Data stays on your server or the infrastructure you choose, and you're not tied to an external company's pricing policy. When needs change, new modules can be added because you own the code.
What's in the system?
Customer card and communication history
A single card for each customer. Contact information, past conversations, sent quotes, notes, and files are all on the same screen. When a new representative starts, they can read the customer's story in five minutes.
Sales funnel and opportunity tracking
All stages from initial contact to closed sale on a visual dashboard. Which job is stuck at which stage and how much business is likely to close by the end of the month is clear at a glance.
Tasks, reminders, and appointments
The next step is defined for each customer. The system alerts the relevant person when the time comes. No forgotten follow-ups remain.
Quotes and contracts
Quotes are created from templates, downloaded as PDFs, or sent directly. Which quote was viewed and at which stage is tracked.
Reporting and dashboard
Sales performance by representative, conversion rate by source, monthly revenue, and target comparison. When the manager opens the screen, they see the status without needing a meeting.
Authorization
Who can see and change which data is set based on roles. The sales representative only sees their own portfolio, while the manager has access to everything.
Integrations
WhatsApp, email, website contact form, your accounting program, or e-invoice provider can be connected to the system. Forms from the site fall directly into the system as potential customers.
Which sectors use it?
We've developed systems for portfolio and buyer matching in real estate offices, patient and appointment tracking in clinics, reservation and guest history in tourism businesses, prospective student tracking in educational institutions, and dealer and order management in wholesale trade. The process may differ, but the logic is the same: the right information, with the right person, at the right time.
How does the process work?
First, we listen to you. We map out your current workflow, the files you use, and the points where you lose the most time. Then we clarify the screen drafts and scope and present a fixed-price quote. During development, we regularly show you the working version; we don't disappear behind closed doors for a month. At delivery, we transfer your existing data into the system and train your team. Support and development continue afterward.
A typical customer tracking system project is delivered within three to eight weeks, depending on scope.
How is the price determined?
We don't charge monthly fees per user. The price is determined project-based on the modules and integrations you need and is fixed upfront. A simple customer tracking panel for a small team and process management for a multi-branch structure won't be the same budget, so we only give the actual figure after listening to your needs. The meeting and preliminary analysis are free.
Frequently asked questions
Is CRM the same as a customer tracking program?Largely yes. CRM is the abbreviation for 'customer relationship management.' In Turkey, the same software is also referred to as a customer tracking program, sales tracking system, or customer management software.
Can our existing Excel data be transferred?Yes. We transfer records from Excel, Google Sheets, or any other program you use into the system. This is a standard part of the delivery process and is not charged separately.
Where is the data stored?It can be stored on your server, a server you rent, or the infrastructure we manage. The decision is yours. In any case, the data is yours, and you can export it entirely whenever you wish.
Can we use it from the phone?Yes. The interface is developed to be mobile-friendly, and the field team can open records and enter notes from their phones. If needed, a separate mobile app can also be developed.
Can new features be added later?The system is designed to grow from the start. As your business changes, new modules, reports, or integrations can be added.
Will our team have difficulty using it?We design the screens with the terms you use, avoiding unnecessary fields. We provide training at delivery and stay by your side in the first weeks.
If you want to organize customer tracking, let's first discuss how you work. Explain your needs, and let's determine the appropriate scope and a clear price together.