Sales CRM

ATCG India sells lab instruments and consumables to IITs and national research institutes. We built the system its two companies run sales and service on, from the first lead to the warranty, and a private AI assistant that answers from their own records.

Sales system
Warranty and service
Private AI assistant

the ATCG assistant answering with a table of won quotations, client names masked

The problem

The sales team lived in spreadsheets and Word templates. Quotes went cold without a follow-up, a rep could lose 30 to 40 minutes of work on a long quote to one wrong refresh, and service reports were filled in on paper. And no client's name was allowed to reach an AI company.

How it works, end to end

Lead
What we built
Each lead has its type, its chance of winning, its status and the people working on it, with a chat on every record. Reps see only their own; managers see everything, and anyone can export their records for any dates.
What it changed: Every enquiry has an owner and a next step.
Quotation
What we built
Quotes in 4 formats on 2 company letterheads, as branded PDFs. Every edit is kept, and drafts save on their own. An approved deal from the deal calculator, built from their own Excel sheet, turns straight into a quote.
What it changed: A long quote that used to take 30 to 40 minutes to rebuild after one wrong refresh now saves itself, and comes out of one screen in minutes. The price matches the deal sheet.
Follow-ups
What we built
Each quote gets a follow-up date by product type, from 7 to 20 days. Reps and managers get a WhatsApp message when a lead or quote is created, and a reminder when one sits untouched for a week. If a rep leaves quotes or leads untouched past their date, new quotes are blocked until they're updated. Points and a leaderboard reward the reps who keep up.
What it changed: Old quotes can't be forgotten. The client asked to keep the lock exactly as it is.
Order
What we built
The customer's PO is recorded from the quote, with its own number series for each company. Purchase orders to suppliers go out in rupees, dollars, euros or Singapore dollars, with delivery terms.
What it changed: From quote to order without retyping a line.
Dispatch and payments
What we built
Delivery challans and packing lists, printed on ATCG's own pre-printed paper. Each customer has a credit limit and a running ledger: payments, invoices and credit notes logged against them, so what they owe is always current.
What it changed: Dispatch paperwork comes from the same records, and the team sees who owes what before taking the next order.
Warranty and service
What we built
Warranties by serial number, service calls matched to their warranty, digital service reports with the signed copy uploaded back, and AMC/CMC contracts that track visits used and payment.
What it changed: Paper service reports are gone, and any engineer can see if a machine is still covered.
Tenders and guarantees
What we built
Tenders from GeM and CPPP with their end dates and EMD, plus EMDs and bank guarantees in lists sorted by expiry.
What it changed: Money held in deposits and guarantees is visible in one place.
Private AI assistant
What we built
Ask in English or Hinglish, tag a person, customer or serial number with @, and get a live table from your own records, plus follow-up email drafts. Names, emails, phone numbers and GST numbers become tags before anything leaves; the AI sees counts, never records.
What it changed: Answers in seconds, and 99%+ of client names stay hidden from the AI.

The result

quotations in one system: 4,060
leads tracked from first enquiry: 1,338
delivery notes printed from the same records: 591
of client names hidden before the AI sees them: 99%+

ATCG India and its sister company run sales and service through one system, from the first lead to the signed service report. Every quote, order, warranty and tender sits in one place, and the assistant answers questions without sending a client's name to the AI.

Two companies run every sale and service job on one system: 4,060 quotes, 1,338 leads and 591 challans so far
A long quote is never rebuilt from scratch: drafts save on their own, and quotes come out of one screen in minutes
Follow-ups can't slip: new quotes wait until old ones are updated
Service reports moved off paper, signed copies stored with the job

Deepanshu Agrawal · Founder · ATCG India

Every lead, quote, order and warranty for both our companies now sits in one system. A long quote that took half an hour to rebuild comes out in minutes. My team asks the assistant in Hinglish, 'Is quarter kaunse quotes jeete?', and gets a table in seconds, and our client names never reach the AI company.