One login runs the client, the job and the books.

InstaCRM is the operating system for professional services and specialty trades. CRM and Books are the core every company gets. Everything specific to your industry is a bolt-on you switch on, so you never stitch five tools together or open a second product.

Buy nowFollow one job through
One spine, many tradesArchitects, engineers, contractors, manufacturers and multi-company groups run on the same core. Modules turn on per company.

Scroll to follow one job from first call to closed books

The job file, from first call to closed books.

Most CRMs stop at contacts and a pipeline. InstaCRM is the job file. Win it, run it, buy for it, get paid, and close the books, on one record that never gets re-typed.

Northgate Design-BuildQuote Q-0418
Quote
Beignets & Brew — tenant improvement, Spring TX
Client signature
M. Laurent
Valid 30 daysPrepared in InstaCRM
1 · Win the work

Client, sales stage, quote.

A company and contact record with a sales stage on the kanban. From there, a professional proposal or a construction quote, built from the same client and job.

  • Architectural and professional proposals, or construction quoting by division with OH&P and milestones
  • List or kanban, your status labels, your sales stages
  • Every quote carries your firm's standard terms and branding
2 · Sign in the portal

The client reviews and signs from a link.

They open a branded portal on your tenant's own address, not your internal CRM and not a preview URL. Review, sign, done. The signed agreement lands in the contract archive.

  • Review & sign links for proposals and construction quotes
  • Contract archive on the job file
  • Invite and setup flows stay on your live host
3 · Run the job

The signed contract becomes the job file.

Status pipeline, notes, sticky notes, plans and files, time. Staff and managers see exactly what their role allows, and nothing else.

  • Project workspace with files, notes and time on one record
  • Employee Desk for staff who need a terminal, not the whole CRM
  • Client portal shows progress without exposing internals
4 · Buy what you need

Vendor quote → purchase order → bill paid.

Vendors and their quotes come in, convert to a PO against the job, and get paid as bills. Every vendor has a default account, so an uncategorized bill still hits the ledger cleanly.

  • PO register and detail, tied to the project
  • AP intake: vendor quotes and invoices convert to POs
  • Bill pay from the same screen
5 · Get paid

Invoices and schedules, with card pay in the portal.

Receivables and payment schedules come off the contract. When the portal, consent and payments are on, the client pays by card from the same place they signed.

  • Construction invoicing with its own numbering when that path is on
  • Payment schedules and receivables on the job
  • Card payments with explicit client consent
6 · Close the books

Income and vendor bills land in Books.

No export ritual. The invoice that was paid and the bills you paid are already in the ledger, against the job, against the right accounts.

  • Chart of accounts and books UI inside the same login
  • Job margin: quoted, invoiced, spent
  • Optional bank feeds when enabled

Books that already know the job.

Accounting software starts with a blank ledger and asks you to explain your business to it. Books is built from the quotes, POs, vendor bills and invoices you already made, so money that starts anywhere in InstaCRM lands in the ledger without a CSV.

DateEntryAmountStatus
Mar 04Quote Q-0418 signed in portal$63,650Contract
Mar 11PO-2207 lumber & sheathing → Bill−$9,140Paid
Mar 18INV-1091 milestone 1 · card$21,000Paid
Mar 26Vendor invoice, no category → 5010 COGS−$6,880Posted
Apr 02Labor — 184.5 h logged−$11,070Posted
Apr 09INV-1092 milestone 2 · card$21,000Paid
Job margin to date$14,91035.5%

Chart of accounts, in the same login

A real ledger with a books UI, not a "reports" tab. Your accountant gets a seat that sees money and nothing else.

Vendor bills and pay

Vendor quotes and invoices come in, convert to POs, and get paid as bills. Each vendor has a default account, so nothing falls into "uncategorized".

Bank feeds when you want them

Optional Plaid bank feeds pull transactions in for matching. Off by default; on when your books are ready for it.

Margin by job, not just by month

Quoted versus invoiced versus spent, on every project, while it's still running and you can still do something about it.

Add the modules your trade needs. Leave the rest off.

Every bolt-on is a switch. On, it mounts in your nav and unlocks its API. Off, it isn't there. Each one plugs into the same clients, jobs, files and money, so nothing forces a second login or a second copy of your data.

Construction & trades
construction-quoting · construction-invoicing

Construction Quoting & Invoicing

Trade bids need CSI divisions, OH&P, bond and milestones, not a services proposal template.

What turns on: construction proposals and invoices with their own numbering, signing in the portal, delivery when invoicing is on.

Stays shared: client, job, contract archive, Books.

purchase-orders

Purchase Orders & Bills

Vendor quotes live in email, POs live in a spreadsheet, bills get paid twice.

What turns on: PO register and detail, AP intake, vendor default accounts, bill pay.

Stays shared: vendors, jobs, Books.

instamate · instatakeoff · instaprocurement

InstaMate, InstaTakeoff, InstaProcurement

Takeoff and estimating happen in a separate tool that doesn't know your clients or your catalog.

What turns on: plan takeoff to estimate in an embedded module; takeoff-only when that's all you need; procurement that sits on your POs and matches takeoff lines to your catalog.

Stays shared: clients, projects, quotes, POs. Publish paths write back where the contract allows.

specialty estimators

Specialty Estimators

Your trade has its own math: cold-formed steel, duct, conduit fill.

What turns on: an industry calculator as a native nav item; estimate converts to quote, PO or invoice on shared records. Heavy compute stays on a private service.

Stays shared: everything downstream of the estimate.

Manufacturing
instafacture

Instafacture

Manufacturing ops on the same client and project file your estimators already use.

What turns on: a plant dashboard inside the CRM: sales, production, QC, distribution, raw and finished inventory, file storage.

Stays shared: clients, projects, POs, contracts, quotes and invoices live once and appear in Instafacture. Create them there and they write back.

Multi-company groups
company-network · needs purchase-orders

Company Network

You sell to and buy from companies that also run InstaCRM, and you're still emailing PDFs into the void.

What turns on: an opt-in handshake, then RFP → quote → PO between the two companies, plus mirrored job updates and sticky notes on linked jobs.

Stays private: your books, your prices, your other clients. No public directory.

Front desk & staff
octone

Octone Phone

A phone system that has no idea who's calling or which job they're calling about.

What turns on: per-company VoIP and direct-in numbers, IVR or direct routing, SMS, and Ainsley answering when enabled.

Stays shared: client records, job notes.

Separate sign-up →

ainsley

Ainsley

Everyone asks the office manager where things stand.

What turns on: an AI staff member in a glass dock and on the phone. Admins can hand her CRM work they could do themselves; employees get job updates and issues. No money out without a confirm.

Stays shared: your data only. Isolated to your company by default.

employee_desk

Employee Desk

Field and shop staff need a terminal, not admin CRM.

What turns on: an employee-facing desk with the workflows their role needs, separate from full admin.

Stays shared: the job file they're working on.

Architecture & engineering
instacommercial · instahouse · instautility · in development

Plan products

Sheet families take days to set up before the design work even starts.

What turns on: address and prompt, or your markup and DXF, to layered CAD and PDF sheet families, on shared code and detail corpora.

Where it is: proving quality on our own work first. Rolling out to companies as each product clears that bar.

New industries
visit-packet · in progress

New industries don't need a new CRM.

They need a bolt-on on the same operating spine.

Example in progress: an inspection-station vertical that reuses phone, payments, vendors and bill pay, Books, Employee Desk and client logging, and adds a camera and visit-packet module for its compliance work, wrapping the regulated analyzers rather than replacing them.

Handshake once. Then RFP, quote, PO.

Your vendors and customers who also run InstaCRM can connect as each other's vendor and client. Nothing flows until both sides accept, and your books never open to the network.

Northgate Design-BuildCustomer
+ Vendor: Ridgeline Steel
+ Client: Ridgeline Steel
Invite by company name or Super Admin email · both accept
Ridgeline SteelVendor
+ Client: Northgate Design-Build
+ Vendor: Northgate Design-Build

Opt-in only

Invite by company display name or Super Admin email. There is no browse-all list, and there never will be.

Name and billing email, nothing else

On accept, each side gets the other as a vendor and a client. No price sheets, no client lists, no tenant details in the UI.

Quotes land in your Bills

Their quote arrives as a vendor quote on your side. Convert to a PO, and it shows up as an inbound PO on theirs.

Job updates mirror, prices don't

Operational notes and sticky notes on linked jobs stay in sync. Disconnect stops new flow; history stays.

For manufacturers, a plant dashboard inside the CRM.

Instafacture is not a second product. It's a sub-dashboard on the same client, project, quote, PO, contract and invoice records the rest of the company already uses. Make a sales order in Instafacture and the CRM sees it. Sign a contract in the CRM and the plant sees it.

  • Sales, production, QC and distribution boards
  • Raw and finished inventory
  • Receivables, POs and contracts, the same ones as the front office
  • File storage on the job
Shared record · Northgate Design-Build · Job P-0418

Your company sees your company. Nothing else.

Each company is its own tenant with its own data. Roles decide what each person opens and what they see inside. Pick a role and watch the same screen change.

Quote Q-0418 — Beignets & Brew$63,650
Overhead & profit$8,300
Contract termsNet 15, 10% retainage
PO-2207 lumber & sheathingReceived 3/11
Project progress41%

The Super Admin sees everything and controls the roles below.

Tenant isolation. Each company only sees its own data. Company Network traffic is mediated by the server; a browser never receives another company's database access.

Flags are the SKU. A missing flag means a missing nav item and a blocked API, not a hidden button.

Roles with field gating. Super Admin, Admin, Accountant, Employee, Client, with action and field gating where the module defines it. Every check runs on the server, on every request.

Your brand. Logo, colors and legal name per company, on your own address.

Your name on the door.

Clients sign in to your company's portal, on your address, in your colors. Quotes, contracts and invoices carry your logo and your terms. Pick a color and watch the app follow.

And a teammate who never forgets a file.

Ainsley lives in a glass dock at the bottom right of every screen, and on the phone when Octone is on. She reads the same clients, jobs and books your staff do, answers plainly, and only does what her role allows.

Ainsley
What's still open on Beignets & Brew?
Milestone 2 was paid on Apr 12. Milestone 3 ($21,650) isn't invoiced yet, the job is at 66%. PO-2207 is billed and paid. Nothing overdue.
Draft milestone 3 when we hit 90%.
Will do. I'll draft INV-1093 at 90% and leave it for your approval before anything goes out.

One system. Your trade's modules. Your name on it.

See it on a live company with your own quote, your own vendors and your own books. Twenty minutes, no slides.

See pricing & buyBook a demo