Help & guide

What is the CRM?

This is HGFD's private business management system. It collects enquiries from your websites (HGFD, Trufflehunters, Funky Fridays, Primrose Weddings), lets you build and send branded quotes and invoices, tracks payments, and manages every lead through the sales pipeline from first contact to completed event.

The CRM is private — only people with the link can access it.

How the pipeline works

Every contact moves through six stages. Change their stage by opening their contact page and clicking the stage name, or drag their card on the Pipeline board.

Building and sending quotes

Open a contact, then click + New quote. The quote editor has two columns:

• Left column — intro text (AI-generated or manual), menu items dragged from the Menu Bank by course, closing text.
• Right sidebar — guest numbers, per-head price, line items (chef, staff, travel, etc.) and the grand total.

Once happy, use the Actions card to save a draft, preview it, or send via email or WhatsApp. The client gets a beautiful branded quote page at a private link — no login needed.

Quotes are automatically branded to the right company (HGFD, Trufflehunters, Funky Fridays, or Primrose) based on the contact's brand tag.

AI quote generation

On any quote, click Regenerate with AI in the right sidebar. The AI reads the client's enquiry details (event type, guests, date, venue) and writes a personalised intro and closing in Linda's authentic voice — drawing on real past quotes for style.

You can regenerate as many times as you like. The menu section is never touched — only the intro and closing text are updated. Edit freely after generating.

Sending invoices and recording payments

Inside the quote editor, the right sidebar has:

• Payment terms — set deposit %, deposit due date, and balance due date. There's a quick button to set the balance due 28 days before the event.
• Payments received — record any BACS, card, cash or cheque payment. The running balance updates automatically. When you record a deposit, the contact automatically moves to Booked.
• Invoice — add a custom message, then send the invoice by email or WhatsApp. The client sees a branded invoice page showing the payment schedule, what's been paid, and what's outstanding. Bank details (Primrose Weddings & Events Ltd) are shown automatically.

The Menu Bank

Go to Menus to browse or manage the full dish library — 95 items across starters, mains, desserts, canapés, and sides. You can add new dishes, edit descriptions and prices, or mark items inactive to hide them from quote building without deleting them.

When building a quote, menu items appear in a draggable bank organised by course. Drag what you want into the quote and reorder as needed.

Calendar sync

The Calendar page pulls live events from Andrew's iCloud calendar every 10 minutes. Booked events are automatically cross-checked against the calendar — if a client's event date clashes with an existing booking, a red warning appears on their pipeline card.

Upcoming bookings also appear on the Dashboard so you always know what's coming up.

Setting follow-up reminders

On any contact's page, use the Follow-up reminder panel on the right to set a date and note. Reminders that are due appear at the top of the Dashboard every day so nothing slips through.

Once you've followed up, click Mark done to clear it from the dashboard.

Adding contacts manually

Click + Add contact from any page to add someone who contacted you by phone or in person. Fill in their name, email, phone, and event type — they'll appear in the Pipeline as New and track through like any other enquiry.

Importing your existing client list

Go to Import and upload your .xlsx or .csv file. The file needs a column called email and ideally one called name. Contacts that already exist (matched by email) are skipped.

The 338-contact HGFD list is ready to import whenever you want — just go to Import and upload client_list.xlsx.

Forwarding emails into the CRM

Multi-brand — HGFD, Trufflehunters, Funky Fridays & Primrose

Every contact and quote has a brand tag. Website enquiry forms automatically set the right brand based on which site the enquiry came from. Quotes and invoices are styled with the correct company name, colours, contact details, and cover photo.

You can change the brand on any contact or quote at any time from the right sidebar.