AstuteCRM — CRM, GST invoicing and support ticketing in one

Run your companies, clients, GST invoices, payments and support tickets from one place — with a client portal for your customers, role-based access and notifications at every step.

AstuteCRM is a combined CRM, GST invoicing and support-ticketing system for businesses that sell through one or more companies to a shared pool of customers.

Your team works from a secure web dashboard where each person sees only the companies — and, if you choose, only the clients — they look after. Your customers get their own client portal to raise support tickets, follow them and chat with your team, without ever seeing your internal data.

Every important event — a ticket raised, assigned, updated or answered, a new user registering or an account changing — is announced in the app's notification bell and by a branded e-mail.

Features

Multi-company, with staff limited to their companies and, optionally, specific clients
GST invoicing with full change history, multiple print designs and secure e-mail delivery
GST e-Filing (GSTR-1 / GSTR-3B), e-Invoice and e-Way Bill through a GSP
Payments ledger with TCS split and automatic payment reminders
Support tickets with products, modules, categories, SLA timers and live chat
Client portal for customers to raise and follow their tickets
Notification bell and branded e-mails at every ticket and user stage
Self sign-up with e-mail verification, request-access approval and sign-in by password or e-mail code
Role-based permissions per module, with a dashboard split by module

Set up AstuteCRM (administrators)

Follow these steps once, as the Super Admin, to get your team working.

Companies — add each of your own companies (the businesses you sell through) with GSTIN, address, bank details and logo. Choose a default invoice design and paper size for each.
Roles — under Administration → Role Master, create roles such as Accountant or Support and tick what each can View / Add / Edit / Delete in every module. A person's menus and screens come entirely from their role.
Users — under Administration → Manage Users, add your staff. For each one pick a role, tick the companies they work for and, optionally, the specific clients they handle (with one marked as their default). Leave clients unticked to give access to every client of their companies.
Clients — add your customers (each belongs to one of your companies) and the services you invoice for.
Ticket Settings — under Administration → Ticket Settings, review the standard ticket categories and add your products and modules, choosing which companies each is offered to.
Client portal — open a client and use the globe icon (Portal access) to invite the people at that client who should raise tickets. Each client can have several logins.
E-mail — under Settings → E-mail (SMTP), enter your outgoing mail server so verification codes, invoices, reminders and notifications can be sent.

Signing in

The sign-in page works in two steps:

Enter your e-mail address or username and choose Continue.
On the next page enter your password — or choose E-mail me a sign-in code and type the 6-digit code we send you (valid for 10 minutes, single use).

Tick Remember me on a trusted device to stay signed in (password sign-in only).
Forgot your password? Use Forgot Password? on the password page to reset it with an e-mailed code.
If the e-mail you enter has no account, you will be offered to create one.

New here? Create an account and request access

On the sign-in page enter your e-mail, then choose Create an account (or use the Create an account link).
Choose your own username, enter your name, e-mail and a password, and confirm your e-mail with the 6-digit code we send. Each e-mail address can be registered only once.
Sign in. You will see a Welcome page with no menus yet — that is expected.
Click Request access, optionally adding a short message (for example your company and the modules you need).
The administrator is notified in the app and by e-mail. Once they assign your role and companies, you receive an Access approved e-mail and notification — sign in again and your modules appear.

Dashboard

The dashboard is grouped into sections, and you only see the sections your role can view:

Invoices — total invoices, revenue this month, the Invoice Value, Tax & Amount chart with a period filter (this/last month, last 3/6/12 months, financial years or a custom range), invoices by status, revenue trend and recent invoices.
Payments — collected this month, total collected, outstanding balance and TCS deducted.
Tickets — open, in progress, critical and overdue (past SLA) tickets, charts by status and priority, open tickets by category and by client, and the latest open tickets.

All figures cover only the companies (and clients) you have access to. Use the company selector in the top bar to narrow everything to particular companies.

Support tickets

Raising a ticket

Open Tickets → New (the + button). The form only offers what you are allowed to use:

Field	How it works
Company	Shown only if you work for more than one company; otherwise it is filled in for you.
Client	Your default client is pre-selected — you can still pick another. Only clients of that company (or your linked clients) are listed.
Product / Module	Chosen from the lists set up in Ticket Settings. Picking a product narrows the modules.
Category	Bug, Correction, Changes, New Requirement, Enquiry, Suggestion, Support — or your own.
Priority	Sets the SLA response time: Critical 4 h, High 8 h, Medium 24 h, Low 72 h.
Assigned To	Team members for that company (administrators are only listed for the Super Admin).

Every drop-down is searchable — click it and start typing; use the arrow keys and Enter to pick.
Module not listed? Type its name in the Module search and choose + Add new module. It is saved for that company (under the selected product) and selected on the ticket.
Lists with a single option fill themselves in.

Working on a ticket

Open a ticket to see its details, live chat and comments. Tick Internal note to write something only your team can see — clients never see internal notes.
Change status as you go: Open → In Progress → On Hold → Resolved → Closed (or Cancelled). Overdue tickets are flagged when they pass their SLA time.
Tickets are text only — descriptions, comments and chat; files cannot be attached.
Use the filters (status, priority, client, assignee, product, module, category, dates, overdue only) and search to find tickets quickly.

Ticket Settings: products, modules and categories

Under Administration → Ticket Settings an administrator maintains the pick-lists used on tickets.

Categories — the standard set (Bug, Correction, Changes, New Requirement, Enquiry, Suggestion, Support) is provided; rename, reorder or add your own.
Products — what your companies support.
Modules — areas within a product. A module can belong to one product, or to none (then it shows for every product).

For each entry choose whether it is offered to all companies or only selected companies, its display order, and whether it is active. Deactivating hides it from the ticket form; existing tickets always keep the value they were saved with. Modules added by your team from the ticket form appear here too, for you to tidy up.

Users, roles and access

Roles decide which modules a person can open and what they can do there (view, add, edit, delete). Change them under Administration → Role Master.
Companies — a user only sees records of the companies ticked on their account.
Client access — optionally tick specific clients (and one default). The user then sees only those clients' tickets, invoices, payments, reminders, client records and dashboard figures, and the default client is pre-selected on new tickets. No clients ticked means every client of their companies.
Access requests — people who sign up themselves appear with an Access requested badge (use the Access requested status filter). Open the request from the notification or the Users list, pick a role and companies, and save — they are notified automatically.
E-mail verification — when an e-mail address is added or changed, a code is sent to confirm it; the user enters it from a banner in the app.
Login Activity — see who is signed in on which device, and sign out a device, a user or everyone.

Notifications (bell and e-mail)

AstuteCRM tells the right people at every stage, in the notification bell at the top of the screen and by e-mail — and never notifies you about something you did yourself.

Event	Who is told
Ticket raised (by staff or from the client portal)	Super Admins, the assignee and whoever raised it; the client's portal users get a confirmation
Ticket assigned or re-assigned	The new and the previous assignee (plus Super Admins)
Status, priority or details changed	Super Admins, assignee and creator — the e-mail lists exactly what changed (old → new); clients hear about changes they can see
Reply or internal note	Staff on the ticket; clients get replies, never internal notes
New sign-up, access request, user added / changed / deleted	Super Admins
Your own account changed, access approved, password changed	You

The bell groups notifications by Today / Yesterday / This week / Earlier, has All and Unread tabs and Mark all read, and rings when something new arrives. Click a notification — or the button in an e-mail — to open that ticket or user directly.

Client portal (for your customers)

Your customers use the client portal at /portal on your AstuteCRM address.

They receive an invitation e-mail, open the link, enter the verification code and set a password.
In the portal they can raise a ticket — choosing their account (if they have several), product, module, category and priority from searchable lists — and follow all their tickets.
On a ticket they can reply, chat live with your team, mark it resolved or reopen it.
They receive e-mails when their ticket is received, when its status or other visible details change, and when your team replies.

Customers never see your companies, internal notes or other clients' tickets. Tickets they raise are automatically owned by the company their account belongs to.

Invoicing and GST

Invoices — create draft invoices, then finalise them. Mixed GST rates, item and invoice discounts, CGST/SGST or IGST by place of supply, and optional round-off are handled automatically. Finalised invoices can still be corrected — every change is kept in the invoice history; cancelled invoices are locked.
Print and PDF — several designs per company, a default paper size per company (A4, A5, Letter and more), multi-page invoices with repeating headers.
E-mail an invoice — preview the e-mail first, edit To / CC / BCC (remembered per client), and send with the PDF attached and a secure link protected by a one-time code. Drafts can be e-mailed too and are clearly marked DRAFT.
GST e-Filing — a monthly GSTR-1 / GSTR-3B dashboard built from your invoices, prepared and uploaded automatically through your GST Suvidha Provider; the final File step always needs a person to confirm with the OTP/EVC. Also e-Invoice (IRN), e-Way Bill and GSTR-2A/2B review. Each company starts in safe Mock Mode.

Payments and reminders

Record payments from an invoice — in two parts when tax is deducted at source: the TCS deducted (pre-filled at 10%) and the amount received in the bank. Payments can be edited later; the invoice's paid status updates automatically.
Payments page — every payment across your invoices with totals for this month, overall and outstanding.
Payment Reminders — automatic, branded reminder e-mails for unpaid invoices after the days you choose (for example 45 and 50 days), at a set time, optionally repeating until paid. The tone steps up from a friendly reminder to an overdue notice. Preview, send now, schedule or skip any reminder, and see the full sent history.

Getting help

Need a hand with AstuteCRM? We are here to help.

Sign in to the client portal (top-right Client login) and open Tickets → New ticket. Pick AstuteCRM so the right team picks it up.
Describe what you were doing, what you expected and what happened instead. Screenshots help — paste a link in the ticket.
Track replies in the portal; you also receive an e-mail whenever our team responds.

Not a client yet? Use Enquire on this page and we will get back to you within one business day.

Frequently asked questions

Can I correct a finalised invoice?

Yes. Every change is recorded in the invoice history (who changed what and when). Cancelled invoices can no longer be edited.

I signed in but I can't see any menus.

Your account does not have a role yet. Click Request access on the Welcome page; the administrator is notified and you will get an e-mail as soon as access is approved. Then sign in again.

Why is there no Company field on my ticket form?

You work for only one company, so it is filled in for you automatically. Users with more than one company see a Company drop-down.

Why can't I see some clients, tickets or invoices?

You only see the companies ticked on your account and — if your administrator linked you to specific clients — only those clients. Also check the company selector in the top bar.

The module I need isn't in the list.

Type its name in the Module search box on the ticket form and choose + Add new module. An administrator can rename or remove it later in Ticket Settings.

Can I attach files or screenshots to a ticket?

No — tickets are text only. Describe the issue in the description, comments or live chat.

I didn't get an e-mail about a change I made.

That is intentional: AstuteCRM never notifies you about your own actions. Everyone else involved is notified. If others are not receiving e-mails, ask your administrator to check Settings → E-mail (SMTP).

Can I sign in without a password?

Yes. Enter your e-mail or username, then choose E-mail me a sign-in code and type the 6-digit code we send (valid for 10 minutes).

How do my customers get access to the client portal?

Open the client in AstuteCRM and use Portal access to invite each person by e-mail. One client can have several logins, and one login can cover several client accounts.

Book a free demo of AstuteCRM