User Manual & Knowledge Base

1. Introduction

1.1 System Overview

Nalu CRM is a comprehensive web application designed for managing your businesses and vehicle service businesses. The system manages the full workflow: from creating quotes and booking clients to fulfilling orders, invoicing, and accepting payments. The application supports both desktop and mobile devices with a fully responsive interface.

1.2 Roles & Permissions

The system features four access levels:

Owner: Full access. Manages subscriptions (Billing), payment integrations (Stripe), staff, and "Business SetUp".
Admin: Access to system settings (excluding billing), manages staff (except Owner), and views analytics.
Manager: Manages customers, orders, quotes, inventory, and views analytics. No access to global settings.
Technician: Views only assigned orders and shifts. Limited editing rights (status updates), cannot delete records.

1.3 Navigation

Desktop: Main navigation at the top (Header).
Mobile: "Hamburger menu" (☰) with Accordion sections: Sales, Clients, Management.

2. Getting Started

2.1 Registration & Login

Registration: Click "Become a User". Fill in the form. Click "Get Started".
Login: Enter Email and Password.
Password Recovery: Click "Forgot Password?", enter email to receive a reset link.

2.2 Business Setup

Go to Settings (Admin/Owner):

Business Information: Name, address, phone, currency, tax rate.
Order Management: Configure document numbering (Prefixes/Counters).
Logo: Upload company logo for UI and PDF invoices.

2.3 Security (2FA)

In Settings -> User Management, click "Connect Device". Scan the QR code with an authenticator app. Enable "Login Protection" to require a code on login.

2.4 Stripe Integration

This section allows you to connect the Stripe payment gateway to accept card payments, generate payment links, and use the Tap to Pay feature on mobile devices.

Important: Access to this section is restricted to the Business Owner only. Admins and Managers will see an "Access Restricted" message.

1. Preparation in Stripe

Before starting, log in to your Stripe Dashboard to retrieve your API keys:

Go to Developers -> API Keys.
Copy the Publishable Key (starts with pk_live_ or pk_test_).
Copy the Secret Key (starts with sk_live_ or sk_test_).
For Tap to Pay (mobile terminal), go to Terminal -> Locations, create a location, and copy the Location ID (starts with tpl_...).

2. Connection Process

Navigate to Settings -> Integrations.
Toggle the switch next to Publishable Key to unlock the field and paste your key.
Toggle the switch next to Secret Key and paste your secret key. (The field hides characters for security).
(Optional but recommended) Paste the Terminal Location ID to enable Tap to Pay features.
Click "Save & Connect".

If the keys are correct, the page will reload, and you will see a 🟢 Connected status badge.

3. Core Data Management

3.1 Customers

Customers section. Create, search, view history, integrated Google Map. Phone (10-11 digits) and Email validation.

3.2 Vehicles

Vehicles section. Link vehicles to customers. Fields: Make, Model, Year, Plate, VIN. Body Type is critical for surcharge calculations.

3.3 Services & Body Types

Services: Price list with base prices. Can be deactivated.
Body Types (Settings): Configure Surcharge % for specific vehicle types (e.g., SUV +10%).

3.5 Inventory

Track consumables. Unit Cost (for COGS), Stock levels, Low Stock highlighting.

4. Sales Workflow

4.1 Quotes

Preliminary costing. Multi-vehicle support. Statuses: Draft, Sent, Accepted. Convert to Order via actions menu. Generate PDF Quote.

4.2 Orders

Main operational tool. Create orders, add services (auto-priced by body type), add materials to services. Custom services supported.

4.3 Statuses & Completion

Workflow: Open -> In Progress -> Done. On Done, inventory is deducted. Digital Signature and Invoice PDF generation available.

5. Calendar & Scheduling

Calendar section. Color-coded orders and shifts. Drag & Drop support for rescheduling. Syncs with Google Calendar (Push) and Apple Calendar (Read-Only link).

6. Finance & Payments

Methods: Configure payment methods (Cash, Card, etc.) in Settings.
Stripe: Connect in Settings -> Integrations. Accept cards, generate Payment Links with QR codes.
Tap to Pay: Accept contactless payments via phone (Mobile App only).
CRM Billing: Manage CRM subscription via Stripe Customer Portal.

7. Staff & Shifts

Staff tab. Owner invites staff via Email. User limits apply based on plan. Shifts tab for scheduling.

8. Insight & Reports

Dashboard: KPIs (Revenue, COGS, Avg Ticket), charts. Insight: Detailed reports (P&L, Tax, Tips, Performance) with Drill-Down functionality.

9. Mobile App Features

The Nalu CRM mobile application is designed to give you full control of your business from your pocket. It is not just a mobile version of the site; it includes specific interface adaptations and exclusive native features available only on iOS and Android devices.

9.1 Responsive Interface & Navigation

The interface automatically adapts to smaller screens to ensure usability in the workshop or on the go.

Accordion Menu

To save screen space, the desktop navigation bar is replaced by a "Hamburger" menu (☰). Inside, menu items are grouped into logical categories (Accordions):

**Sales:** Contains Quotes and Orders.
**Clients:** Contains Customers and Vehicles.
**Management:** Contains Staff, Services, Inventory, and Reports.

Tap a category header to expand or collapse the list of subsections.

Card Views for Tables

Wide data tables (like Order Lists or Customer Lists) are difficult to read on phones. The app automatically transforms these rows into **Cards**:

Each order or customer becomes a separate block with a shadow and rounded corners.
Key information (Name, Status, Price) is highlighted and larger.
Secondary information is neatly stacked vertically.
Action buttons (Edit, View) are easily accessible via the ⋮ (Kebab) menu on each card.

9.2 Native Features

When you install the official app (instead of using a browser), you gain access to hardware features of your device.

9.3 Tap to Pay on iPhone

This is the most powerful feature for mobile users. It transforms your smartphone into a payment terminal, allowing you to accept contactless payments directly from clients without needing extra hardware.

Prerequisites:

You must be the Owner to set this up.
Go to Settings -> Integrations.
Ensure Stripe is connected with both API Keys.
Crucial: You must enter a valid Terminal Location ID (starts with tpl_) in the settings. This ID authorizes your device to act as a reader.
Location Services: You must allow the app to access your Location (While Using the App). This is a strict requirement by Stripe for security verification during the transaction.

How to use Tap to Pay:

Open the Orders list on your mobile device.
Find the order you want to charge. It must have an "Unpaid" or "Partial" status.
You will see a Tap to Pay icon (contactless symbol) directly on the order card, or inside the "⋮" action menu.
Tap the button. The app will initialize the secure payment interface.
Present to Customer: Hold your phone out to the customer.
The customer taps their contactless card, Apple Pay, or Google Pay device against the NFC symbol on your phone.
Success: Once the payment is processed:
- You will see a "Payment Successful" confirmation toast.
- The Order status automatically updates to Paid.
- The Job status automatically updates to Done.

Knowledge Base & FAQ

Q: How do I import clients from Excel/CSV?

A: Go to Dashboard -> Import Data. Select "Customers". Ensure your CSV has headers: name, phone, email.

Q: How do I reset order numbering?

A: Settings -> Order Management. Click the red "Reset Counter" button.

Q: What if I forgot my password?

A: On the login screen, click "Forgot Password?". Enter your email to receive a reset link.

Q: Why can't I add a new staff member?

A: You likely reached your plan's user limit. Check the message in the Staff section or upgrade your subscription in Settings -> Business SetUp.