Features · From the first job to the next
Less to keep in your head. More in one place.
Pick your trade to get set up. Ask Cybie to draft the changes. Keep quotes, invoices and payments beside the job with Books. Here's how the pieces fit your day.
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01Start with your trade
Open it. Pick your trade. Look around.
Pick a trade template and get its lists, fields and deal stages in one step. Add the sample records and the workspace starts with a made-up business in it: clients, deals in every stage, tasks and appointments, in your trade's own words.
- Trade templates, added in one step
- A made-up business to look around in, two months in
- Remove every sample record with one button
- Your own record types and fields
02Make it yours
Make it look the way you like.
Pick a look, your own accent colour and how your Home screen is arranged. There is a step for it at the end of sign-up, and you can change it any time in Settings.
- Twelve looks, three of them in light and dark
- Your own accent colour
- Three Home layouts: Classic, Simple and Assistant
- Each person chooses their own
03Catch the enquiries
Put a form on your website. Get a client back.
Share a link, embed the form on your own site or print its QR code. When someone sends it, they appear as a client with a deal and a task to get back to them, for the person you choose.
- You choose what the form asks and what it says after
- Someone who is already a client gets a note, not a second copy
- Suspicious enquiries are held for you to look at
- Nothing is lost if the workspace is read-only
04Track the jobs
Know where every job stands.
Keep the client, company, deal, tasks and notes linked together. Move deals along the board with a mouse or a finger, and find the details from one search box.
- Drag deals between stages
- Switch between cards, tables, a board and task lists
- Search with Cmd+K or Ctrl+K
- See what changed on each record's timeline
05Book the visits
Let customers pick a time. See it on your calendar.
Share a booking page and customers choose a free time. The appointment lands on your calendar with their details. Subscribe to your appointments from Google, Apple or Outlook with a private link.
- A time can't be booked twice
- Your hours, visit length and notice are yours to set
- A private, read-only link for your other calendar
- CybrRM doesn't send the customer a confirmation or reminder
06Ask Cybie
Let Cybie do the typing. You give the yes.
Ask in the words you would use with a colleague. Cybie finds the record, sums things up and drafts the changes; you see what it would save before you approve it.
- Search clients, companies, deals, tasks and notes
- Get a summary of your pipeline
- Review drafted changes before tapping Yes
- Say no, or undo afterwards
07Quote and invoice
Quote the job. Record the payment.
Keep the money side beside the customer with the Books add-on. Make a quote from a deal, turn it into an invoice when the customer says yes, and record payments against it.
- Quotes with an expiry and a status
- Turn an accepted quote into an invoice
- Email an issued invoice once workspace email is set up
- Record payments, with a double-entry ledger underneath
08Set the follow-up
Give the next step a place on the list.
A quote going out can be the start of a follow-up task. Set a rule for a deal entering a stage or a record being created, then let it add a task, assign an owner or leave a note.
- Trigger a rule when a deal enters a stage
- Run a rule when a record is created
- Add tasks, set owners or add notes
- Several actions can follow one trigger
09See the week
See what needs you this week.
Start with today's tasks, overdue work and your pipeline by stage. Switch the dashboard between a week, a month and a quarter, then use the reports when you want a closer look.
- Today's tasks and your overdue work
- New clients, open deals and deals won
- Pipeline by stage and recent activity
- Six reports, each with a CSV download
Between the desk and the next job
Your work comes along for the ride.
Check the deals board or ask Cybie from your phone's browser. Add CybrRM to your home screen to open it from there.
- Phone layouts with bottom tabs, bottom-sheet dialogs and swipe actions
- The same clients, deals, tasks and notes
- Editing needs a connection; an offline page appears without one
The details, too
Everything else
The full feature list, including the limits. Open a group to find the details behind the jobs above.
Clients and deals
- Clients, companies, deals, tasks and notes
- The five things a small business keeps track of, linked to each other.
- Cards, table or board
- Cards or a table for clients and companies, a board or a table for deals, a list or a table for tasks. The view you picked last is remembered.
- A deals board you can drag
- Move a deal between stages with the mouse or a finger.
- Search everything
- One box finds clients, companies, deals, tasks and notes. Press Cmd+K or Ctrl+K from anywhere.
- Sort and filter
- Sort any column and filter by stage, company, owner, assignee or status. 50 rows a page.
- No double entries
- A warning when the client or company you're adding is already there.
- Stars
- Star the records you keep coming back to; your newest stars sit on the dashboard.
- Undo and restore
- Delete moves a record to the trash, with Undo straight away and Restore later.
- Change many at once
- Change owner or stage, mark done, reassign, export or delete up to 1,000 records at once.
- A timeline on every record
- What changed and who did it. Entries can't be edited.
Set up for your trade
- Your own record types
- Make up to 20 record types of your own, each with up to 50 fields.
- Eleven kinds of field
- Text, paragraph, number, money, date, yes/no, dropdown, email, phone, link, and files & photos.
- Built-in fields bend too
- Rename or remove a built-in field, or hide a field on a single record.
- Twelve industry templates
- Pick your trade and get its lists, fields and deal stages in one step. Anything you already have is left alone.
Lead forms
- A form you share, embed or print
- Send people a link, put the form on your own website with a short snippet, or print its QR code.
- An enquiry becomes work
- A new client, a deal in the stage you pick, and a task to get back to them, for the person you choose.
- You choose what it asks
- Name, phone, email, company and a message, plus any field you have added to Clients. Mark which are required and write your own thank-you words.
- Spam is held, not thrown away
- An enquiry that looks automated waits for an owner or admin to accept or discard it.
- No second copy of a client
- Someone who is already a client has the enquiry added to their record as a note.
- Never lost
- If the workspace is read-only or a plan's record limit would be passed, the enquiry waits until it can be added.
Calendar and booking
- A calendar for your appointments
- Month, week or agenda. Tasks due and open deals' expected close dates show beside them, each with a switch.
- Appointments where you need them
- An appointment can be about a client, a company and a deal, and shows on their pages. Today's appointments show on the dashboard.
- A private calendar link
- Subscribe to your appointments from Google, Apple or Outlook. It is read-only, and your other calendar refreshes it on its own schedule, which can take hours. Make a new link and the old one stops.
- Add one appointment to a calendar
- Download a calendar file, or open an appointment in Google, Apple or Outlook calendar. It is a one-time copy.
- A page where customers book
- Customers pick a free day and time, give a name, phone and email, and the appointment lands on your calendar. A time can't be booked twice.
- Your hours, your length
- Set working hours, how long a visit lasts, buffers between visits, how much notice you need and how far ahead people can book.
- Nothing is sent for you
- The customer sees "You're booked" on screen and can download a calendar file. CybrRM doesn't send them a confirmation or a reminder.
Make it yours
- Twelve looks
- Pick the one you like. Three of them come in light and dark: Flux Original, Flux Glass and Colourful Glass.
- Your own accent colour
- Choose the colour of buttons and highlights. Each person chooses their own, and it changes only what they see.
- Three Home layouts
- Classic (everything at a glance: numbers, charts, tasks and live activity); Simple (calm and roomy: three big numbers, one chart and what is on today); Assistant (cybie up front: ask or type a command, with your numbers and today below).
- A step at sign-up
- "Make it yours" comes after you pick a template: choose a look, a colour and a layout, or skip it.
- A made-up business to look around in
- Choose sample records and a new workspace gets clients, companies, deals in every stage, tasks, appointments and notes, in your trade's own words. Everything in them is made up.
- Two months in, not empty
- Home, the deals board, your lists and the reports have something to show on the first day.
- Gone with one button
- One button in Settings removes every sample record and nothing you added yourself. Samples don't count toward a plan's record limit.
Cybie
- Ask in plain words
- Cybie searches, opens records, lists deals, tasks and clients, and sums up your pipeline.
- It drafts, you decide
- Cybie can draft up to 25 changes at once: adding, editing or deleting clients, companies, deals, tasks and notes. Nothing is saved until you tap Yes.
- Say no, or undo
- You can say no, or undo afterwards. Deletes go to the trash.
- Careful with changes
- If a record changed since Cybie read it, that change is refused rather than written over.
- Viewers can ask
- People with view-only access can ask Cybie questions but not change anything.
Books add-on
- Quotes
- Draft, sent, accepted or declined, with an expiry date. Make one from a deal and turn it into an invoice.
- Invoices
- Draft, issue or void. Make one from a deal. Email an issued invoice, or print it or save it as a PDF from your browser.
- Payments
- Record payments and apply them to invoices. Void a payment if it was entered by mistake.
- A real ledger underneath
- Double-entry bookkeeping with a chart of accounts, manual journals and a trial balance.
- What a company owes
- Shown on the company's own page, next to its deals and contacts.
- Your settings
- Currency (one per workspace), lock date, fiscal year start, payment terms, footer and sender name. Books roles: owner, accountant and staff.
Automations
- When
- A deal moves into a stage, or a record is created.
- Then
- Add a task, set the owner, or add a note. Several actions can follow one trigger.
- Limits
- Up to 50 automations per workspace and 10 actions each. Automations don't set each other off.
- Who
- Owners and admins set them up.
Dashboard and reports
- A dashboard that answers
- New clients, deals won, open deals and your overdue tasks for a week, a month or a quarter, with pipeline by stage, today's tasks and recent activity.
- Six reports
- Pipeline, won and lost, stage conversion, new clients and companies, teammate activity and overdue work, each with a CSV download.
Import, export and files
- Import a spreadsheet
- CSV import in four steps, up to 5 MB or 5,000 rows, into the built-in types and fields.
- Export any list
- CSV export of up to 10,000 rows, including your own fields.
- Files on records
- Attach files up to 10 MB each. PDF, Office files, CSV, TXT and common images.
- Files & photos fields
- Up to 25 MB a file and 50 files a field.
Your team
- Four roles
- Owner, admin, member and viewer. Members can be limited to their own records.
- Invite by email
- People accept the invitation before they're added.
- More than one workspace
- Belong to several workspaces and switch between them.
API and webhooks
- REST API
- List, create, read, update and delete clients, companies, deals, tasks and notes.
- Keys you control
- Each key has a role and an optional expiry. 120 requests a minute per key, and safe retries with an Idempotency-Key.
- Webhooks
- Created, updated, deleted and restored events, signed, and retried for about 15 hours.
Security basics
- Two-step sign-in for everyone
- With an authenticator app, plus 10 one-time recovery codes. New accounts have 7 days to set it up; sensitive settings need it straight away.
- Workspaces kept apart
- Each workspace's data is kept apart by rules in the database itself, not only in the app's screens.
- Roles decide
- Who can read, change and manage is set by each person's role.
- Secrets stored as hashes
- API key secrets are stored only as salted hashes. Recovery codes are stored only as hashes.
- Private files
- Files belong to the workspace; download links expire within minutes.
- Cards never touch CybrRM
- Payment pages are Stripe's.
On your phone and your screen
- Computer or phone
- Works in the browser, and can be installed to your home screen like an app. When there's no connection you see an offline page; editing needs a connection.
- Made for a phone too
- Bottom tabs, dialogs that slide up from the bottom, and swipe actions on lists.
- Twelve colour themes
- Light and dark on three: Flux Original, Flux Glass and Colourful Glass.
- Calm when you ask
- CybrRM respects your device's reduce-motion setting.
Put your next job in CybrRM
Pick your trade, try the example records, then make room for your own work.
Start free trial
14-day free trial. No card needed.