03 Inputs
Where the records come from
Six channels, one record. Deduplication happens at the point of arrival because that is the only moment it is cheap.
- Website forms creating a lead with the page, campaign, ad group and timestamp attached, so marketing spend can be traced to closed revenue.
- WhatsApp conversations attaching to the record automatically. The salesperson keeps talking where the customer already is, and the CRM keeps the history without re-typing.
- Calls logged with duration and outcome, from a cloud telephony number or the salesperson's mobile, so "I called them" becomes a fact rather than a claim.
- Email threads attached both ways, including replies that arrive after the deal has changed owner.
- Ads and marketplaces posting leads directly, with the source preserved rather than flattened to "online".
- Deduplication on arrival, matching on phone, email and company name, with a merge rule deciding which record survives and what carries across.
04 Compliance
What automated follow-up is allowed to do
Three channels, three different rule sets. Getting this wrong does not produce a warning; it produces messages that are silently never delivered.
| Channel | What is required | Practical effect |
|---|---|---|
| A lawful purpose and a working unsubscribe | The easiest channel, and still the one most often abused | |
| Approved message templates on the business platform | Template approval is a lead time, so it is requested in week one | |
| SMS | DLT registration of the entity, sender header and every content template | Unregistered messages are blocked by the operators, not merely flagged |
| All three | Consent purpose, timestamp and a withdrawal route on the record | Withdrawal has to actually stop the sequence, not just set a flag |
- Commercial messaging is consent-first almost everywhere: CAN-SPAM in the United States, and the ePrivacy rules read with the GDPR across the EU and UK, each requiring a real opt-in, an identifiable sender and a working unsubscribe.
- Contact data is governed by the General Data Protection Regulation wherever those contacts are in the EU or the UK, and by an equivalent regime elsewhere.
05 Delivery
How we do it
Stages first, then capture, then follow-up, then the reason for a salesperson to open the thing. That order is not negotiable, because each step depends on the one before it.
Step 1: Cut the stages
Every stage needs one observable exit criterion. Eleven usually become five, and the forecast becomes readable for the first time.
Week 1Step 2: Capture and deduplicate on arrival
Web, WhatsApp, call, email, ads and marketplaces into one record, matched on phone, email and company name.
Weeks 1 to 2Step 3: Log activity from the channel
Calls, emails and WhatsApp threads attach themselves. The CRM stops depending on anyone remembering to type.
Weeks 2 to 3Step 4: Automate follow-up inside the rules
Sequences by stage and by silence, with template approval and DLT registration started early because both have lead times.
Weeks 3 to 5Step 5: Give the salesperson something back
Their next actions, their pipeline value, their ageing deals. A CRM that only reports upward gets filled in once a month.
Week 5 to 6
Cutting from eleven stages to five was the whole thing. For the first time the forecast and the order book pointed in the same direction.
06 The people
Who do you actually work with?
Four founders, named. A CRM is adopted or abandoned by the sales team, so the people who design the pipeline are the people who train it.
One team from the stage cleanup to the first month of live use. Whoever designs the pipeline is the person who trains the people in it.
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Dhanush Prabha
Co-Founder, CTO and CMO
Wires every channel in, deduplicates on arrival, and builds the sequences and the dashboards.
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Sriram Ravichandran
Founder and CEO
Cuts the stages to what is observable, sets the exit criteria, and owns adoption with your sales lead.
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07 Cross-border
How do we work with clients in another country?
None of this needs you to be in any particular country. The work is remote either way, so these are the answers a buyer asks for before signing, and they are the same on every engagement we run.
Working hours
Our day runs on UTC+5:30. The overlap window with your team is written into the scope rather than assumed, and everything outside it runs asynchronously.
How we communicate
One written update a day on the channel you already use, a standing weekly call inside the overlap window, and a named person to escalate to. Nothing important is agreed only on a call.
Who you contract with
Synerdyn Private Limited, the company behind IncorpX, named in the agreement with its registration number. The governing law and the forum are agreed before you sign, not after a dispute.
Currency and payment
Invoiced in your currency or in ours, your choice, and settled by bank transfer. Milestones are tied to deliverables you can see, never to elapsed time.
What you own
Copyright in everything built for you is assigned on final payment: source code, design files, prompts, configuration and documentation. Third-party licences are listed by name so nothing is a surprise later.
Where data sits
You choose the region your data is stored and processed in, and the answer is written down before the build starts, with who at IncorpX can reach it and for how long.
Offset from our working day standard time
- London-5:30
- Dubai-1:30
- Singapore+2:30
- Sydney+4:30
- New York-10:30
- San Francisco-13:30
IncorpX is a brand of Synerdyn Private Limited. The contracting entity, the governing law and the invoicing currency are all named in the proposal before you sign anything.
08 Reference
Terms used on this page
- Stage exit criterion
- The single observable fact permitting a deal to enter the next stage. Without one, a stage is a feeling with a name.
- Deduplication
- Matching an incoming record against existing ones on phone, email and company name, with a merge rule deciding what survives.
- Pipeline ageing
- How long each open deal has gone without activity. The fastest way to find out how much of a forecast is fiction.
- Loss reason coding
- A required, structured reason on every lost deal, which is the only data that tells you why you are losing.
- Sender registration
- Registering the sending entity and its message templates with the operator or platform before commercial messages are delivered. The form it takes differs by market; the requirement for a real opt-in and a working unsubscribe does not.
- CRM
- Written CRM: the system of record for prospects, opportunities and the activity against them.
- Sales order write-back
- Creating the order or invoice in the ERP automatically when a deal is won, so nothing is retyped.
- GDPR
- The EU and UK data protection regime. Article 83 sets administrative fines of up to €20 million or 4% of worldwide annual turnover, whichever is higher, which is why consent, retention and access control are build decisions here rather than paperwork.
09 Questions
CRM automation FAQs
Next step
Send your stage list and an export of the open pipeline.
You get back which stages have no definable exit, how many records resolve to how many real buyers, and what share of pipeline has not moved in 30 days. Free.
Read by Dhanush Prabha, our CTO, not a form queue. Reply usually within one working day, in your time zone.
