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VUNTUS

SYSTEM / SALES OPERATIONS

We tie scattered sales work into one operating system.

From the moment a request arrives to the management view, data, tasks and human approval move in the same flow. Only the modules you need are built.

01 / WORKING LINE

How does a request move through the system?

Tools can change; the logic does not. Information gathers in one place, the system prepares, a person makes the critical decision and the result is measured.

  1. 01

    Gathered

    Email, WhatsApp, form and trade fair records enter one queue.

  2. 02

    Made sense of

    Product, quantity, deadline and the next task turn into a record.

  3. 03THE DECISION IS YOURS

    A person checks

    The team decides on priority, price and anything going outside.

  4. 04

    Followed

    Reply, quote and follow-up times are measured from the same source.

02 / MODULE MAP

Seven modules, one working line.

They do not all have to be built at once. Open one module; see what it does, its limit, its human approval and its measurement in the same place.

01
MODULE / LEAD HUB

Lead Hub

Every request enters one queue.

PROBLEM

Requests scatter between email, WhatsApp, the web form and trade fair lists; some never make it into a record, some show up twice in two different places.

WHAT IT DOES

  • Gathers requests from every channel into one queue.
  • Matches a second message from the same person to the original record automatically.
  • Records which channel a request came from and when, with a timestamp.
  • The team knows where to look when they start in the morning — no scanning scattered inboxes.

CONTROL LIMIT

  • Deletes no request; it only merges them.
  • Does not decide who picks it up — assignment stays with the team.

SYSTEMS IT TALKS TO

  • Email (Gmail, Outlook)
  • WhatsApp Business API
  • Web form
  • Excel / Google Sheets

Connections are built around the tools you have; these are typical examples.

Scope details: data, approval and measurement

DATA NEEDED

  • Access to the request channels: mailbox, WhatsApp Business account, web form.
  • A spreadsheet export of existing request records, if there is one.

HUMAN APPROVAL

  • The team manager approves the access permissions while the channel connection is set up.
  • The team member concerned approves or rejects the merge suggestion with one click.

WHAT AFFECTS THE SCOPE

  • Number of channels (more than three sources)
  • Irregular bulk data entries such as trade fair or event lists
  • Needing separate queues for several languages or regions

GOING LIVE

The scope and schedule are settled in the written proposal after discovery; this module goes live in one process, with a limited scope.

FIRST 30 DAYS KPI

First reply time

calculated from channel timestamps

The target value is fixed together with you at the start of the build; what is shown here is the measurement metric and its source.
LIVE PANEL / SAMPLE DATA01
02
MODULE / LEAD INTELLIGENCE

Lead Intelligence

Messages are broken out into product, quantity and deadline.

PROBLEM

On a busy day nobody has time to read every request and pull out the product, the quantity and the deadline; an important request gets lost further down the queue.

WHAT IT DOES

  • Sums up the request; who wants what, by when — visible at a glance.
  • Pulls product, quantity and deadline out of the text.
  • Puts requests in order of importance; suggests which one to look at first.
  • Runs on every record in the Lead Hub queue automatically, with no extra step.

CONTROL LIMIT

  • Does not decide the order — it only suggests; the last word is the team's.
  • Does not reply to or close a request without asking the team.

SYSTEMS IT TALKS TO

  • Lead Hub queue
  • CRM fields (Logo, Netsis, Mikro)

Connections are built around the tools you have; these are typical examples.

Scope details: data, approval and measurement

DATA NEEDED

  • The raw message text flowing from the Lead Hub (email or WhatsApp body).
  • A list with the product names and codes on it (a catalogue or price list).

HUMAN APPROVAL

  • The team reviews the priority order every morning and changes it if needed.

WHAT AFFECTS THE SCOPE

  • Size of the product catalogue and how often it changes
  • Requests arriving in more than one language

GOING LIVE

The scope and schedule are settled in the written proposal after discovery; this module goes live in one process, with a limited scope.

FIRST 30 DAYS KPI

How closely the suggested priority matches the team's actual order

from the weekly team review records

The target value is fixed together with you at the start of the build; what is shown here is the measurement metric and its source.
LIVE PANEL / SAMPLE DATA02
03
MODULE / CRM ORCHESTRATION

CRM Orchestration

Customer and quote records stay current.

PROBLEM

The same customer is recorded twice, stages are not updated; nobody can tell which quote is the current one.

WHAT IT DOES

  • Keeps records current; shows clearly which quote is the current one.
  • Spots a duplicate record and suggests merging it.
  • Handles stage changes (new, quoted, won).

CONTROL LIMIT

  • Deletes no record — it only archives.
  • Does not apply a merge suggestion until the team approves it.

SYSTEMS IT TALKS TO

  • CRM/ERP (Logo, Netsis, Mikro)
  • Structured Excel / Google Sheets

Connections are built around the tools you have; these are typical examples.

Scope details: data, approval and measurement

DATA NEEDED

  • Access to the current CRM (or to a structured spreadsheet).
  • Your stage definitions (which name you use for which state).

HUMAN APPROVAL

  • The team approves the duplicate-record merge suggestion.
  • We set the stages together with the team during the first build.

WHAT AFFECTS THE SCOPE

  • How many duplicates there are in the existing records
  • Needing custom stage or field configuration

GOING LIVE

The scope and schedule are settled in the written proposal after discovery; this module goes live in one process, with a limited scope.

FIRST 30 DAYS KPI

Number of duplicate records found and merged

from the CRM Orchestration merge log

The target value is fixed together with you at the start of the build; what is shown here is the measurement metric and its source.
LIVE PANEL / SAMPLE DATA03
04
MODULE / MEETING-TO-QUOTE

Meeting to Quote

A meeting note turns into a controlled quote draft.

PROBLEM

Notes from the meeting stay in one place while preparing the quote takes days; the sales manager writes the same information a second time.

WHAT IT DOES

  • Draws a quote draft out of the meeting note.
  • Lines up product items, quantities and the terms discussed, ready in the draft.
  • Adds the draft to the right record in the CRM automatically.

CONTROL LIMIT

  • Never sends a final price automatically; a human approval is required.
  • Does not add an item to the draft that was not discussed in the meeting.

SYSTEMS IT TALKS TO

  • Meeting note
  • CRM (Logo, Netsis, Mikro)
  • Product / price list

Connections are built around the tools you have; these are typical examples.

Scope details: data, approval and measurement

DATA NEEDED

  • The meeting note (written by hand or drawn from a recording).
  • The current product and price list.

HUMAN APPROVAL

  • The sales manager approves the price and terms in the quote draft.
  • The draft is not sent to the customer without that approval.

WHAT AFFECTS THE SCOPE

  • How complex the price list is (tiered discounts, several currencies)
  • Having more than one person in the approval chain

GOING LIVE

The scope and schedule are settled in the written proposal after discovery; this module goes live in one process, with a limited scope.

FIRST 30 DAYS KPI

Quote preparation time

the time from the end of the meeting to the quote being sent

The target value is fixed together with you at the start of the build; what is shown here is the measurement metric and its source.
LIVE PANEL / SAMPLE DATA04
05
MODULE / FOLLOW-UP ENGINE

Follow-up Engine

Work with no reply becomes visible again at the right time.

PROBLEM

A week goes by after a quote is sent and nobody calls; the request quietly goes cold.

WHAT IT DOES

  • Prepares a follow-up message draft when the time comes, for quotes and requests with no reply.
  • Makes visible how long each request has gone without a reply.
  • Writes the follow-up history into the CRM task list.

CONTROL LIMIT

  • Does not send the message without your approval — you press send.
  • Does not decide the follow-up interval on its own; you set the rule together with the team.

SYSTEMS IT TALKS TO

  • Email (Gmail, Outlook)
  • WhatsApp Business API
  • CRM task list
  • Calendar

Connections are built around the tools you have; these are typical examples.

Scope details: data, approval and measurement

DATA NEEDED

  • The dates quotes and requests were sent.
  • Your follow-up rules (after how many days, through which channel).

HUMAN APPROVAL

  • Every follow-up draft is approved by the sales representative concerned before it is sent.

WHAT AFFECTS THE SCOPE

  • How many follow-up rules there are and how involved they get (channel + timing)
  • Needing a separate rule set for more than one team

GOING LIVE

The scope and schedule are settled in the written proposal after discovery; this module goes live in one process, with a limited scope.

FIRST 30 DAYS KPI

Share of quotes followed up on time

from the Follow-up Engine task completion records

The target value is fixed together with you at the start of the build; what is shown here is the measurement metric and its source.
LIVE PANEL / SAMPLE DATA05
06
MODULE / KNOWLEDGE ASSISTANT

Knowledge Assistant

The team reaches the answer together with its source.

PROBLEM

Which version the price list is on, what was discussed with this customer before — finding the answer takes minutes.

WHAT IT DOES

  • Gives access to product, price and past correspondence in seconds.
  • Shows the source of the answer it gives.
  • Does not guess on something it does not know; it says so plainly.

CONTROL LIMIT

  • Gives no answer whose source cannot be shown.
  • Gives no final opinion on contractual or legal matters — it points to the source.

SYSTEMS IT TALKS TO

  • Product / price list
  • Email and WhatsApp archive
  • CRM notes

Connections are built around the tools you have; these are typical examples.

Scope details: data, approval and measurement

DATA NEEDED

  • The current product and price list.
  • Access to the email and WhatsApp correspondence archive.
  • CRM notes.

HUMAN APPROVAL

  • On questions with no clear source, the team makes the final call.

WHAT AFFECTS THE SCOPE

  • How large and scattered the archive is (many sources, documents never updated)
  • Telling apart sensitive information that needs access permissions

GOING LIVE

The scope and schedule are settled in the written proposal after discovery; this module goes live in one process, with a limited scope.

FIRST 30 DAYS KPI

Share of questions answered with a source shown

from the Knowledge Assistant query log

The target value is fixed together with you at the start of the build; what is shown here is the measurement metric and its source.
LIVE PANEL / SAMPLE DATA06
07
MODULE / MANAGEMENT COCKPIT

Management Cockpit

Management follows the flow on one weekly screen.

PROBLEM

At the end of the month, the answer to "how did it go" is put together from scattered spreadsheets over hours.

WHAT IT DOES

  • Shows first reply time, quote time and follow-up rate on one weekly screen.
  • Gathers the data from the other modules automatically; asks for no extra data entry.
  • Flags the weeks that fall outside what was expected.

CONTROL LIMIT

  • Does not score team performance on its own — the team and management interpret the numbers.
  • Does not decide and does not push a recommendation; it shows the number, management sets the priority.

SYSTEMS IT TALKS TO

  • Lead Hub
  • CRM Orchestration
  • Follow-up Engine — no new data entry needed

Connections are built around the tools you have; these are typical examples.

Scope details: data, approval and measurement

DATA NEEDED

  • Lead Hub, CRM Orchestration and the Follow-up Engine being live (these modules are the data source).
  • Management's preference on which metrics to follow first.

HUMAN APPROVAL

  • The team manager reviews the weekly report before it is published.

WHAT AFFECTS THE SCOPE

  • How many metrics are followed and how deep the customisation goes
  • Needing a separate cockpit for more than one department

GOING LIVE

The scope and schedule are settled in the written proposal after discovery; this module goes live in one process, with a limited scope.

FIRST 30 DAYS KPI

Weekly report preparation time

the time from opening the cockpit to the manager's sign-off

The target value is fixed together with you at the start of the build; what is shown here is the measurement metric and its source.
LIVE PANEL / SAMPLE DATA07

03 / SYSTEM LIMITS

Automation moves; control stays with you.

We do not give up oversight for speed. Every module is tied to the same four principles.

  • 01

    Human approval

    Price, customer communication and critical changes do not move without the team's approval.

  • 02

    Source visibility

    The Knowledge Assistant shows the source of an answer. If it cannot find one, it does not guess.

  • 03

    Isolated working space

    Each client's data is held in a separate working environment, with defined access.

  • 04

    Measurable result

    The measure of success is set before the build; the result is followed from the same source.

Look at the security architecture

04 / NEXT STEP

Which module gets built first becomes clear in discovery.

First we pick the flow that costs the most time, then settle the current tools and the measure of success. We share a suitable scope in writing.

Request a Discovery CallStart the Process Score
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