CRM features
Leads in one app, quotes in another, team chat on your phone and bills in a spreadsheet. We put all of it in one CRM that opens instantly, keeps working when the internet drops, and gives your clients a portal of their own. Every feature on this page comes with every plan.
Before
CIPHER CRM is an all-in-one CRM with 92 built-in features across 6 areas, from leads, customers and projects to proposals, invoices, payments, team chat and a branded customer portal. Every feature comes in every plan.
Built by CIPHER Craft Pvt. Ltd. since 2018, it is used by 192+ businesses across 31 industries and rated 4.8 out of 5.
The real problem
When your leads live in a chat app, your bills in a spreadsheet, your tasks in a notebook and your client questions in an inbox, things go missing. A follow-up here, a payment there, a client who needed an answer yesterday. We built these 92 features to bring all of it under one roof.
A new enquiry lands in someone's personal chat late at night. By morning it is buried, and nobody has called the customer back.
Quotes are typed in one file and invoices in another, so the same numbers get entered twice and nobody is sure who has paid.
The day's jobs live in one person's notebook. When they are off sick, the office forgets what it promised.
Clients email to ask where their job is, or for a copy of last month's invoice, and someone stops work to dig it out.
The internet drops for a minute and the whole tool goes blank, so people stop trusting it and go back to paper.
Everyone can see everything, because nothing in the setup says who should see what.
Built-in features that take over from the apps, files and notebooks you juggle today, all in one CRM.
One platform Leads spread across chats, calls and sticky notes
Every lead in one pipeline, with an owner and a follow-up log
Quotes and invoices typed twice in separate files
A proposal becomes an estimate or invoice without retyping
The to-do list locked in one person's notebook
Tasks and projects the whole team can see, tied to the customer
Clients emailing to ask for updates and copies
A branded portal where clients check their own work and bills
A tool that goes blank when the internet drops
Screens that open instantly and keep working offline
Everyone seeing everything, or nobody seeing enough
Access by job role, so you set exactly who sees what
Every feature below comes with every plan. No add-ons and no extra charge per feature.
Every one of the 92 features, in 6 groups. Open any card to see how it works.
Every lead with its contacts, follow-ups, tasks and history in one record.
Drag leads across stages and see the deal value in each one.
Log each follow-up and its outcome, and see when you last got in touch.
Turn a won lead into a customer in one click, with duplicates checked.
Put a form on your website and new enquiries land as leads.
Call, WhatsApp or email a lead straight from the list.
Each customer's people, projects, bills and history on one record.
Sort customers into groups and read the list section by section.
One billing address and as many named shipping addresses as you need.
See exactly what a customer sees in their portal, no password needed.
A portal with your logo where clients see their projects, bills and messages.
Clients open to a summary of what needs them and what they owe.
Clients follow their projects and send you task requests.
Clients accept quotes and see their invoices, payments and receipts.
Clients message your team from inside the portal.
Each person at a client company gets their own portal login.
Send a proposal the client can accept or decline online.
Quote the job, get it accepted online, then turn it into an invoice.
Invoices that mark themselves part paid, paid or overdue on their own.
Issue a credit note that shows by itself whether it is still open.
Proposals, estimates, invoices and more behind one folder-style home.
Add each item from your price list, with its own discount and taxes.
Discount before tax, after tax or on one item, then adjust the total.
Drop saved text and terms into any document in one click.
Stamp the company signature, or a staff member's own, on a document.
Preview, open or download a PDF right in your browser.
Set your own number format for each type of document.
Send a link the client opens to view, download and accept.
Turn a proposal into an estimate or invoice without retyping.
Record full or part payments, and the balance updates itself.
Cash, bank transfer, card, cheque or your own options, with details to print.
A PDF receipt for every payment, for you and for your client.
Apply a credit note to one or more invoices, like a coupon.
Pay a customer back from a credit note, with its own receipt.
Log every expense against the customer, project or bill it belongs to.
Sort expenses into your own categories, each with its own colour.
Pick an item and its rate, unit and taxes fill in for you.
Set up your taxes and units once, then use them everywhere.
Every job tied to its customer, with tasks, bills and files inside.
Tasks with dates, times and owners, linked to the record they belong to.
Share one task's status with anyone by link, no login needed.
Every lead, customer, task and document gets its own chat thread.
Message one person, or talk in a group for a department or the whole company.
A separate thread for each client, kept apart from team talk.
One bell for mentions, assignments and updates, each a click away.
Pop-up alerts on your computer, even with the browser tab closed.
Tasks, documents and reminders on one month or week calendar.
Set a nudge for yourself or a teammate and get told when it is due.
Notes on any record that only you, and your admins, can read.
Files on every record, with a preview right in the browser.
File paperwork by type and see at a glance what has expired.
Share a file to a client's portal with one switch.
Checklists on any record, with items assigned and progress on the row.
Pick a lead source and its starter checklist is added for you.
Several contacts per lead or customer, with one marked as primary.
Each staff member's profile, role, departments and documents in one place.
Decide what each role can view, create, edit and delete.
Limit someone to their own records, or open up the whole workspace.
Give one person extra access without changing their whole role.
One personal account, with a separate profile for each company.
Change your password or email safely, with a check at each step.
Sign in with Google in one click, or use email and password.
Confirm a new account with a 6-digit code sent by email.
Too many wrong passwords lock sign-in for a while, with a countdown.
Sign out every other phone and computer when you change your password.
Screens open with your data already on them, with no blank loading.
Every click applies right away. There is no save button to press.
Keep working when the internet drops, and it updates itself once you are back.
See a teammate's change on your screen the moment they make it.
The same search box, in the same place, on every screen.
Each person picks English or French for their own screen.
The whole app in dark colors, with every screen designed for it.
Reach everything by keyboard, with labels a read-aloud tool can read.
Four short steps from sign-up to a workspace you can use.
Pick your industry and start with roles, statuses and tabs in place.
Run several companies from one login, each kept fully separate.
Sign into a second login in the same browser and flip between them.
Give staff a user ID and password, no email invite needed.
Sign in at a web address with your company name, or connect one you already own.
Your logo in the app and on documents, plus your signature on bills.
Bill each customer in their own currency, locked once a document exists.
Switch off the sections you do not use and reorder the rest.
Call leads "enquiries" or projects "jobs", and it changes everywhere.
Add extra fields of any type to any section, with no code.
Build a whole new tab on leads, staff or documents, with no code.
Label records with tags and filter by them anywhere.
Pin what matters to the top and flag it high or low.
Put more than one person on a record and see who at a glance.
Filter by day, range, month or year with the same control everywhere.
Switch a pipeline between a list and a board in one click.
A full history of who changed what, on every main record.
Short, shareable numbers on every record, and a quick step to the next one.
For your team
A CRM gets used by a whole team. Here is what each role gets out of CIPHER.
One place to see every lead, job and bill, and to decide who sees what.
Every lead followed up, and every quote one click from an invoice.
Every invoice, payment, credit and expense on record, in any currency.
Jobs and tasks that land on time, with nothing quietly skipped.
Clients who can check their own work and reach you in one place.
Most CRMs make you wait on loading screens, stop working when the internet drops, and charge extra for the parts you need. We built CIPHER the other way round, and every one of these comes with every plan.
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Every screen shows your last-seen data the moment it opens, and every click applies right away. No spinner, no save button.
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If the internet drops, you keep working from the data on your device. It updates itself when you are back.
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When a teammate changes a record, it updates on your screen too, and you can see who is online.
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Clients sign in to a portal with your logo to follow projects, accept quotes, see invoices and message you.
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Rename sections, add extra fields and build your own tabs without code, so the CRM uses your words.
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All 92 features come with every plan. You never pay extra to switch a section on.
How it works
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Add your logo and company details, pick your time zone and industry, and you start with roles, lead statuses and tabs that suit your trade.
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Leads arrive from your online enquiry forms or your team, and each one gets an owner, a stage and a follow-up log.
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Send a proposal or estimate the client accepts online, turn it into an invoice, and record payments as they come in.
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Run the job as a project with tasks and checklists, and let the client follow it in their own portal.
Compare | What matters | CIPHER CRM | Spreadsheets + point tools | Generic CRM |
|---|---|---|---|
 All-in-one (leads, projects, billing, portal) | Yes, 92 features included | No, separate tools | Partly, with paid add-ons |
 Conversations on the record | A team chat on every customer, lead and bill | Personal phones and inboxes | Often a separate app |
 Proposals, estimates and invoices | Built in, any currency | A separate spreadsheet | Often an add-on |
 When the internet drops | Keeps working, updates itself when back online | Shared files stop loading | Usually needs a live connection |
 Pay extra per feature | No, every feature in every plan | Per tool | Yes, per user and per feature |
 Setup time | 1 to 3 days | Ongoing, by hand | Weeks of setup |
 Shaped to your trade | A setup for your trade, sections you can rename | Build it yourself | One blank setup |
 Client self-service | Branded customer portal included | Email back and forth | Often extra cost |
No surprises
All 92 features come with every plan of CIPHER CRM. Pricing is based on your team and usage, never on which features you use, so you are never upsold a feature you expected to be standard. And we move your data across for free when you join.
Smart Plan Billed every quarter. All 92 features included.
Contact for pricing
Get a tailored quote What's included:
All 92 features included Leads, customers and projects Proposals, estimates and invoices Team chat, calendar and reminders Offline mode with automatic sync 
Most popular Best value, billed once a year. All 92 features included.
Contact for pricing
Get a tailored quote What's included:
All 92 features included Branded customer portal Extra fields, tabs and section names Access by job role Free data migration 
Security and access We keep client data safe with access by job role, limits on who can see which customers and jobs, and a sign-in pause after repeated wrong passwords, all on 99.9% uptime.
See how we keep data safe 
Each job role gets its own view, add, change and delete rights, area by area.
Let someone work only on their own customers and tasks, or on everything.
The CRM is there when your team needs it.
Too many wrong passwords pause sign-in for a while, with a visible countdown.
Proof 
Potato traders pay storage rent bit by bit as they lift their bags. The Overdue flag tells me which trader to call before his last bags go out.
When a dealer sends back a faulty e-rickshaw battery, its value goes on a credit note in his name. He can adjust it against his next invoice.
Each reefer load for the prawn processing plants needs the set temperature, vehicle number and seal number noted. We put a field for each of those on the load record, so when a plant rings, the office reads the details off the screen instead of phoning the driver.
For your industryPick your industry and you start with roles, lead statuses and tabs that suit it. Jump to your industry hub to see the setup.
Freight enquiries chased on time
Every patient call-back remembered
KYC papers filed, expiry dates flagged
Site visits to bookings, all tracked
Repeat buyers known by name and history
Each admission enquiry followed up
From our own base
192+
businesses run their leads, jobs and billing on CIPHER CRM
CIPHER CRM customer base
1 to 3 days
the usual time to go live, with your old data moved across for free
CIPHER CRM onboarding
4.8 out of 5
average rating, from 192 reviews
CIPHER CRM reviews
Where these come from Figures come from CIPHER CRM's own customer, onboarding and review records across 31 industries.
Still thinking it over? The things business owners ask us most, answered straight.
CIPHER CRM includes 92 built-in features in 6 groups. They cover leads, customers, projects and tasks, proposals, estimates and invoices, payments and expenses, team chat and a calendar, files and checklists, a branded customer portal, and tools to rename sections and add your own fields. You can search the full list above.
Yes. Every screen keeps a copy of the data you have seen on your device, so the app keeps working when the internet drops. A clear reconnecting state shows you are offline, and when the connection comes back it updates itself, including any changes your teammates made in the meantime.
Yes. Your clients get a portal with your logo, not ours, and each contact has their own login. Inside, they see a summary of what needs them, follow their projects, accept or decline proposals and estimates, view invoices and receipts, and message your team in a thread kept apart from your internal chat.
Yes. You can rename any section, so leads become enquiries or projects become jobs, and the new name shows everywhere. You can add extra fields of any type to any section and build your own tabs on leads, staff and sales documents. None of it needs code, and you can switch off sections you do not use.
Yes. You keep a list of the currencies your business bills in, and each customer has their own. Every proposal, estimate and invoice uses that customer's currency, and once a document exists for them the currency locks, so old documents never change. You set up your own tax rates and can apply several per item.
Every workspace has one owner, admins with full access, and staff who follow their role. For each role you choose view, create, edit and delete rights across about 30 areas. You can limit someone to their own records, and give one person extra access without changing the whole role.
Yes. When a teammate changes a lead, task, invoice or any other record, you see it on your screen without refreshing. Every customer, lead and bill has its own team chat, you can see who is online, and if you have the same record open in two browser tabs, both stay in step.
Yes. One login can hold as many companies as you need, each with its own data, branding and team, kept fully separate. A switcher moves you between them in one click and remembers where you were. Each company gets its own web address, or you can connect a web address you already own.
Yes. All 92 features come with every plan. Pricing depends on your team and how you use CIPHER, never on which sections you switch on, so nothing you expected as standard turns out to be a paid add-on. You can still turn off any section you do not need.
Most teams go live in 1 to 3 days. A four-step setup asks for your company details, time zone and industry, then starts you with roles, lead statuses and tabs that suit your trade. We move your existing data across for free, so you do not start from a blank screen.
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The stages a lead moves through, from first enquiry to won or lost.
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A view that shows records as cards in columns, one column per stage, that you drag to move. Also called a Kanban board.
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A document that sets out what you will do and for how much, which a client can accept or decline.
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A priced quote for the work, which becomes an invoice once the client agrees.
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A document that lowers what a customer owes, or refunds them, against an earlier invoice.
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A private area where your clients sign in to see their projects, documents and messages.
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Settings that decide what each person can see and do, based on their job role. Also called role-based access.
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A field you add to a record, like a date or a dropdown, to hold details your business needs. Also called a custom field.
We're here to help
Leave a few details and we call you within a day to walk you through CIPHER CRM set up for your trade. There is no commitment and nothing to sign.
On the call we map out your sales stages, answer whatever you want to ask, and show you exactly how your team would work day to day.
Book a free demo
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