Everything Nametech has built, feature by feature

One page per client

Every client has one page where every email, text, call, meeting, note, file, quote, letter, invoice and payment sits on a single timeline, so nobody has to ask where things stand.

What sets it apartMost CRMs stitch email and billing in through add-ons; here every channel and every dollar is native to the same record.

The activity net

Every touch a client makes, from opening an email to visiting their portal or signing a letter, lands in one live stream per client and one for the whole business.

What sets it apartPortal visits, letter views and email opens share one stream with calls and texts instead of living in separate apps.

Pipelines and deals

Run several sales pipelines with deals as their own records carrying value and stage, dragged between stages, and switch the whole module off if a business does not sell that way.

What sets it apartThe pipeline is a switchable module; turning it off hides every door and keeps the data.

A board that moves on evidence

The engagements board places each client after the furthest thing that really happened, such as a signed letter or a paid deposit, so a stage is never typed by hand and retainers run on their own track.

What sets it apartStages are derived from real records, so the board cannot disagree with the data.

Stage playbook

Ten per-stage work boards tell you the next job for every engagement, from first lead through requirements, letter, build, delivery and recurring care.

What sets it apartThe pipeline tells you what to do next, not only where a deal sits.

Project cockpit

Each project has a cockpit showing its estimate, engagement letter, deposit, milestones, installment plan and every monthly fee, each one ready to be billed from the same screen.

What sets it apartThe agreed scope, the contract and the billing share one screen and one set of numbers.

Tasks and My Day

Tasks carry due times, repeat on a schedule, move across a To do, Doing and Done board, attach to deals, projects and meetings, and gather into a My Day list.

What sets it apartTasks are created automatically from calls and meetings, so promises become tasks without retyping.

The missed-anything radar

A radar lists every inbound message unanswered for more than 24 hours on any channel, meeting promises from the last 30 days and open deals nobody has touched in 10 days.

What sets it apartIt watches email, texts, calls and meeting promises together, which single-channel tools cannot.

Churn risk with reasons

At-risk clients are listed with the plain reason, such as no reply in 45 days, no meeting in 90 or no payment in 45, and one tap opens a re-engagement draft.

What sets it apartEvery risk flag shows its reason instead of an opaque score.

Duplicate finder and safe merge

Duplicates are found by email, phone or name, and a merge moves every linked record in the database itself with an exact undo, so merging never loses a client's history.

What sets it apartThe merge runs inside the database across every table that points at a contact, not in the browser.

Who opened which link

NameCRM shows who opened a link you sent, from which message, how many times, and on which of their devices, right on their profile.

What sets it apartLink opens are tied to the exact text or email that carried them.

Per-section read time

NameCRM shows which sections of a quote the client read and for how long, so you know whether they reached the price or the terms.

What sets it apartSection-level read time is uncommon outside dedicated proposal software.

Sign on a private page

Clients sign on a private page by drawing or typing their name and agreeing, with time and IP recorded and double signing blocked.

What sets it apartReplaces a separate e-signature subscription.

Revise a sent agreement

A sent agreement that is not signed yet can be revised: the client's old link pauses and says it is being updated, so the old version can never be signed, and the new link goes by email and text.

What sets it apartThe sent text is never edited: each revision is a new version, and the earlier one is kept.

Harvest a contact from a conversation

Name, email, website and phone are pulled from a text thread by pattern matching with no AI, each shown with the message it came from.

What sets it apartPrivate text threads are never sent to an AI for this.

A bell grouped by person

The bell groups texts, emails, missed calls and voicemails by person, pops up what is new, catches you up on what came in while you were away, and what you read clears on every device, for you alone.

What sets it apartRead marks are personal, so one teammate opening a chat never clears it for another.

Money and deadlines on every engagement

Engagement cards show what was paid of what was agreed, the next payment, the monthly fee and the days to a set deadline, amber within a week and red when late, and a Table lists them all with filters.

What sets it apartThe board, its Table and Billing read one money ledger, so they cannot disagree.

Client page opens on the brief

A client's page opens on a short brief with the one money step that matters next and a billing panel that every invoice reads from.

Stay-in-touch cadences

Set how often you should speak to each person and NameCRM shows who has slipped past it, with one definition of overdue used everywhere.

Know when a client is reading

The bell rings when a client replies, when they have spent a minute reading a letter or quote you sent, and again when they come back to it after 30 minutes away, so you can call while they read.

Custom fields, tags and saved views

Add the fields your business needs, manage tags in one place, and save any filtered contact list as a view you can reopen in one click.

Bulk actions, inline edit and columns

Select many contacts for one action, edit any cell in place with an instant rollback if the save fails, and choose which columns the table shows.

Companies as records

Companies are records of their own, linked to their people, deals, files and notes.

Notes as a timeline

Notes are first-class records on contacts, deals and companies, shown as a timeline with attachments and pinning.

Command palette and search

Ctrl or Cmd K reaches every person, page and action, and the header search finds words inside emails, texts, notes, deals and files, grouped by type.

Mappable keyboard shortcuts

Keyboard shortcuts can be remapped in Settings, and they never fire while you are typing an email.

Your own lead sources

You define where leads come from, and every report and score uses your list rather than a generic one.

Estimate Studio

Build fixed-price packages whose line items describe scope, with discounts as a target price, an amount or a percent, tax on top or included, and installment plans.

One calculation everywhere

One money calculation feeds the estimate, quote, letter, invoice and PDF, so the price a client agreed can never appear differently anywhere else.

Quotes with up to four options

A quote can offer up to four options, each priced on the server with tax, deposit and optional monthly fee, and the one the client picks becomes the money everywhere.

Add-ons and a question box

Clients tick optional add-ons on the quote page and ask a question in a box that reaches you, on any phone.

Accept online, deposit invoiced

A client accepts a quote online by typing their name, recording time and IP, and acceptance raises the deposit invoice, drafts the balance and tells you.

Quote PDF and revisions

Quotes print as a branded PDF with tax facts, and Revise publishes a new numbered quote that replaces the old one while keeping it on file.

Quick quotes for any client

A quote can be written for any client from Billing without a project, and stays a draft that reaches nobody until you tick how it is delivered.

Engagement letters from templates

Engagement letters are built from per-service templates filled from the project's own facts, and several services can merge into one letter.

Letter versions

Every letter keeps its earlier versions with one-click restore.

Server-built letter PDF

Letters render as a real server-built PDF with page breaks, the company mark, installment plans and a counter-signature block stamped once signed.

Letters that protect you

Every letter template says what is included, states that anything not listed is not, and carries the protections without promising response times or cadences.

Money already paid stays paid

When a client paid before the agreement, their payment plan can carry that money as received, so they are never asked or invoiced for it again and their next payment settles the next row.

Agreements go to the right person

Before an agreement goes out, Send names the person it goes to and waits a beat, and warns first when the letter just appeared or the list just changed, so you catch a wrong name before it goes.

Sign inside the portal

The agreement opens framed inside the client's portal and is signed without leaving it, and only NameCRM and the portal may frame it.

Signed copy with the next step

Once signed, both sides get the PDF plus the next step: pay the first month, view the paid invoice, open the portal, or book a call in one click.

Signed copy filed and shared

The signed PDF is filed on the client's record and shared into their portal files, and staff can resend it.

Viewed means the client

A letter or quote is only marked viewed when the client opens it, never when you or your staff preview it, and a draft is never viewed.

Signing closes the older letter

When a client signs, any older letter on that engagement closes by itself and stops asking them to sign in their portal, and you get a notice.

Website audit in minutes

A polite crawler reads up to 15 pages of a prospect's site for broken links, contact details, trust signals and technology, and Google PageSpeed scores it.

Technology detection

The audit recognises about 70 technologies, tracking pixels, mail providers and schema on a site.

Brand extraction

NameCRM reads a site's colours, fonts and logo and proposes a palette, checking the site's leading colour agrees before it trusts the logo.

Research brief and estimate draft

From the crawl and client history, AI writes positioning, voice, a sitemap, recommended templates and open questions, plus a draft estimate.

Publish outputs to the portal

Mockups and reports from a run are reviewed in a file manager and published into the client's portal.

Findings become action

Any finding can become a task, a talking point or an outreach draft, and many sites can be assessed in one batch.

Website enquiries into the CRM

Your website's forms land as matched contacts with a notice to you, and job applications are filed and tagged separately.

Contest and workshop pages

Public sign-up pages for contests and workshops tag each entrant, confirm by email and text, and a prize draw picks its winner on a wheel at the set time.

Where you met, on every contact

Every new contact records where you met them, from a list of places you can add to, with the date and the chapter, and card batches and sign ups feed a report on whether the event was worth it.

Social account finder

NameCRM finds a business's social profiles from its own website, then searches the web as a labelled fallback, and saves nothing until you accept.

Block newsletter builder

A drag and stack block builder renders Outlook-safe email with a preview identical to what sends, plus a brand kit and five starter templates.

Broadcast campaigns

Campaigns take three steps, show the audience as a sentence, check seven things before sending and preview the email as it will arrive; a scheduled campaign starts within about five minutes of its time, in your letter frame and signature.

Segments with every exclusion named

Audiences are built from tags and saved views with exclusions, and every excluded person is named with the reason.

Refuses to send without a legal footer

A campaign refuses to send without a mailing address and one-click unsubscribe in its footer.

Resend to non-openers and analytics

Send again to the people who did not open, as a new campaign linked to the first, pause and resume a send while it goes out in batches, and see opens and clicks as a share of the mail delivered.

Sequences that stop on a real reply

Drip sequences stop the moment someone genuinely replies, recognise out-of-office replies as not a reply, and show the reason each one stopped.

Bookings credited to the campaign

When someone books on your booking page within 30 days of being sent a campaign, with the same email address, the booking is credited to that campaign, and its card counts those bookings.

Your brand in the app

Your accent colour, logo and business name run through the whole app, with in-app help, a feedback button and a what's new panel.

Settings in one rail

Settings is a rail of sections on one page rather than one long scroll of forty cards.

One conversation per person

Everyone who texted, emailed, called or wrote in their portal sits in one list with one timeline each; whoever waits on an answer shows first with how long, gets an AI reply drafted when opened, and the bell lists them.

Never signed is deleted, signed is cancelled

From the board, the Table or its page, an engagement that was never signed can be deleted and its sign link stops, while a signed or running one is cancelled instead, keeping its records.

QuickBooks Online mirror

Customers, estimates, invoices, payments, refunds, fees and payouts are mirrored to QuickBooks Online with the same numbers, and card money runs through a clearing account so nothing double counts.

What sets it apartThe accountant works in QuickBooks with no double entry.

Every bill ahead, on its day

Billing's Upcoming page shows every bill your agreements and plans will send in the next 12 months, each on its own day, by month, by agreement or on a calendar, and lists apart those still waiting for a day.

What sets it apartIt reads the same schedule the morning invoice run uses, so what it shows is what will go out.

Card wallet

A client can keep several cards on file, Stripe holds every card number, and the default only changes for a good reason such as expiry or two failures.

What sets it apartCard-on-file billing without the CRM ever touching a card number.

Sign, then pay the first month

After signing a monthly agreement, the client pays the first month by card in one step, the card is saved for future months, and a decline gets one polite try-another-card email.

What sets it apartSigning, first payment and the recurring plan happen in one flow.

Full-page invoice builder

A full-page invoice builder saves as you type, with tax per line, No GST lines, a discount line, due terms, memo, PO reference and CAD or USD.

One catalogue across three systems

Line items autocomplete from your services, QuickBooks items and Stripe products at once.

Numbered only when Stripe agrees

An invoice is finalized through Stripe and verified to the cent, and if the totals disagree the Stripe copy is voided and your draft stays untouched.

Invoice page with a timeline

Each invoice page shows one card for its state and a timeline from drafted to finalized, sent, paid and refunded.

Invoice email with Pay button

Invoice emails carry a Pay button and the PDF attached, and the PDF prints the GST number with a draft watermark until it is final.

Invoices that deliver themselves

Payments set in a signed agreement are invoiced by email and text on their due day, the first one when the client signs, plan renewals too, and a fully paid invoice sends exactly one receipt.

e-Transfer, cash and cheque

Record an e-Transfer, cash or cheque against an invoice, with part payments that never make Stripe ask for too much.

Refunds, credits and write-offs

Refund part or all of a payment, credit an open invoice without moving money, or write it off, and each reaches the books correctly.

Collections queue

Overdue invoices line up oldest first with reminder drafts that escalate from gentle to firm to final, plus a promised-date field that shows when a promise is missed.

Receipts that send themselves once

A factual receipt goes to the client automatically once money settles, exactly once, and never claims a card was charged for an e-Transfer.

Payments counted once

Stripe events are verified and stored before they are applied, so a payment is counted exactly once and paid never flips back.

Survives Stripe API changes

One compatibility reader understands every shape of Stripe's data, so a Stripe API change cannot quietly break payments, receipts or plans.

Payments and declines reach you

When a client pays an invoice online, the bell and your phone say who paid and how much, and when a plan renewal or a scheduled card charge is declined, the bell says why.

Revenue in one currency

US dollar payments are stored with the Canadian amount Stripe actually settled, so every revenue total adds in one currency.

Three-way reconciliation

Totals are checked across Stripe, NameCRM and QuickBooks, a sale is linked once so it never becomes a second invoice, and nothing merges silently.

Books tab

Revenue, expenses and profit by month are read live from QuickBooks' own reports, so the CRM never shows a second answer.

Bookkeeping rule book and review queue

A rule book files recurring transactions and a review queue catches the rest, so books are kept weekly instead of at tax time.

No phantom invoices

The zero-dollar trial invoices Stripe opens for future-dated plans are never turned into real invoices or sent to the books.

Billing in nine pages

Billing has nine pages, from an Overview of your books and recurring revenue to Upcoming, Invoices, Plans, Payments and Clients, and every row opens its full record with a menu of what you can do.

Statements of account

Any client's statement shows every invoice and payment, how many days each open invoice is past due, and a Pay by card button on each one that takes cards, ready to print or send as a draft with the PDF.

One press moves money once

Recording a payment, a credit or a refund is saved in one step, so a double press, a retry or two open tabs never records it twice or sends money out twice.

Who pays slowest

Billing's Payments page shows how fast clients pay and who pays slowest, and its Clients page shows what each client owes and has paid this year.

Plans that bill themselves

Recurring plans collect by emailed invoice or by charging the card on file, and the Plans board shows every running plan with monthly and yearly totals in Canadian dollars.

Care plans from acceptance

A care plan is scheduled when a quote is accepted and started on delivery, with pause, resume and cancel at period end, and failed renewals drafted for follow-up.

Ask any contact for a card

Send any contact a secure link to add a card, valid for 60 days, with their consent recorded.

Monthly charge from the plan

A client's monthly charge is always read from their live plan, so the number on their record cannot drift from what is actually billed.

Knows how each client pays

The invoice and plan builders know whether a client pays by card or invoice and default to the card on file.

Card installments on the agreed day

A payment the signed agreement charges to a saved card is charged on the day it sets, or invoiced by email and text when no card is saved, and wording it cannot read for sure waits for a person.

Signing sets up the monthly plans

When a client signs, each monthly service in the agreement becomes a plan waiting to start, so launch day is setting one date instead of building plans by hand.

Microsoft 365 inbox inside the CRM

A full mail client runs your Microsoft 365 mailbox inside the CRM, with folders, conversations, flags, reply and forward, search across a whole folder, Unread and Needs reply filters, and delete only ever moves mail to Deleted Items.

What sets it apartA full mail client inside the CRM rather than a sidebar plug-in.

Every email filed to the right client

Mail you send from Outlook directly, and every reply you receive, is filed onto the right client automatically, with history backfilled to January.

What sets it apartMail written outside the CRM still reaches the client page and the AI.

People, Automated and slop

Every inbox row is sorted into People, Automated or marketing slop by rules you teach in one tap, known contacts and Microsoft's own verdict, before any AI is spent.

What sets it apartA new lead defaults to People, so a real person is never foldered away.

One branded email shell

Every email the system sends, and every email you compose, goes out on one branded layout, and a build gate refuses any code that tries to send a second look.

What sets it apartBrand consistency is enforced by an automated gate, not a style guide.

Canadian anti-spam consent at send time

Consent under Canada's anti-spam law is checked at the moment mail leaves, failing closed, and every commercial email carries a one-click unsubscribe with undo.

What sets it apartCASL compliance is built into the send path, not left to the user.

Emergency mail rail

If your mail provider blocks outbound sending, NameCRM switches to a second delivery rail and files a copy in Sent Items, with a banner saying which rail is active.

What sets it apartAutomatic failover to a second mail provider is rare in small-business CRMs.

The CRM is the phone

Your business number rings every open NameCRM browser and app and your cell phone together, the first to answer wins, and on computers and Android phones the notification itself carries Answer and Decline.

What sets it apartA full business phone inside the CRM, replacing a separate phone service.

A booking makes the client's portal

A new booking finds or creates the client's portal, branded from their own website, and the confirmation email carries its link.

What sets it apartEvery new client arrives with a portal and nobody sets it up by hand.

Suggest a place

For in-person meetings the calendar suggests vetted spots near you, near the client, halfway or in any city, checked against the day and time.

What sets it apartBuilt for businesses without an office.

A private portal per client

Every client gets a private, branded portal with their deliverables, design previews in a phone frame, estimate, billing, files and messages.

What sets it apartThe portal is fed live by the CRM, not a separate tool to keep in sync.

Private message thread

Each client has one private thread in their portal, answered from the CRM like texts, with Seen receipts both ways, an unread badge on every portal page, and a notification on your phone that names who wrote, never their words.

What sets it apartYour phone notice of a client's message never carries their words or a file name; the email that tells a client you wrote shows only the opening of your message.

The portal vault

Messages and Files ask for a 6-digit code emailed to the address on file the first time on a device, valid 10 minutes, then the device is trusted for 30 days.

What sets it apartBank-style second-factor protection on a client portal.

Every business address, no per-mailbox setup

Any address on your Microsoft 365 business account can send from the CRM through one organisation-wide connection, with its own signature, and replies go out from the address the client wrote to.

Queue for review

A message can be queued for review instead of sent, and the Outbox shows every scheduled and review item as a chat, grouped by person.

A composer that knows the client

The composer rail follows whoever you are writing to, shows what the AI knows about them, and attaches the actual invoice, quote or letter PDF rather than a link.

Undo send

Every email has a short undo window after you press Send.

Send later that keeps its promise

Emails and texts can be scheduled for the exact time you pick, moved from the Outbox, and can never send twice or after you cancel.

One switchboard for automatic messages

Settings lists every message clients receive on their own, each with its own on and off switch, and nothing an AI writes is ever among them.

Templates with a blank guard

A template library with folders and merge fields refuses to send while any blank is unfilled, so no client ever receives a raw placeholder.

Drafts that follow you

A saved draft lands in your real mailbox Drafts folder on every device and keeps its attachments and Bcc when you pick it up again.

Signature designer

A signature designer builds a branded signature card with logo and live preview for each sending identity.

Every email fits a phone

An automated check renders all 37 system emails at phone width and refuses any that overflow or wrap a button.

Mail that survives dark mode

Outgoing mail is wrapped so a recipient's dark mode does not paint black text on black, pasted text is cleaned of colours that would break it, and mail you receive is recoloured for dark theme with pictures untouched.

Unsubscribe from incoming newsletters

Newsletters you receive can be unsubscribed from in one click inside the inbox.

Honest bounce health

An address is only marked bad on a real permanent failure, so a spam filter on the other side never gets a good client blacklisted.

Open tracking

Email opens are tracked and shown on the client's timeline, and your own reading is never counted as the client's open.

SPF, DKIM and DMARC check

A built-in check reads the SPF, DKIM and DMARC records on your sending domains so mail lands in the inbox.

Internal notices kept internal

Notices meant for you come from NameCRM to your own inbox and stay off the client's record, while letters to clients come from you by name.

Recipient autocomplete

To, Cc, Bcc and the text field autocomplete from your contacts, with visible wells so you always see who a message will reach.

Clear the unread pile safely

On Unread, Clear marks old and promotional email read in one press after showing how many and who from, never mail from a contact or one still owed a reply, and everything has an Undo.

Two-way texting per client

Texts are threaded per client with delivery receipts that settle each bubble, so texting lives on the client record instead of someone's personal phone.

Picture messages both ways

Pictures can be sent and received in texts, on their own or with words, now or later, and incoming pictures are kept in private storage.

Several business numbers

Each business number has its own inbox, you choose which line sends, and a reply always goes out from the number the client texted.

Text composer with honest counter

The text composer has an emoji picker, dictation, AI draft and polish, and an honest counter that shows how many texts the carrier will bill for.

Call bar with hold, mute and transfer

A call bar follows you around the CRM and survives a refresh, with hold, mute, add a person, transfer and a keypad.

Never lose a call or text

A daily reconcile asks the phone carrier what it holds and brings home any text, picture or voicemail the CRM missed; its first run recovered 7 lost texts.

Line audit and backup routing

Every business number's call, text and backup settings are read from the carrier and shown in one place, and every line gets a carrier-hosted fallback.

Old phone history imported

Nine months of texts and voicemails from a previous phone provider were imported and threaded onto the right clients, playing from private storage.

Inbox controls for every text chat

Every text chat can be marked unread, pinned, muted for the team, archived until they text again, snoozed, given to a teammate, labelled Lead, Client or Vendor, or blocked from alerting you, by menu, right click or swipe.

React and reply inside a text

React to a client's text with any emoji, sent to them as a text, reply to one message, copy it, hide it in a trash you can restore, or retry a failed one, by holding, swiping or tapping twice.

A refused text tells you

If a phone carrier refuses a text to a client, the bell says who and why and opens the chat, and links inside texts use addresses that carriers deliver.

Move a live call between devices

Move a live call from the app to the owner's cell phone, to your other signed in devices, or back from a cell, and the caller is never left alone or on hold music.

Follow-up loop and no-show tracking

After a meeting you record completed, no-show or cancelled with a note, a follow-up is prompted, and repeated no-shows flag the contact.

A Google-grade calendar

Day, three-day, week, month and agenda views with drag to move and resize on a 15-minute snap, recurrence, guests and Google colours, built to feel like Google Calendar.

Two-way sync in seconds

Changes in NameCRM reach Google instantly, and changes made in Google arrive within seconds through a push channel with an hourly safety check.

Invite receipts and guest replies

Calendar invites show Google's receipt and every guest's reply on their chip, and an edit in NameCRM never wipes a guest's acceptance.

Google Meet links and invites

Toggling Google Meet mints a real Meet link and ticks the invite email, with contacts suggested as guests.

Public booking page

Clients book from your real free time in their own timezone, with lead time and business days respected, reschedule or cancel from a private link, and are never offered a time when the calendar cannot be checked.

Pre-call questionnaire

Prospects answer a short questionnaire that adapts to the topics they picked, and the answers land as a pinned note, a notification and an email before the call.

Bookers get a branded confirmation

The person who books gets your own branded confirmation email and a text with a deep link, plus a Google Meet link when online; changes and cancellations go the same way, and Google emails nobody.

Everyone told when a meeting changes

When a meeting is moved, cancelled or its place changes, everyone on it is told once, whichever screen made the change, and a change made in Google Calendar is checked with the owner before the client is told.

Meeting types and availability

Define bookable meeting types with duration, buffers, minimum notice and a daily cap, plus working hours, blocked dates and statutory holidays that booking honours.

Book from the client page

A scheduler on the client's own page shows your real month and availability and books without leaving the record.

Private calendar feed

A private, rotatable subscribe link puts your NameCRM calendar on any phone calendar, and booking confirmations carry a calendar file.

Appointment reminders

Clients are reminded by email 24 hours and 30 minutes before a meeting, a moved meeting is reminded for its new time, and a reminder never fires twice.

A portal from birth

The database gives every new contact a portal the moment they are created, from any door, and a trashed contact's portal closes.

Find my portal

A client can ask for their portal link on its front page and it is emailed only to the address on file, with the same answer whether or not the address is known.

Progress worked out from evidence

The portal home shows the client's stage worked out from real evidence, never typed by hand, plus what is coming up and what was recently completed.

What we need from you

A short list of what the client owes, such as a letter to sign, a quote to answer, an invoice or a failed card, each a tracked one-tap action.

Meeting door

Upcoming meetings show a live countdown and a Join button, and the client can add, reschedule or book time from the portal.

Connect card

Every portal carries the owner's card to book, call, text, email or save the contact in one tap.

Quotes inside the portal

Clients read, choose and accept quotes inside their portal.

Billing in the portal

The portal shows open invoices with a pay page and PDF, receipts, the running plan and any first month due.

Files both ways

Clients upload and download files in their portal, and a request such as send us your logo stays open until an upload answers it.

Previews that expire

A mockup can run on its own clock with a watermark and copy guard while the rest of the portal stays open.

The emailed link is the key

A signed link from an email or text opens the client's portal directly with no password, and passwords are kept for protected sections only.

A portal that never expires

A client's portal never expires: a sign-in link goes to the email or phone number on file, a short form asks for access when neither works, and the client lands where they were going.

Portal as one offline file

A whole portal can be downloaded as a single offline HTML file, with each proposal also available on its own.

Portal replies reach their phone

When you answer a client in their portal, they also get a text with the first words and a link to the chat, held during quiet hours you set, and a message holding a long number is never quoted.

A client's picks are never lost

Options a client ticks on a portal pricing page are saved as they tick, both sides open on the latest picks, staff changes are kept apart from the client's, and every save stays in a history.

Contractor hours in their portal

An owner or admin marks a contact as a contractor or employee; their portal gets an Hours page to log time and see reviews, statements and payments, and you approve, adjust, question or refuse hours and record payouts.

See when a client is online

A green dot and Online now show on a client's picture while their portal is open on their screen, and when it is not, how long ago they were last there.

NameDrive per client

Each client has a Drive-grade file space with folders, thumbnails, whole-folder drag and drop, previews, search, a storage meter and files up to 200 MB.

Company drive

A company drive holds the business's own files beside every client's.

Sensitive folders

Sensitive folders ask to confirm before opening, stay out of the client overview, keep the flag when moved, and can never be shared by link, enforced on the server.

Share and upload links

Send branded view links that expire in 1 hour, 1 day or 7 days, or a folder upload link that needs no account, and revoke either at any time.

Docs and sheets built in

Write documents and spreadsheets inside the CRM, with formulas, formatting, version history, PDF and true Excel export.

Your recordings, not the carrier's

Call recordings, message text and pictures are copied into your own private storage, verified, and then deleted from the phone carrier so no copy sits outside your control.

Lead score and client health

Each client gets a score out of 100 from weights you control, such as staying in touch, replies, money on the table and depth of work, plus a health scale that actually separates clients.

What sets it apartThe owner sets the weights, and reply intent from AI can be added as an optional factor.

AI lookalike finder

An optional AI pass looks only at names and companies to group likely duplicates spelled two ways, and nothing is changed until you review and merge.

What sets it apartThe AI sees names and companies only, never emails, notes or money.

AI that learns how you write

NameCRM measured its owner's writing across 1,047 of her real sent messages, pairing her replies with the messages they answered, and a new voice profile only goes live when a person approves it.

What sets it apartThe voice comes from your real sent mail with quoted history stripped out, not from a tone slider.

Drafts in your voice from the whole record

AI drafts an email or text as you, grounded in the client's emails, texts, notes, meetings and projects, never their payments or invoices, and is forbidden to invent a meeting, price or date.

What sets it apartDrafts wear your learned voice plus real past exchanges with that same person.

No AI tells

Every piece of AI-written text passes a deterministic cleanup that strips the dashes and stock phrases that make writing read as machine made, and a gate stops any that slip through.

What sets it apartA code-level scrub on every model output, enforced by a build gate.

AI receptionist on your own line

When nobody picks up within the ring time we set with you, 20 seconds by default, the AI receptionist answers your business number, day or night, greets callers on file by name and handles up to five calls at once.

What sets it apartThe receptionist lives inside the CRM, so it knows each caller's history, calendar and open work.

Honest about being AI

Every call opens by saying it is the owner's AI assistant and that the call is recorded, and it says so again whenever a caller asks.

What sets it apartDisclosure is proven by a graded test call, not only written in a prompt.

Our own real-time audio relay

Calls run through NameCRM's own audio relay linking the phone line, speech recognition, Claude and the voice, and it starts speaking as soon as the first part of its reply is ready instead of waiting for the whole reply.

What sets it apartA self-built relay instead of a hosted voice-bot platform, tuned call by call.

Books, moves and cancels on the call

While the caller is still on the line, the receptionist books, moves or cancels a meeting in the real calendar, adds a Google Meet link and sends the invite.

What sets it apartBookings land in the same calendar the business runs on, with invite and text sent mid-call.

Every booking checked before it is spoken

A time the assistant is about to confirm is checked in code against open hours first, and if the slot is taken it offers the next one in the same breath.

What sets it apartThe model never gets the last word on availability; code does.

Account answers the AI never sees

A caller already on file can get their invoices and plan texted to the number on file, built by code so the AI never sees a single figure.

What sets it apartMoney stays out of the model entirely.

French, Hindi, Urdu and Punjabi

The receptionist hears French, Hindi, Urdu and Punjabi callers in their own language and replies in spoken French or Hindi.

What sets it apartMultilingual South Asian support is rare in receptionist products built for Canada.

Listen live, whisper, take over

From a push notification you can listen to any live assistant call, whisper an instruction the caller cannot hear, or take the call over yourself.

What sets it apartA human can step into an AI call at any second from a phone.

Urgent and emergency rules in code

An emergency cue puts the 911 line first by code, and an urgent caller is flagged, never promised a day, and gets a callback task due now.

What sets it apartSafety rules are enforced in code rather than trusted to a prompt.

Outbound missions

Type a goal in plain words and the assistant writes a brief, places the call, waits on hold, never pays or commits, and reports back with a verdict.

What sets it apartThe same assistant that answers your line also runs phone errands for you.

Every call graded

Every assistant call is scored out of 10 by a judge that cites the transcript line, capped by code checks for countable mistakes, and the weekly review carries the average.

What sets it apartAI call quality is measured on every call rather than assumed.

A practice caller that tests the receptionist

By November 8, 2026, an AI caller had placed 343 practice calls to our own line across 59 scripted situations, from angry clients to French speakers and robocalls; 317 were graded and 185 failed, showing us what to fix.

What sets it apartScripted test calls show us what the receptionist gets wrong, the way leading voice AI teams test.

Summary, promises and money

After a meeting the transcript is split by speaker, and AI proposes a summary plus wants, promises, tasks and money for you to accept or decline.

What sets it apartSuggestions stay separate from your own notes until you accept them.

AI wording with numbers locked

AI rewrites a letter's wording from your intake notes, a digit lock restores any clause whose numbers changed, and unfilled placeholders block sending.

What sets it apartAI can polish a contract but cannot alter a price, date or quantity.

AI report with measured scores

A consultant-style report combines measured evidence with your criteria, takes its four scores from PageSpeed rather than the AI, and ends with a fix or rebuild verdict.

What sets it apartThe AI cannot invent a performance number.

Cloud build and research runs

One click starts a hosted AI agent to build mock pages or run deep market research, each with a hard dollar cap, a stop button and measured cost.

What sets it apartAgency-grade mockups and research launched from the client record, with spend capped per run.

AI daily briefing

The CRM gathers who is due, churn risks, stalled deals, meetings and recent opens, and AI only ranks them with a reason each, filtering out anything it invented.

What sets it apartThe AI ranks facts the CRM supplies; it cannot add new ones.

Important dates

Birthdays, anniversaries and renewals surface before they pass, each with a one-click AI greeting drafted for you to review.

Reply-ready threads

Opening an email shows the whole conversation above it, the AI reply reads the full thread so it never repeats or contradicts you, and one tap records a thread as handled elsewhere.

Polish and translate

AI polishes what you already wrote for clarity without changing a fact, name, number or promise, can translate it, and undoes in one tap.

Subject line suggestions

Three specific subject lines, drawn only from the body you wrote, appear as click-to-apply chips.

Thread summary

A long email thread collapses to exactly three bullets written only from the thread's own text.

Reply intent tags

Incoming emails and texts are tagged interested, needs info, objection, not now, positive or upset, and an honest unclassified is allowed rather than a guess.

Attachment reading

AI reads a PDF, image or text file a client sends, up to 12 MB, and files a short private note of what it says on their record.

One name a client meets

Assistant prompts, builder prompts and AI draft examples only ever name the business's public face, and a gate refuses code that adds another name.

Speaks in an approved voice clone

The receptionist can speak in a professional clone of the owner's own voice, approved by ear, with a manner sheet that keeps it warm and natural.

Learns the business from its website

One click crawls your website into an editable receptionist brief with hours, holidays and a pricing policy, so it can quote nothing or only your own wording.

Remembers every caller

Before speaking, the receptionist reads the caller's record, open deals, recent texts, upcoming meetings and past calls, and learns new facts from each call for the next one.

Suggests where to meet

For in-person meetings it recommends a vetted cafe or meeting spot in the caller's city or halfway, books it as the place, and texts the name and address.

Recap text written to the caller

After a booking or a promised callback, the caller gets a first-person recap text with exactly what was agreed, and the business card on request.

Tickets, tasks and callbacks

Each change request becomes one ticket, each spoken promise becomes a task, and after-hours callbacks are due the next business morning with a summary on the client's timeline.

Reads codes one character at a time

Order numbers, codes and emails are spoken one character at a time with no symbols read aloud, and addresses are read back in parts and confirmed once.

Decline hands the caller to the assistant

Tapping Decline on an incoming call hands the caller to the assistant instead of a robot voicemail, keeping who they are for the rest of the call.

Never dead air

A voice budget guard steps the assistant aside to real voicemail before the voice quota runs out, and a silent voice connection is replaced mid-call without the caller noticing.

Spam and robocall screening

Spam and robocalls are declined politely and ended, and they create no task, text or score.

Navigates phone menus

On outbound calls the assistant presses keys to get through phone menus and waits through hold music.

Call around

One goal can ring up to 8 businesses, 2 at a time, and gather every answer into one results table.

Scheduled calls

A mission can be scheduled, for example to call a business the moment it opens.

Confident or it asks

Before dialing, the assistant confirms the right business or asks you, and it never dials a booking name or the owner by mistake.

Assistant command center

One workspace lists every call and mission as a live state with day groups, a command bar and a quick-start pane.

113 written call rules

As of November 8, 2026, the receptionist works to 113 written call rules. Most were learned from practice calls that went wrong, and most are now enforced in code rather than hoped for in a prompt.

Every assistant call recorded

Every assistant call is recorded on two channels, stored privately, and summarized onto the client's timeline.

Your voicemail does not take the caller

When your own cell phone's voicemail picks up a business call first, NameCRM listens for the mailbox greeting and moves the caller to the AI assistant, so callers reach the assistant instead of a personal mailbox.

Calls transcribed and summarized

Answered calls are recorded, transcribed and summarized onto the client's timeline, and a late recording offers to transcribe instead of promising forever.

Voicemail becomes action

Voicemail is transcribed and summarized with action items, noted on the contact, and pushed to your phone with Call back and Text back buttons.

STOP means stop, on every text

Every way NameCRM sends a text checks for STOP first, the AI assistant's recaps included, and a release is refused if a new way of sending skips that check.

Record meetings from your phone

Two taps on a contact starts a recording that uploads in pieces as it goes, survives moving around the app, and loses at most one piece if the battery dies.

Live captions

Meeting words appear on screen as they are spoken, and the recording never depends on the caption connection.

A meeting you can open and hear

Each meeting becomes a record you can open, search, replay from any line, and act on.

Live meeting copilot

About every 20 seconds the copilot suggests what to say next and which checklist questions are still open, and drops any suggestion it cannot quote from the conversation.

One-click meeting brief

One click on any appointment gives who they are, open deals, the last three exchanges and up to six talking points, and still works if the AI does not answer.

Recorder warns when it hears nothing

If a recording hears nothing, it warns you within seconds when the microphone is muted and within about half a minute when it is silent, offers another microphone in one tap, and a meeting that saved no audio says so.

Knowledge bank

A built-in knowledge bank of quality pillars and industry playbooks guides every assessment before it looks at a site.

Social assessment

Paste a screenshot of a social profile and AI vision judges only what it can see, returning not assessed on a login wall.

Business card scanning

Photograph one card or a stack, front and back, with the camera inside the app, and AI reads the name, title, company, email, phone, website and address, fills blanks from the back, holds back duplicates and files both pictures.

Email signature to contact

A sender's email signature is read and each changed field, such as phone, title or website, is offered one at a time, returning only values literally present.

AI Readiness Check follow-up

When a visitor finishes the AI Readiness Check on the website, a reply matched to their first steps waits in your review queue, never sent by the system.

Weekly review

Every Sunday, facts from the database such as wins, revenue, stalled deals and cold contacts become a short written review of the week.

Next best action

The dashboard suggests the next best action for each client from their real history, and each action opens a draft.

Dictation everywhere

A microphone button on the composer, notes and texts lets you dictate, and it stays on until you turn it off.

Claude, Deepgram and ElevenLabs

Claude writes and reasons, Deepgram transcribes calls and meetings, and ElevenLabs speaks in an approved voice, each chosen per task.

Hosted AI agents

Website Studio launches hosted Claude agents with web search for build and research runs, each capped and stoppable.

Reports that never invent money

Revenue over time, by service and by source, the conversion funnel and activity volume use one definition of the date window and never invent a figure.

Was that event worth it

Source ROI turns a question like was that event worth it into a number, and says honestly when there is not enough data.

Forecast

The open pipeline is weighted by expected close month into best, likely and worst cases.

Goals with pace

Quarterly and annual revenue goals plus weekly touch and meeting targets show your pace against target on the dashboard.

Best time to send

A weekday by hour heatmap shows when your emails get opened, and the busiest hour becomes a one-click best time in the scheduler.

Event reports and exports

Each event gets its own report page, and any report prints to PDF or exports to CSV.

Your Day card

A Your Day card lists today's appointments, tasks, who is due, important dates and yesterday's opens and replies.

QR and portal analytics

The dashboard shows QR scans, the booking funnel and taps on each button of the digital business card portal.

Morning summary on your phone

At 8 each morning the bell and your phone give one line counting the people waiting on a reply, the tasks due or overdue and today's meetings, and nothing comes on a day with nothing.

Installable app

NameCRM installs on phone and desktop with app shortcuts, splash screens and a Calendar slot in the bottom navigation.

Works offline

Notes, tasks and edits made without a connection wait in an outbox and replay safely when you are back online.

Push with per-type control

Push notifications have on and off switches for seven kinds on each device, a list of the devices they reach, and a removed team member stops getting them on all their devices.

Act from the notification

Notifications carry the buttons the moment needs: reply typed right in the notification, call back, text back, listen live, take over or add a note.

The whole CRM on a phone

Every desktop page is reachable on a phone through a five-slot bottom bar and sheets, with swipe actions on rows and nothing sliding sideways.

Share into NameCRM

Share a photo from any phone app and it becomes a card scan, or share a link or text and it becomes a note.

Tap to call, text or email

Every phone number and email in the CRM is tappable to call, text, email or copy, with a long-press menu.

Touch-first phone calendar

The calendar on a phone is touch-first, with long-press to move meetings and smooth horizontal swipes between days.

Timed tasks buzz your phone

Give a task a time and, with Tasks due switched on in Settings, your phone buzzes at that time even with NameCRM closed; today every teammate's phone buzzes too.

Microsoft 365

NameCRM connects to Microsoft 365 through Microsoft Graph for reading, sending, attachments, drafts and learning your writing voice.

Google Calendar, Meet and Places

Google Calendar syncs both ways by push, Google Meet links are minted per meeting, and Google Places finds businesses and meeting spots.

Stripe

Stripe handles invoices, card payments, saved cards, payment links, refunds and plans, with 18 webhook events handled.

QuickBooks Online

QuickBooks Online receives every customer, estimate, invoice, payment, refund, fee and payout, and its own reports feed the Books tab.

Business phone lines

Business phone numbers run through Twilio for calls, texts, picture messages, conference calls and the browser phone.

Google PageSpeed

Google PageSpeed Insights supplies the performance, accessibility, SEO and best-practice scores in every website assessment.

Moved off a phone provider

Business numbers were ported from a hosted phone service into NameCRM with their texts and voicemails imported, replacing a separate phone subscription.

Team chat inside the CRM

Your staff message each other one to one inside NameCRM with photos, files, voice notes, replies, reactions, edits within 15 minutes, unsend and Seen once read, and each chat stays private to the two people in it, owners included.

Chat windows on every page

On a computer, team chats, client portal chats and client texts open in small windows at the bottom right of any page and shrink to round heads; a teammate's new message pops open while a client's counts up.

Team messages reach every device

A teammate's message notifies every phone and computer where you switched notifications on, at any hour, even with NameCRM closed; a muted chat stays quiet, and unread team messages wait in the bell with a count.

See when a teammate was active

The team chat shows Active now while a teammate is in NameCRM, or how long ago they last were, even after a reload, with typing dots as they write.

Full quality photos and video

Team chat sends photos and videos at full quality, or smaller with HD off; where the browser can, a video of 100 MB to 2 GB is shrunk on your own device to fit under 100 MB.

Two-step sign-in

An authenticator code is required at every sign-in once enrolled, enforced by the database on 73 tables and by the server, not just the login screen.

What sets it apartTwo-step enforced at the database layer, not only in the interface.

Switch modules on and off

An owner or admin switches whole modules off in Settings, which hides them everywhere, refuses their server requests and keeps the data; seven of the 23 built modules switch today, the rest stay on.

What sets it apartA CRM built as sellable modules from the database up.

Access control in the database

Every business table and file store is locked by row-level security inside the database itself, so the app's own checks are a second layer, not the only one.

Roles and permissions

Owner, admin, staff and viewer roles are mapped to 18 capabilities, the browser and server copies of the map are proven to agree across 756 test cases, and every private server route is tested as a stranger before release.

Invitation only

Public sign-up is off, so team members join only by invitation and approval.

Idle lock and sign out everywhere

Sessions lock when idle, passwords can be changed in place, and one button signs you out on every device.

Every outside login sealed

Every stored connection to Microsoft, Google and QuickBooks is encrypted at rest with AES-256-GCM, and a gate refuses code that would store one unsealed.

No vendor trains on your audio

Every call and meeting sent for transcription carries the opt-out that stops the speech vendor training on your clients' audio.

Your books never reach the AI

Nothing from your accounting reaches the AI, deal values stay out of the meeting brief, the briefing and the weekly review, and tests keep it that way.

Public form shield

Public forms combine a hidden trap field, a minimum fill time, a server-signed token, a small proof of work, first-party origins and per-visitor rate limits.

Text abuse guard

Texts set off by a public booking, contest or workshop form go only to Canadian numbers, so a stranger cannot use those forms to run up international texting charges.

Independent security sweeps

A three-part security sweep of access, rendering and the data layer closed 25 findings in one day, each verified from outside, and security headers refuse clickjacking.

Only running code is served

Production serves only the files the app runs, so internal documents, tests and registries are never reachable on the web.

Safe demo mode

Demo mode shows the CRM to a prospect with zero real client data on screen and blocks every write, then returns every real record untouched.

Your data is yours

One click exports your contacts, companies, deals, engagements, payments, tasks, notes, appointments, letters, campaigns and recent emails and texts as a zip of spreadsheet files, with a list of your files, and no cell can run as a formula.

Outside words marked as material

Text from outside, in an email, voicemail, call or web page, is marked for the AI as material, not orders, and code checks that a figure or promise in a call recap is one your side really said.

Client files behind signed links

Invoices, signed letters, attachments and card scans sit in private storage, texts and the app open them only through signed links, and one change cuts off every link at once.

A second security sweep

In October eight separate AI review passes swept access, the phone line, payments, the client portal and public forms; each fix was proven against the old code, and our records showed no sign a hole had been used.

Private details masked before AI reads

Before AI drafting, summaries or briefings read your messages, notes and meetings, NameCRM finds and masks card numbers, social insurance numbers, passwords, sign in codes, door and alarm codes, birth dates and clients' private links written in them.

425 automated test suites

425 automated test suites guard the code, one gate runs them all before each release ships, and a new check is only trusted after it has been seen failing.

128 real browser test harnesses

128 harnesses drive the real app in a real browser, from composing an email to taking a quote, and read the screen rather than trusting the code.

2,689 commits since August 2026

NameCRM has had 2,689 commits since August 1, 2026, and our own business runs on it every day.

Independent review before money ships

Changes touching money, sign-in or client data get an independent adversarial review before release, and every finding is checked in code before it is fixed.

Every file owned by a module

Every file and table belongs to exactly one module in a registry, and a release is refused if anything is unowned or doubly owned.

Every send is awaited

A gate refuses any email that is fired without waiting for it, because a send nobody waited for may never leave.

Integration health in plain words

Every outside connection, calendar, mail, QuickBooks, phone and Stripe, is judged ok, warn or down in one plain sentence, with a bell before a client ever notices.

Health check and error telemetry

A health endpoint checks the database, mail, storage and job queue, and errors in any user's browser are captured and reviewable in Settings.

One job scheduler

One scheduler runs everything that happens later, from scheduled sends to backups, with retries and backoff, and a job can never run twice.

Nightly backups

Every business table is copied to private storage each night and kept 30 days, with Back up now and written restore steps, and a release is refused while a new table is neither backed up nor excluded with a reason.

Trash and exact undo

Deletes go to a 30-day trash and every action has an 8-second undo that restores exactly, including linked records.

Live on every device

Changes appear on every open device without a reload or losing what you are typing, and an open thread catches up anything the connection missed.

Opens instantly

The app repaints your last session's data in about 3 milliseconds before any network call, and long lists render only what is on screen.

Update ready prompt

When a new version ships, an Update ready button shows what it changes and how many changes are waiting, and loads it in one click; an older version left open cannot send an agreement.

Dates in your time zone

Every date is the day on your screen in your own time zone, so quotes no longer expire at 5 pm and dates never print a day early.

Readable contrast

Text on coloured buttons meets the WCAG AA contrast standard on all 44 surfaces, measured rather than eyeballed, in light and dark themes.