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Win the work
CRM AI Scoping Estimates Contracts & AMC
Deliver it
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How it works

From first enquiry to final invoice. In one system.

Follow one example lead, a 12-clinic physiotherapy booking app, through all nine steps. At each step you can see what your team does, where AI helps, and what happens on its own.

  1. 01 A lead comes in
  2. 02 Qualify and follow up
  3. 03 AI-led discovery
  4. 04 SRS and proposal
  5. 05 Win and sign
  6. 06 Project, planned for you
  7. 07 Deliver on budget
  8. 08 Bill, support, renew
  9. 09 Learn and improve

  1. 01 CRM

    A lead comes in

    An enquiry or demo booking from your website lands in the CRM, already assigned, with the call on the calendar.

    • Add leads by hand when they come from calls, referrals or partners.
    • Reads the brief and suggests the service pillar: Design, Development or Marketing.
    • Assigned to the default owner, with the discovery call booked on the calendar.

    CRM · Enquiry

    New
    • Physio PlusWebsite · “Online booking for 12 clinics”Demo booked
    • PillarSuggested by AIDevelopment
    • OwnerAuto-assignedPriya M.
    • Discovery callThu 10:00 · on the calendarScheduled

  2. 02 CRM

    Qualify and follow up

    Sales logs the calls and notes and collects the client’s documents. Follow-ups schedule themselves as the lead moves through stages.

    • Log calls and notes; attach the client’s files and tick the ones the AI should read.
    • Stage-triggered follow-ups and personalised emails go out on schedule.
    • A cold-lead alert if nothing happens for 3 days.

    Physio Plus · Follow-ups

    • Call: confirm clinic countToday 15:00 · CallPending
    • Send capabilities deckEmail template · automaticDone
    • Requirements_v3.pdfTicked for proposal agentAI will read

  3. 03 AI Scoping

    AI-led discovery

    Your rep runs a discovery chat. The AI asks what a senior analyst would ask, with answers you tap, and reads the client’s files.

    • Answer the questions, using tap-to-answer options or free text.
    • Asks structured questions for the pillar.
    • Reads the ticked PDFs and Word files.
    • Confirms the project hours with you before writing anything.

    Physio Plus · Discovery

    AI · live
    Should patients pick a specific therapist, or take any free slot at their nearest clinic?
    Both. And SMS reminders the day before.
    That puts it at about 1,240 hours over 3 phases. Shall I write the SRS?
    Yes, generateAdjust hoursOther…

  4. 04 AI Scoping

    SRS and proposal

    The AI writes a structured SRS and a client-friendly proposal from it. You edit, set the commercials, and send.

    • Live-edit the document, set AMC, warranty and milestones, then send V1, V2 and so on.
    • Finalise one version as the official scope.
    • Writes the SRS, then rewrites it as a proposal so hours and phases match.
    • Suggests a payment-milestone split.
    • Branded client PDF, plus a team copy with money details removed.

    SRS · Physio Plus booking

    V2 · Sent
    1. §1Overview & goalsBooking for 12 clinics
    2. §2User roles4 roles
    3. §3Functional requirements38 items
    4. §4IntegrationsSMS, payments
    5. §5Investment & milestones40 / 30 / 30
    Proposal PDF · 14 weeks · 3 phasesPreview

  5. 05 Contracts & AMC

    Win and sign

    The lead moves to Closed / Won. The contract or AMC comes from a template, and AI drafts the details for you to approve.

    • Move the lead to Closed / Won.
    • Review and apply the agents’ suggestions, then send for approval.
    • The Contract agent fills in term, value, address, signatory and dates.
    • The Annexure agent proposes the maintenance tasks, hours, SLA and exclusions.
    • Contract PDFs fill in real client details from placeholders.

    Contract · Physio Plus AMC

    Approved
    • Term12 months · auto-renewFilled by AI
    • Maintenance allowance10 h / month · rollover onAnnexure
    • BillingMonthlyActive from go-live

  6. 06 Projects

    Project, planned for you

    One click on the won lead creates the project. The AI turns the finalised scope into a plan while you carry on working.

    • Pick the team lead, start date and scope version, then click Create Project.
    • Builds phases and grouped parent tasks with subtasks and hours.
    • Turns each phase’s deliverables into checklists.
    • Suggests a team from skills and current load.
    • Lead notes and handoff files are copied to the project; the client is linked.
    • The team lead is notified when the plan is ready.

    Building the plan · Physio Plus

    Done in background
    • Read the finalised scopeV2
    • Phases3
    • Parent tasks12
    • Subtasks with hours46 · 1,240 h
    • Deliverable checklists3
    • Files and notes handed over4

  7. 07 My Tasks & Timers

    Deliver on budget

    People work from My Tasks with one-click timers. Development tasks go through QC, and hours roll up to the budget as they happen.

    • Start the timer, do the work, and send the task to QC.
    • QC files bugs with steps and screenshots, or passes it.
    • Checks every new task against the signed scope and flags out-of-scope work to the lead, PMs and Accounts.
    • Punching out on the biometric device pauses the timer.
    • Linked meetings arrive with summary, decisions and action items.

    Physio Plus · This week

    612 / 1,240 h
    • Therapist calendar syncArjun · timer running● 01:24:07
    • Slot picker UISneha · QC passedIn review
    • “Add loyalty points”New task · not in signed scopeOut of scope

  8. 08 Finance

    Bill, support, renew

    Finished milestones show up ready to invoice. After go-live, AMC tasks and invoices run monthly and support tickets carry SLAs.

    • Mark milestones invoiced and paid; triage incoming tickets.
    • Monthly AMC maintenance tasks are added to the project.
    • Paid AMC periods are recorded as income.
    • Zoho Books payments and expenses sync every hour.
    • Renewals are flagged 30 days before the contract ends.

    Finance · Billing

    Ready to invoice

    ₹9.9L

    Awaiting payment

    ₹6.2L

    Overdue

    ₹2.3L

    Collected · Oct

    ₹38.6L

    • Physio Plus · Phase 1 milestoneAll tasks doneReady to invoice
    • Urban Grocer · AMC · OctPeriod startedInvoiced

  9. 09 Ask Anton & Reports

    Learn and improve

    Every hour, ticket and payment is in one database, so you can ask questions about any part of the business.

    • Ask in plain English, then act on what you learn.
    • Anton answers from live data, explains delays with evidence, and builds Excel reports.
    • Read-only, and blind to salaries, the vault and chat.

    Ask Anton

    Read-only
    Why is FinEdge KYC running late?
    Mainly QA: 14 bugs reopened on the payments module, and two people were on leave in week 6. Phase 2 is 11% over its hours.
    Evidence: 3 sources · rankedOpen report

Principles

AI that earns its place. And stays in it.

People approve

AI drafts the SRS, plan and contract details. Nothing goes to a client or into a project until someone on your team applies it.

Grounded in your data

Scopes are written from the discovery conversation and the client’s files, and the plan from the scope you finalised.

Private by default

Anton runs read-only and never sees salaries, the vault or chat. Every AI call is logged in Settings → AI Usage.

AI across Apro OS

AI where the busywork is. People where the judgement is.

Scoping eats your best engineers’ time, and planning eats your PMs’. Apro OS puts AI into the steps that are mostly typing, so your people start from a strong draft instead of a blank page.

  • 01 / 08

    CRM

    Every lead, sorted on arrival

    Reads each new lead’s brief and suggests the service pillar, so it lands with the right team.

    Physio Plus · “online booking for 12 clinics”
    Suggested pillar Development

    AI drafts · you approve

  • 02 / 08

    Discovery

    The questions a senior analyst asks

    A guided chat for your team, with answers you tap and the client’s files already read.

    Pick a specific therapist, or any free slot?

    TherapistAny slotBoth

    AI drafts · you approve

  • 03 / 08

    SRS & proposal

    A spec and proposal that agree

    Writes the SRS, then a client proposal from it, so hours, phases and milestones always match.

    1. §2User roles · 4
    2. §3Requirements · 38
    3. §4Milestones · 40 / 30 / 30
    4. V2 · sent to client

    AI drafts · you approve

  • 04 / 08

    Project plan

    From signed scope to a plan

    Phases, grouped parent tasks, subtasks with hours, and deliverable checklists, built in the background.

    Booking engine120 h
    Slot picker UI9 h
    Calendar sync14 h

    AI drafts · you approve

  • 05 / 08

    Scope guard

    Scope creep, caught early

    Every new task is checked against the signed scope. Anything outside it is flagged to the lead and Accounts.

    Add loyalty pointsNot in scope

    Lead, PMs and Accounts notified

    Runs automatically

  • 06 / 08

    Contracts

    Contracts that fill themselves in

    Drafts the term, value, signatory and the AMC annexure of tasks, hours and SLA, ready for review.

    Term12 months · auto-renew
    Allowance10 h / month
    SignatoryFilled from CRM

    AI drafts · you approve

  • 07 / 08

    Recruitment

    Shortlists with reasons

    Scores each resume 0–100 against the job description, with matched and missing skills.

    Meera Pillai88
    React ✓TypeScript ✓Testing ✗

    AI drafts · you approve

  • 08 / 08

    Ask Anton

    Answers from your own data

    Ask in plain English and get answers, Excel reports and next steps, over a read-only connection.

    Who’s free next week for React?
    Ananya and Vikram, under 10 h booked each.

    Read-only

01 / 08

See your company in one system.

Thirty minutes with the team that builds Apro OS and runs its own company on it every day.

  • A walkthrough of Apro OS using a company like yours
  • Your current tools mapped to modules, and what you can switch off
  • Pricing for your team size
Team size

We reply within one working day.