One client history
Requests, quotes, deals, tasks, documents, invoices and messages are linked to the client — anyone with access sees the full picture.
CRM implementation services
CRM Implementation Services for Growing Teams
We build the CRM around your real sales and service process: clients, requests, deals, tasks, documents, responsible people and the history of every conversation live in one system — not in spreadsheets, inboxes and chats.
- Client and contact data in one place
- Sales stages that match how you sell
- Deals linked to tasks, documents and invoices
- New requests routed to the right owner
- Email and chats inside the client record
Adapts to your businessBuilt around your workflows
Ready to useStart with one process
Why HCAPP
A CRM that follows your process — not the other way round.
Off-the-shelf CRM software makes your team adapt to its stages, fields and limits. HCAPP is configured around the process you already run, and grows with it: new registries, documents, roles and automations are added without replacing the system.
Stages you actually use
Pipelines, statuses and required fields mirror how your team sells and serves; nothing is forced by the tool.
Access by role
Managers, sales, support, partners and bots each see and change only what their role allows.
How it works
From an incoming message to a finished action
Connect an AI assistant to any step of a process. It works inside your rules, access rights and history.
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1. Reads incoming data
Tasks, documents, emails and files
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2. Fills and updates
Fills fields, updates statuses, adds comments
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3. Checks and validates
Dates, amounts, duplicates and rules
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4. Assigns and notifies
Assigns owners, creates tasks, sends updates
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5. Less routine work
More focus on important tasks and growth
- Email receivedNew customer request · from info@merelaid.ee
- CRM matched the senderMerelaid OÜ · existing client, 3 open deals
- AI extracted the detailsCompany · service · deadline · priority: high
- Task created in the dealPrepare proposal · due today · HC-2048
- Owner assigned and notifiedElena · Telegram + email
- Saved to process historyEvery action logged against the request
See the system in context
The AI assistant reads, fills, checks, assigns and notifies — all inside the same workflow your team already uses.
FormsTasksFilesStatusesCommentsNotifications
Live demo
Open the interactive product
A sample workspace with CRM, invoices, deals, expenses and tasks. It loads when you scroll here and opens full-screen on click.
Services
CRM consulting and implementation, step by step
From the first call to the day your team works in the new CRM — with your data, your stages and your documents.
Sales & service process review
How requests arrive, how deals move, who is responsible at each stage and which documents are produced.
CRM configuration
Clients, contacts, deals, pipelines, tasks, statuses, required fields, roles and access rights in HCAPP.
Data migration
Transfer of clients, deals and history from spreadsheets or your existing CRM, with checks for duplicates and gaps.
Channels and integrations
Email, WhatsApp, Telegram, Facebook and website forms connected to the client record; webhooks and API where needed.
Automation and reminders
Request routing, next-action reminders, deadline control, quotes and documents from templates.
Training and handover
The team learns the system on real deals; we document the process and stay on for improvements.
Extensions
Extend your workflows with integrations
Connect your tools, automate steps and keep communication in the context of each process.
Google Drive
Upload, read and create documents from templates.
AI Assistant
Add AI to any form, trigger or workflow action.
Turn messages into tasks and manage replies inside the system.
Telegram
Receive requests and send process notifications.
Manage page messages, create tasks and reply from the system.
Webhooks & API
Connect external services, bots and automations.
Dashboards
Track key metrics for every workflow.
Bot as user
Create a bot user with API access for external integrations.
Custom automation
Build rules and actions around your business logic.
Missing an integration?
Request an integration
Tell us which service your process needs.
A good starting point
One repetitive process with a clear result
You do not need a full technical specification. Bring a process your team repeats, a few real examples and the outcome you expect.
Discuss your process
Your current client dataA spreadsheet or an export from the existing CRM — even
if it is incomplete.
Your sales stagesHow a request becomes a deal and a deal becomes an
invoice, with the people involved.
The channels you useEmail, chats, website forms, telephony — where clients
actually reach you.
A clear expected resultFewer lost requests, faster follow-ups, visible pipeline,
less manual data entry.
How we work
A controlled path from idea to a live workflow
Start narrow, verify on real examples, then expand only when the first workflow runs reliably.
Review the process
Participants, data, documents, stages, rules and the expected result.
Design & configure
Forms, registries, tasks, statuses, roles and access rights in HCAPP.
Connect & automate
Channels, integrations, programmatic scenarios and the AI layer.
Test & launch
Real and edge cases with your team, then handover and next process.
Control & security
AI works inside your business rules
Access to data and actions is defined by roles. A bot, an employee or an external service gets only the rights it needs. Critical steps can stay on manual approval, and every change is kept in the process history.
Scoped access
Separate rights to view, edit and act — per role and per process.
People, bots, services
Each participant, human or automated, has its own permissions.
Human checkpoints
Keep approvals and validation where your process requires them.
Full history
Every action and edit is recorded against the record it belongs to.
Real cases
How companies run their operations on HCAPP
The same platform, adapted to each company's processes, documents, roles and accounting rules.
LEGAL
Legal company
Leads, quotes, quality control, deals, invoices, internal accounting and a knowledge base.
LeadsQuotesDealsInvoicesQualityKnowledge base
LOGISTICS
Logistics company
Requests, quotes, orders, contracts, invoices, expenses and clients in one sequential process.
RequestsQuotesOrdersContractsInvoicesExpensesClients
FINANCE
Credit company
Loan applications from intake to issued offer — clients, contracts, documents and file storage.
ApplicationsClientsContractsDocuments
TRAVEL
Tour operator
The order as the centre of the process — linked client, issued invoice and related expenses.
OrdersClientsInvoicesExpenses
RENTAL
Car rental company
Rental agreements, invoices, a vehicle and equipment registry, maintenance data and document expiry reminders.
AgreementsInvoicesVehiclesReminders
PRODUCTION
Video production
Projects and budgets linked to invoices and expenses, with income and direct-cost tracking.
ProjectsBudgetsInvoicesExpenses
We built HCAPP because we couldn't find a system that truly simplifies business management. Learn it once — use it everywhere.
Andrei Popov · Founder of HCAPP
FAQ
Questions before your first workflow
Clear answers about fit, scope, systems and control.
What do your CRM implementation services include?
Process review, CRM configuration in HCAPP (clients, deals, pipelines, tasks, documents, roles), data migration, channel integrations, automation and reminders, team training and handover.
What does CRM implementation cost?
HCAPP itself is a subscription; implementation is scoped after the process review, based on the number of pipelines, integrations and documents involved. We start with the smallest useful setup and expand it.
Can you migrate data from spreadsheets or our existing CRM?
Yes. We import clients, contacts, deals and history, check for duplicates and gaps, and agree with you what to clean up before the launch.
Can we connect email and messengers?
Yes. Email, WhatsApp, Telegram and Facebook messages can be linked to the client record; incoming messages can create requests or tasks, and replies are sent from the system.
How are new requests distributed?
By rule — by source, region, product, workload or manually by a coordinator. The owner is notified and the request gets a due date for the next action.
Can different teams have different access?
Yes. Roles define who can see, edit and act on which clients, deals, documents and fields — including partners, contractors and bots.
Do we need to replace our other systems?
Not necessarily. HCAPP can act as the CRM layer and exchange data with your accounting, ERP or marketing tools through built-in extensions, webhooks or the API.
Can quotes, contracts and invoices be created from the CRM?
Yes. Documents are generated from templates with the client and deal data, stored in the record and linked to invoices and expenses.
How long does the first stage take?
It depends on the number of pipelines, data sources and integrations. We agree the scope after the process review and launch the first pipeline before expanding.
Can we start with one pipeline?
Yes. Start with one sales or service pipeline, verify it on real deals, then add the next process.
Start with one process
Show us one process that takes your team's time
We'll review the incoming data, actions, participants and expected result, then suggest a practical first automation scenario.
Prefer email? support@hcapp.ee