TechStone Sales Bot — How-To Manual

Your phone-first companion to the TechStone CRM: log visits, build quotes, chase follow-ups, and see your pipeline — anywhere.

Getting started

Signing in

1. Open the app link on your phone or computer. (On a phone you can Add to Home Screen so it opens like an app.)
2. Enter your vTiger username and Access Key. The access key is on the CRM under My Preferences — the “where?” link on the login screen takes you there.
3. Tap Sign In. You'll land on the Home Hub.

Install the app (Android & iPhone)

Installing puts a TechStone icon on your home screen so the bot opens full-screen like a normal app — and it's what enables the Viber screenshot shortcut on Android. Do this once per phone.

Android (Chrome)

1. Open Chrome and go to dash.techstone.com.ph.
2. Sign in once.
3. Tap the ⋮ menu (top-right) → Install app (or Add to Home screen) → Install.
4. Open the new TechStone icon from your home screen.

iPhone / iPad (Safari)

1. Open Safari — it must be Safari, not Chrome — and go to dash.techstone.com.ph.
2. Sign in once.
3. Tap the Share button (the square with an up-arrow, ⬆️, at the bottom or top of the screen).
4. Scroll down and tap Add to Home Screen → Add.
5. Open the new TechStone icon from your home screen.

The Home Hub

The Hub is your home screen — every feature is a card, grouped into Capture, Daily, and Boards & reports. Tap a card to open it.

• Top-left logo = Home. Tap it any time to come back to the Hub.
• Top-right: 🔍 quick search · ❓ this guide · your profile (initials) — tap for profile & sign-out.

Assistant (AI)

Ask questions in plain language — about products, a client, pricing guidance, or “what do I have today?”. Tap the 🎤 microphone to talk instead of type.

Home dashboard

A snapshot of your day: today's calls & meetings, tasks, anything pending or overdue, your pipeline by stage, and leads by status.

Today (calendar)

Your schedule, on the Calendar. Tap + New to add a call, meeting or task — pick the type, subject, date, time and notes, add any other participants, then Save. It appears for you (and your manager) straight away; anyone you book it for or add is asked to accept.

On an entry linked to a company and a contact, + Create follow-up task books the next step for the person whose calendar it is, linked to the same records.

Agenda

The week ahead plus recent history. Managers see their whole team here. Tap a past meeting that still needs writing up, or its → Record button, to open its meeting record.

Tap a call or task to open the Log follow-up form (see Follow-ups). No answer and No reply record a missed attempt in one tap. On Outstanding quotations, moving a quote to Accepted runs the compliance check first.

Search

Find anything: toggle between the Knowledge Base (product info, files, presentations) and CRM Records (accounts, contacts, leads, quotes). Type and tap Search.

Meetings — visits, presentations and meeting records

Sales Visits and Presentations are now one list: Meetings (in the menu). Every meeting has one meeting record — what happened, who was there, business cards, photos and Q&A. The old Sales Visits and Presentations pages now open Meetings.

1. Book it

• On the Calendar, choose the meeting type and add Other participants.
• When you book a meeting for someone else, or add them as a participant, they get an invitation on their phone and computer and must tap Accept, Decline or Snooze. You are told their answer, and each name on the meeting shows ✓, ✗ or ⏰.
• To receive invitations as notifications, tap Get invitations as notifications on this device on an invitation, once on each phone and computer.

2. Record it

Open the meeting record from the calendar meeting (📝 Meeting record), from Meetings (Prepare record or Start record), from Team Agenda (→ Record) or from the menu (Meeting record). It saves as you type.

1. What happened: type, date, duration, Planned or Held, and who it is logged for.
2. Client & people: link the company, pick the contact from that company's list, and link the opportunity. If the contact's number, email or job title has changed, correct it here — Save to CRM asks before it changes the contact.
3. Business cards & attendance lists: tap 📷 Photograph a card (add the back if details are printed there) or 📋 Photograph a list, or upload a PDF. Each person appears as a card: check the details, pick or create the organisation, and tick Confirmed.
4. Photos, attendance sheet & documents are filed automatically on qi, under PDX › 03-Sales › Meeting Records.
5. What was presented & Q&A (open for presentations) and Commercial detail — budget, timeline, competition, pain points (open for visits).
6. Discussion: type, or tap 🎤 Dictate — Tagalog and Cebuano are saved in English. Choose the Outcome, tick Decision maker was present, and set the Next action and Follow-up date.

3. Save to CRM

Save to CRM does it all at once:

• creates or updates one Sales Visit (its SV number is shown), owned by the Sales group with the rep named on it;
• adds confirmed cards and list rows as contacts, linked to their organisations;
• posts the meeting record on the company, contact and opportunity;
• creates the follow-up task for the rep and marks the calendar meeting Held.

Presentations and events: one record, in stages

A presentation or event is planned in advance, so its record grows with it. Under Stage, pick Planning or Preparation, write what was done (venue booked, samples packed, invitations sent) and tap Save stage update to CRM: it is filed on the company, contact and opportunity with its date, and the history stays on the record. When it has taken place, pick Held, complete the record and tap Save to CRM. Afterwards, add Follow-up updates the same way.

4. Find it

Meetings shows meeting records, calendar meetings and earlier Sales Visits together. Filter by type, status (Upcoming, Needs a record, Draft, Saved to CRM), rep, outcome and date. An earlier Sales Visit opens read-only; tap Continue in meeting record to add to it.

Estimate — multi-system quote builder

Build a full quote with several products and extra costs, priced exactly like the website calculator (the prices come live from the website engine — they always match).

1. Search and pick the client / CRM record the quote is for.
2. Add system: choose the product (e.g. Liquid Granite), colour, area in m², waste %, and tick Flooring / In-stock / Installation as needed → Add to quote. The line shows its price. Add as many systems as the project needs.
3. Add line item for anything that isn't a product — scaffolding, mobilization, labor, equipment: description, qty, unit, rate.
4. Set a discount % and VAT 12%; the grand total updates live.
5. Copy the itemized quote, or Save quote to CRM (saved onto the client's record).

Meeting notes

The Meeting Note wizard has been replaced by the meeting record (see Meetings). For a quick note after a call, use Log on the item in My Day or Log outcome on its follow-up.

Daily Project Report Operations

One report per project per day, replacing the old Site Report. Open Daily Reports.

• Foreman: pick the project and date, add a row per person in Labor on site, fill in Work done today (type or dictate), materials, issues, the plan for tomorrow and photos, then submit.
• Superintendent: set Filed as to Superintendent. If the foreman has already filed that day's report, a banner says so and your site conditions, inspection notes and sign-off are added to it; the foreman's report is not changed.

Suppliers Accounting

Suppliers (menu, Records) lists the companies TechStone buys from, with their bank details. Add, edit or delete any supplier there; deleting moves it to the CRM recycle bin.

Log a Viber message to the CRM

Capture a client's Viber message into their CRM record. The app reads who it's from, writes a short summary and next action, and files it on the contact, their company, and any open opportunity. Two ways in — the menu method works on every phone.

The reliable way — Android & iPhone

1. In Viber, take a screenshot of the chat so the contact's name shows at the top (most phones: press Power + Volume-Down together).
2. Open the TechStone app → top menu Sales → Log Viber message.
3. Tap Add screenshot and choose it from your photos. The app reads the contact from the chat header.
4. Confirm the suggested client — or type a name in the search box and pick the right one.
5. Optional: tidy the Message text and tap ↻ Regenerate to refresh the AI summary & next action.
6. Tick Raise a follow-up task if you want a reminder, then tap Log to CRM.

Android shortcut optional

On Android you can skip a step: open the screenshot (or an image in the Viber chat) → tap Share → choose TechStone. It opens the same screen with the picture already attached.

What gets saved

A dated [VIBER] comment containing the summary, the next action, the message, and a link to the screenshot — posted to the contact, their company, and any open opportunity. Nothing is sent to the client; this is for your records only.

Boards

Monday-style boards for the pipeline, follow-ups, and samples. Drag cards between columns, open a card for the full deal cockpit, add comments, and link CRM records.

Follow-ups

The shared follow-up queue. See what's due and overdue, assign items, and record what happened. Follow-up dates created from a meeting record land here automatically.

Log follow-up — the one form

Log outcome on a Follow-ups card, Log in My Day, a row on Team Agenda and Log follow-up in Leads & Outreach all open the same form.

1. Pick the Outcome — Reached, Not held, No answer or No reply — and the Channel.
2. Write What happened. It is posted in your name on the organisation, contact, opportunity and lead.
3. Give the Next action and Date, or tick No further action. Full form adds the linked records and their recent history.
4. Tap Log follow-up. The next step is booked for the person the follow-up belongs to, and the message names them.

Dashboards & reports

Profile & roles

Tap your initials (top-right) to see your name, role, and email, and to sign out. Your role controls what's visible:

Help box on every page

Every page of the Dash and the Finance app has a ? Help button at the bottom right. It opens a panel with four parts:

• This page — what the page is for, how its usual tasks are done, and what the fields and buttons mean. Written from the code and reviewed by the owner; a guide marked as a draft has not been reviewed yet.
• Ask — type a question about this page or any other. It answers from the written guides to the pages you may open, and names the guides it used, in English or Tagalog (your Dash language). TechStone's own AI model on the office network answers first. When the guides do not cover the question, when that model cannot answer, or when you press Try a deeper answer, the question may go to Claude, an outside assistant. Claude is sent the guides, the list of pages you may open, and your question with the earlier questions and answers in the box. It is not told who you are and is sent no record from the Dash. The Dash hides the names, longer numbers, email addresses and links it recognises in what you type, but it cannot catch them all, so do not type private details. An answer from Claude says "Answered by Claude, the outside assistant, from the guides." It never sees prices, costs or records, so check anything important on the screen. Under an answer, Open takes you to a page it mentions and Watch to the moment in a training video, in This tab or a New tab. Type a follow-up in the same box, or press New question to start again. If an answer did not help, press No: Try a deeper answer may then be offered. Answers usually take up to a minute, and longer when Claude answers; when the assistant is offline the panel says so and the written guides still work.
• Report or suggest — something broken, a change to how a page works, a new feature, or a question for the owner. Describe it in a sentence or two, answer a few short questions, add a screenshot if it helps (paste one, choose a file, or capture the page), then Send. The page you were on, and any errors it hit, go with it. Nothing is built or changed until the owner decides.
• My requests — what happened to each request you sent, with the owner's replies. You also get a Dash alert when a request is answered or its status changes.

You can type in English or Tagalog. Each person may send up to ten requests a day; add to an existing one under My requests rather than sending it twice.

Tips & troubleshooting

• Install it: on a phone, use your browser's Add to Home Screen — it runs full-screen like an app and works offline for what's cached.
• It looks old / a feature is missing? Force-refresh: pull-to-refresh on mobile, or Ctrl/Cmd + Shift + R on desktop. The app caches itself, so a forced refresh loads the newest version.
• Microphone won't record? It needs HTTPS and microphone permission — allow it when asked.
• Tagalog: you can speak Tagalog when dictating; visit notes are saved to the CRM in English automatically.
• Stuck? Ask the Assistant, or ask an administrator for anything system-related.

For admins — email campaigns Admin

On the website dashboard → Marketing → Email Campaigns. Each campaign row has a ⋮ menu (left of the row):

• Preview — see the full email as recipients will.
• Image — pick a project hero photo (with thumbnails) for the email.
• Refine — give extra instructions to rewrite the copy (needs the OpenAI balance funded).
• Approve / Send — only verified, opted-in recipients are ever sent; nothing goes out without an explicit send.

TechStone Sales Bot · this guide is always available from the ❓ in the header.