Introducing Lead Management in TrakIT

Your sales pipeline starts with a lead - and TrakIT's CRM module gives you everything you need to track it from first contact to closed deal.

Creating and Organising Leads

Every lead in TrakIT captures the full picture of an opportunity: the company name and primary contact, their designation, phone, email, website, address, and country. You can also attach an estimated deal value with currency, a probability percentage (0-100), and an expected close date - all the information your team needs to prioritise their day.

Each lead is automatically assigned a unique code in the format LEAD-YYYY-NNNNN, so referencing it in emails, notes, or conversations is unambiguous.

When creating a lead, you also select:

• Lead Source - where the opportunity came from (e.g. Referral, Website, Cold Call). Sources are fully configurable by administrators and can be grouped by channel type.
• Lead Stage - the current step in your sales process. Stages are colour-coded and are also administrator-defined, so they reflect your team's actual workflow rather than a generic template.
• Rating - Hot, Warm, or Cold. A quick visual signal for how urgent an opportunity is.
• Assigned To - the team member responsible for this lead, along with the responsible office.

Moving Through the Pipeline

As a lead progresses, use Change Status to move it to the next stage. Every status change is recorded in a Stage History log - so you can always see who moved a lead, from which stage, and when. This gives managers a clear view of velocity and helps teams identify where deals tend to stall.

Multiple Contacts per Lead

Real deals involve more than one person. On a lead's Contacts tab, you can add as many contacts as needed - each with their own name, designation, phone, email, and social/LinkedIn URL. Mark one as the primary contact so your team always knows who to call first.

Activities, Comments, and Attachments

The lead detail page is organised into tabs so related information stays grouped and accessible:

• Activities - log calls, meetings, follow-ups, and other sales activities directly against a lead.
• Comments - leave internal notes for your colleagues without cluttering the main record.
• Attachments - upload proposals, contracts, brochures, or any relevant documents.
• Action Log - a full audit trail of every change made to the lead, including who made it and when.
• Custom extra fields configured for your office also appear on the lead, letting you capture any information specific to your business.

Converting a Won Lead

When a deal closes, TrakIT makes the handoff seamless. Once a lead reaches a Won status, a Convert button appears. Converting a lead creates a full Entity record (Customer, Prospect, or any other entity type you use) pre-populated with the lead's company details. All contacts from the lead are copied across automatically - no re-entry needed.

Once converted, the lead is locked and linked to the new entity, preserving the history while your operations team picks up the relationship.

The Contacts Page

The CRM Contacts page gives you a single place to browse and manage all contacts across every lead and entity in the system - useful when you need to find a person without knowing exactly which record they belong to.

Filter contacts by:

• Name, email, or phone number
• Type - Lead contacts or Entity contacts
• Primary contacts only (useful when you need decision-makers fast)

Each row shows the contact's parent lead or entity as a clickable link so you can jump straight to the record. Click any contact to open an edit panel where you can update their details or remove them if needed.

Filter settings are remembered between sessions, so your Contacts view picks up where you left off.

Lead Management in TrakIT is designed to keep your team aligned and your pipeline moving - from the first enquiry through to a closed, converted customer.

For any questions or concerns, please contact TrakIT Support. We are open to feedback and suggestions.

AI Vendor Bill Extraction Now Available

Creating vendor bills in TrakIT just became faster and far more convenient. TrakIT now includes an AI‑based PDF extraction feature that automatically reads and fills in bill details for you.

How it works

When creating a new bill:

1. On Finance > Bills, click 'Add Bill' to open the bill creation pop‑up

2. Drag and drop the PDF file - scanned or digital - into the drop zone at the top

3. Wait a few seconds while the AI processes the document

4. Key information from the bill will be automatically populated into the relevant fields

This reduces manual data entry, speeds up billing, and helps ensure consistency across your records.

Accuracy and verification

For high‑quality PDFs, extraction is typically very accurate. However, for low‑resolution or poorly scanned documents, the AI may misread certain fields.

Please review all extracted information before creating the bill.

Technology behind the feature

TrakIT uses the getbl.ai service to intelligently extract structured data from uploaded documents, enabling fast and reliable processing.

Need help?

If you have any questions, feedback, or encounter issues, please reach out to TrakIT Support. We’re here to help you get the most out of this new feature.

New Request Management System

As TrakIT continues to grow, so do the ideas, enhancements, and customisations our users request. This is a great sign - it means the platform is actively helping teams solve real operational challenges. However, it also means we need a more structured way to manage the increasing volume of feature requests, support requests and development needs.

To ensure fairness, transparency, and a consistent prioritisation process, we are introducing a dedicated Request Management system within TrakIT.

This new module gives every user a clear, organised way to submit improvements they’d like to see, track their request status, and collaborate with our team throughout the review process.

Where to Find It

You’ll now see a Request Management page under the System menu. From here, you can:

• View your own requests
• View all requests
• Create new requests (if you have permission)
• Submit requests (if you have permission)
• Track progress and updates on any request

This centralises all request communication in one place, instead of spreading it across multiple email threads or WhatsApp messages. If you're not able to view the menu, let us know.

Creating a New Request

Click Create Request. If you don’t see this button, your account may not have permission. Please contact your SysAdmin or TrakIT Support.

Select the type of Request, enter a clear title and a detailed description. The more context you provide, the easier it is for us to understand the need and evaluate the request. For support requests and bugs reports, include links and/or IDs of the affected pages.

After saving the request, it gets a "Draft" status. You can now:

• Upload supporting files (screenshots, documents, examples)
• Add comments or clarifications
• Collaborate with your team before submitting

When you’re ready, click Submit to move the request into the review queue.

Note: You may create as many draft requests as you like, but only five of any request type can be in the Submitted state at any given time. This helps ensure users prioritise what matters most.

How Requests Are Handled

Except for bugs and issue fixes, submitting a request queues the review process - it does not guarantee implementation. It may be a while before we can get to your submitted request.

Submitted requests will undergo review & evaluation. Our team reviews each submitted request to assess:

• Feasibility
• Alignment with TrakIT’s roadmap
• Impact on existing workflows
• Resource availability

Accepted requests are scheduled based on internal priorities. We cannot commit to specific timelines or delivery dates, but we will keep the status updated within the system.

Important Guidelines

To keep the process smooth and fair for everyone:

1. Submission does not guarantee implementation; we reserve the right to accept, defer, or decline any request.
2. No fixed timelines - Accepted requests are scheduled based on priority and available resources.
3. A maximum of 5 submitted requests per type - please prioritise the requests that matter most to your operations.
4. No liability for delays or non‑implementation - Business decisions should not rely on unapproved, unscheduled requests or requests in the queue.
5. Provide as much detail and context as possible - Clear, well‑explained requests are far more likely to be understood and evaluated accurately.

We’re Here to Help

If you have questions about the new Request Management system or need assistance using it, our team is always available to support you.

Your feedback drives the evolution of TrakIT, and we’re excited to make this process more transparent, structured, and collaborative.

Signing in just got a whole lot smarter - and safer

TrakIT now supports Passkeys - no more passwords.

You can now sign in to TrakIT using passkeys, a faster and more secure way to log in. No passwords to remember, reset, or worry about.

What’s a passkey (in simple terms)

A passkey lets you sign in using your device - like Face ID, Touch ID, Windows Hello, or your phone’s PIN - instead of a password. Your device keeps a secret key safely inside it.

TrakIT only stores a matching public key. When you sign in, your device proves it’s really you without sending any sensitive data. Your fingerprint or face never leaves your device. TrakIT never sees it.

Passkeys work on iPhone, Android, Windows, Mac, and all major browsers (Chrome, Safari, Edge).

How to register your passkey (a one-time task)

Once you have signed in with your regular credentials, click the fingerprint icon on the top-right of the main menu. If you don't see this icon, passkey authentication may not be enabled for your company.

The Passkeys page will open. Under 'Register a New Passkey', simply click the "Register Passkey" button (an optional name can be added if you wish). If successful, the registered passkey will appear in the list.

The next time you sign in, you can click the "Sign in with Passkey" button. The device will verify your identity and sign you in. (If two-factor authentication is enabled, you will be required to enter your one-time password (OTP) as usual.)

Passkey Benefits

• Stops phishing - A passkey only works on the registered site. Nowhere else.
• Super fast sign‑in - One tap, glance or fingerprint and you’re in.
• Nothing to steal - No password stored on the server means nothing for attackers to grab.
• No extra gadgets - Your phone or laptop is the authenticator.

A few things to know

• Add passkeys on more than one device - If you lose the only device with your passkey, you’ll need a backup login.
• Other login methods still work - Passkeys are not replacing your regular login methods.
• Passkeys don’t sync across ecosystems - Apple passkeys stay on Apple devices, Windows passkeys stay on Windows, unless you use a cross‑platform password manager like 1Password or Bitwarden.
• Passkeys don't bypass Two-Factor Authentication. If TFA is set up, you will need to enter the OTP.
• This is optional - Passwords aren’t going away yet. You can add or remove passkeys anytime from your Passkeys page.

As always, for any questions or concerns, please contact TrakIT Support.

Introducing Dark Mode

For years, TrakIT has been known for being powerful, reliable, and operationally efficient. Today, we’re excited to add something that makes your experience not just productive - but comfortable.

🌙 Say Hello to Dark Mode

Dark Mode is now available for all TrakIT users across the platform.

Whether you’re working late, spending long hours on dashboards, or simply prefer a calmer visual experience, Dark Mode brings a modern, elegant look that reduces eye strain and helps you stay focused.

Why Dark Mode?

We built Dark Mode with three goals in mind:

1. Reduce Eye Fatigue - Bright screens can be harsh - especially in low‑light environments. Dark Mode softens the visual load so you can work longer without discomfort.
2. Improve Focus - A darker interface naturally highlights the information that matters. Your data, tables, and workflows stand out more clearly.
3. Match Your Personal Style - Some users simply love dark themes. Now TrakIT adapts to your preference, not the other way around.

How to Enable Dark Mode

Switching is simple:

1. Log in to TrakIT
2. Click on the Moon icon on the top right

Your preference is saved instantly and applies across all modules. Existing pages that are already open will change after you navigate to another page.

You can switch back to Light Mode anytime - TrakIT remembers your choice.

Designed for Operational Clarity

Dark Mode isn’t just a colour inversion. We carefully tuned:

• Contrast levels for long operational sessions
• Table readability for dense data
• Highlight colours for statuses and alerts
• Button and link visibility
• Dashboard widgets and charts

The result is a theme that feels modern, balanced, and easy on the eyes - without compromising the clarity TrakIT users rely on every day. We hope Dark Mode makes your daily workflow smoother and more enjoyable. Log in, switch the theme, and experience TrakIT in a whole new light - or rather, a whole new dark.

As always, we're open to suggestions and feedback.