Smart CRM: Your Customer Command Center
Smart CRM is South Africa's AI-powered customer relationship management system for SMEs. Get 360° customer visibility, WhatsApp Business integration (official Meta partner), Sage accounting sync, and offline mode. From R499/month for 3 users. POPIA compliant, trusted by 200+ SA businesses. Works during load-shedding.
Unlike traditional CRMs built for enterprise sales teams, Smart CRM is designed for how SA small businesses actually work: WhatsApp conversations, phone calls, walk-ins, referrals, field service follow-ups.
A fraction of what Salesforce or Dynamics charges. 3 users included. All for a system that actually works in SA.
Customer Dashboard
Real-time CRM overview
Still Using Excel to Track Customers? Here's Why That's Costing You Money.
If you're like most SA SMEs, your customer data lives in Excel spreadsheets. Maybe you started with a simple list of names and phone numbers. Over time, you added columns for email, last purchase, notes... and now your spreadsheet is a nightmare.
You Can't Track Interactions
Excel can store customer names, but it can't track when you last spoke, what you discussed, what you quoted, or when follow-up is due. Critical details get lost in sticky notes and WhatsApp chats.
No Team Collaboration
Only one person can edit at a time. Your field technician can't update notes while you're reviewing the same file. Result: duplicate data, version conflicts, and endless 'Who has the latest spreadsheet?' confusion.
No Automation
Everything is manual: reminders to follow up, email sending, tracking hot vs cold leads, checking if quotes converted. Every manual step is a chance for things to fall through the cracks.
Can't Scale Beyond 100 Customers
Once you have 200-300 customers, Excel becomes unusable. Finding customer history means scrolling through hundreds of rows. Your team wastes 30+ minutes per day hunting for information.
The Solution: A Real CRM
If you're still using Excel, you're not alone. 68% of SA SMEs start with spreadsheets. But businesses that switch to a real CRM see:
Everything You Need to Manage Customers. Nothing You Don't.
Smart CRM gives you enterprise-grade capabilities without enterprise complexity. Here's what you get:
See Every Interaction. One Screen.
Contact Information
- Name, company, phone, email, WhatsApp number
- Physical address, delivery address, billing address
- Tags and categories (e.g., "VIP Customer", "Field Services", "Johannesburg")
Interaction Timeline
Every conversation, meeting, call, email, and WhatsApp message—in chronological order. Your team can see:
- Last contact: "Spoke to John on WhatsApp yesterday about quote"
- Next action: "Follow up on Tuesday after he reviews our proposal"
- History: "Purchased HVAC service in March 2024, annual maintenance due soon"
Deals & Opportunities
- Active quotes and their status (Sent / Viewed / Negotiating / Won / Lost)
- Deal value and close probability (AI-powered)
- Products/services they're interested in
Notes & Files
- Attach quotes, contracts, invoices, photos
- Internal team notes (not visible to customer)
- Customer preferences: "Prefers morning appointments", "Payment via EFT only"
Activity Log
- Who on your team did what, when
- Audit trail for compliance (POPIA-friendly)
When a customer calls, any team member can answer confidently. No more "Let me check and call you back." Everything they need is on one screen.
Powered by AI: Work Smarter, Not Harder
Smart CRM uses artificial intelligence to help you make better decisions, save time, and close more deals.
Predict which leads will close with AI-powered lead scoring
Identify at-risk customers before they leave
Get smart recommendations on what to do next
All This Happens Automatically.
Zero Setup Required.
AI works behind the scenes, making your CRM smarter every day.
LeadScoring
Predict which leads will close
Prioritize your sales team's time with AI-powered predictions
Churn Prediction
Identify customers at risk of leaving
Alert: "ABC Company hasn't ordered in 90 days (usually orders every 45 days)"
Suggested action: "Send re-engagement email"
Next-Best Action
AI suggests what to do next:
- •Customer viewed quote 3x but hasn't replied → Schedule follow-up call
- •Deal stuck in negotiation for 14 days → Offer limited-time discount?
Smart Fields
As you type notes, AI suggests:
- •Tags (e.g., if you mention "urgent", AI suggests adding "Priority" tag)
- •Related contacts (AI spots name mentions and links to their record)
Duplicate Detection
AI prevents duplicate customer records
Alerts: "This looks similar to 'ABC Cooling (Pty) Ltd' already in system"
Suggests merge
Sentiment Analysis
AI reads your email/WhatsApp exchanges and flags:
- •Happy customer (green) → Opportunity for upsell/referral request
- •Unhappy customer (red) → Manager should intervene
All This Happens Automatically.
Zero Setup Required.
AI works behind the scenes, making your CRM smarter every day.
Connects to Everything You Use
Smart CRM integrates seamlessly with your existing tools. No more data silos.
Business Tools
- Sage Accounting: Auto-sync invoices, payments, customer balances
- WhatsApp Business API: Two-way messaging integration
- Google Workspace / Microsoft 365: Email, calendar, contacts sync
- Voice Valet: Every call auto-creates/updates CRM record
- Support Desk: Field service jobs linked to customers
- Marketing Engine: Campaign performance tracked per customer
Communication
- Gmail / Outlook: Email integration
- Google Calendar / Outlook Calendar: Calendar sync
- Zoom / Google Meet: Click to join meetings from CRM
Payments
- PayFast, Yoco, Stripe: Payment links in CRM
File Storage
- Google Drive, Dropbox: Attach files from cloud storage
Zapier Integration
Connect 5,000+ other apps via Zapier. Examples:
- →New CRM deal → Create Google Sheet row
- →Customer fills web form → Auto-create CRM lead
- →Deal won → Send Slack notification to team
API Access
Build custom integrations with BizAI's RESTful API. Full documentation provided.
The Goal: One Source of Truth
No more data scattered across tools. Everything flows into Smart CRM.
How South African Businesses Use Smart CRM
Real challenges from SA SMEs. Real solutions. Real results.
Field Services & Trades
HVAC, plumbing, electrical, maintenance companies
Common Challenges
- ×Technicians in the field, not at desks
- ×Customer history scattered across WhatsApp, notebooks, and memory
- ×Quotes get lost, follow-ups missed
Smart CRM Solution
- ✓Mobile CRM: Technicians access customer history on-site via phone
- ✓Offline mode works during load-shedding or poor signal areas
- ✓WhatsApp integration: Send quotes, appointment reminders, payment links
- ✓Sage sync: Invoices flow from job completion to accounting automatically
Real Result:
ABC Cooling (Johannesburg) increased repeat business by 45% in 6 months using Smart CRM to track service history and send timely maintenance reminders.
Healthcare & Medical Practices
Doctors, dentists, physiotherapists, clinics
Common Challenges
- ×Patient data in filing cabinets and disconnected systems
- ×Missed appointments cost revenue
- ×POPIA compliance requirements are complex
Smart CRM Solution
- ✓Centralized patient records with full interaction history
- ✓Automated WhatsApp appointment reminders (reduces no-shows by 60%)
- ✓POPIA-compliant: SA-hosted data, audit trails, consent management
- ✓AI-powered follow-up reminders for annual check-ups, vaccinations
Real Result:
Pretoria Medical Practice reduced no-shows from 18% to 7% using automated WhatsApp reminders, recovering R45,000/month in lost appointment revenue.
Restaurants & Hospitality
Restaurants, caterers, event venues, hotels
Common Challenges
- ×Customer preferences forgotten between visits
- ×Reservation chaos during peak times
- ×Marketing is random, not data-driven
Smart CRM Solution
- ✓Customer preference tracking: dietary restrictions, favorite tables, special occasions
- ✓Integrated reservation system with automated confirmations
- ✓Marketing Engine: Send birthday specials, loyalty rewards, event invitations via WhatsApp/SMS
- ✓Track customer lifetime value: identify VIP guests
Real Result:
The Vine Restaurant (Stellenbosch) increased repeat visits by 35% and average spend by 22% using personalized WhatsApp marketing based on customer preferences.
Professional Services
Accountants, lawyers, consultants, agencies
Common Challenges
- ×Client engagements involve multiple team members
- ×Proposals and contracts get buried in email
- ×Billable hours tracking is manual and error-prone
Smart CRM Solution
- ✓Shared client view: entire team sees conversation history, documents, deadlines
- ✓Pipeline tracking: move proposals through stages (Draft → Sent → Negotiating → Won/Lost)
- ✓Document management: attach contracts, proposals, deliverables to client records
- ✓Time tracking integration: link billable hours to Sage for invoicing
Real Result:
Cape Consulting increased proposal win rate from 32% to 51% by using AI lead scoring to identify and prioritize high-intent prospects.
Retail & E-commerce
Online stores, boutiques, wholesalers
Common Challenges
- ×Customer inquiries via email, WhatsApp, Instagram—all disconnected
- ×No way to track customer purchase history for upselling
- ×Cart abandonment recovery is manual
Smart CRM Solution
- ✓Omnichannel inbox: manage WhatsApp, email, social DMs in one place
- ✓Purchase history tracking: see what customers bought, when, how much
- ✓Automated cart abandonment follow-ups via WhatsApp
- ✓Customer segmentation: VIP customers, frequent buyers, at-risk churners
Real Result:
The Sneaker Lab (Durban) recovered 28% of abandoned carts using automated WhatsApp follow-ups, generating R87,000 in additional monthly revenue.
Construction & Property
Contractors, builders, property managers, real estate agents
Common Challenges
- ×Projects involve multiple stakeholders (clients, subcontractors, suppliers)
- ×Site visits mean limited office access
- ×Document chaos: quotes, plans, certificates scattered everywhere
Smart CRM Solution
- ✓Project-based customer records: track all stakeholders in one place
- ✓Mobile access with offline mode: update CRM from construction sites
- ✓Document repository: store quotes, contracts, compliance certificates
- ✓Automated progress updates to clients via WhatsApp with photos
Real Result:
Premier Builders (Johannesburg) reduced admin time by 12 hours/week and improved client satisfaction scores from 3.2/5 to 4.7/5 using automated project updates.
See how Smart CRM works for your industry
Start 30-Day Free Trial"I've Never Used a CRM Before. Is This Hard to Learn?"
Short Answer: No.
We built Smart CRM for SA small business owners who've been using Excel, WhatsApp, and sticky notes. If you can use a smartphone, you can use Smart CRM.
1. Simple, Clean Interface
No overwhelming dashboards with 47 buttons. Just the essentials:
- Customers
- Deals
- Tasks
- Reports
2. Guided Setup
When you sign up, we walk you through:
- Importing your Excel customer list (drag & drop)
- Inviting your team
- Creating your first deal
- Setting up WhatsApp integration
Takes 15-20 minutes.
3. Free Training & Support
Every BizAI customer gets:
- Live onboarding call (30-45 minutes)
- Video tutorials for every feature
- WhatsApp support (respond within 2 hours)
- Help Center with step-by-step guides
4. Pre-Built Templates
We include templates for common SA businesses:
- Field Services (HVAC, plumbing, electrical)
- Professional Services (consultants, lawyers, accountants)
- Retail
- Hospitality
Pick your template, customize it in minutes.
"As Simple as Excel, As Powerful as Salesforce"
That's our design philosophy. The features are there if you need them. But you're not forced to use everything on day one.
Start Simple:
Most Customers Are Fully Productive Within 1 Week.
Competitor Comparison
POPIA-Compliant by Default
South Africa's Protection of Personal Information Act (POPIA) requires businesses to protect customer data. Smart CRM helps you comply.
1. Consent Tracking
- Record how customer gave consent (e.g., "Opted in via website form on 2024-02-15")
- Track consent for different purposes (marketing, newsletters, calls)
- One-click unsubscribe
2. Data Subject Access Requests
Customers can request:
- "What data do you have on me?" → Export their full CRM record (PDF)
- "Delete my data" → Permanent deletion (audit logged)
3. Access Controls
Set permissions per team member:
- Sales rep: Can view/edit their own customers only
- Manager: Can view all customers
- Admin: Full access + user management
4. Audit Trail
Track who accessed/changed customer data:
- "John viewed customer record on 2024-03-10 at 14:35"
- "Sarah updated phone number on 2024-03-11 at 09:22"
5. Data Encryption
- Data in transit: TLS 1.3 encryption
- Data at rest: AES-256 encryption
- Hosted in South African data centers (POPIA-compliant)
6. Retention Policies
Automatically delete old data:
- "Delete customers with no activity in 3 years"
- "Delete marketing contacts who haven't engaged in 12 months"
POPIA Doesn't Have to Be Scary.
We've built compliance into the product. You don't need a lawyer to set it up.
CRM Pricing That Makes Sense
Starter
Perfect for solo entrepreneurs and small teams (3 users included)
- 3 users included
- Unlimited CRM contacts
- 1,000 WhatsApp conversations/mo
- Click-to-call from CRM
- Sales pipeline management
- Mobile app (iOS/Android)
Growth
Best for growing SMEs (10 users included)
- 10 users included
- 3,000 WhatsApp conversations/mo
- Advanced reporting & dashboards
- Custom fields & workflows
- FREE Landing Page website
- Priority phone support
Business
Complete solution for established SMEs (20 users included)
- 20 users included
- 10,000 WhatsApp conversations/mo
- Voice AI Receptionist included
- Marketing Engine included
- Support Desk Module included
- FREE Business Website
Enterprise Plan
R5,499/mo · 50 users included · FREE eCommerce Website · FREE Local SEO + ASO · 24/7 priority support.
Contact Sales for QuoteAdd-Ons (Any Plan)
- Extra user (Starter/Growth)R180/user/month
- Extra user (Business)R150/user/month
- Voice AI Receptionist add-onR999/month
- Marketing Engine add-onR499/month
- Support Desk add-onR399/month
30-Day Free Trial. No Credit Card Required.
Competitor Pricing Comparison
Common Questions About Smart CRM
Ready to Stop Losing Track of Customers?
Join 200+ South African businesses using Smart CRM with AI receptionist service and WhatsApp marketing automation to:
Start Your 30-Day Free Trial
- No credit card required
- Full features (Professional plan)
- Free onboarding call included
- Cancel anytime
Or Book a Live Demo
See Smart CRM in action with your data. 20-minute personalized demo. Check out our pricing plans.