Every feature, documented in depth

The contact record is the spine of the CRM, so it holds the detail a real salesperson actually needs rather than a minimal name-and-email stub. Each contact stores a full name, job title, two email addresses and two phone numbers — because the person you close deals with usually has a work address and a mobile that never reaches voicemail — plus a company, country, province or state, city, LinkedIn URL, lead source, and a freeform notes field for everything that does not fit a form.

Company records sit alongside contacts and hold name, website, industry, country, province, phone and notes. A company links to every contact who works there and every deal attached to it, so opening an account gives you the whole relationship in one view: who you know, what is open, what you have already invoiced. The company field on a contact can be free text when you are working a single individual, or a link to a real company record when the account matters.

Ownership is explicit. Every contact and company has an owner, and agents can be scoped so they only see their own records while administrators see the full database. That makes the same install workable for a solo consultant and for a team where reps should not browse each other's books.

You get unlimited pipelines, and each one has its own ordered set of stages. That matters as soon as a business sells more than one thing: a long consultative deal, a quick productised service and a WooCommerce order do not belong on the same board with the same stages, and forcing them together is how forecasts become fiction.

Every stage carries a win probability from 0 to 100 and flags marking it as a won or lost stage. Those three properties are what turn a board into a forecasting tool — the probability feeds the weighted forecast, and the won/lost flags tell the reporting layer which deals are still live. Stages are ordered, renameable and removable, so the board can mirror how your team actually sells rather than how a vendor thinks you should.

The Kanban board is drag-and-drop: pick up a deal card, drop it in the next column, and the stage change is saved along with an entry in the activity trail. Reps update the pipeline because it takes one gesture, and a pipeline that gets updated is the only kind worth forecasting from.

A raw pipeline total is a comforting number and a bad decision-making tool. Add a $50,000 deal sitting at 20% probability to a $10,000 deal that is already verbally agreed at 100% and the total says $60,000 — but the two are nothing alike, and treating them as equal is how businesses hire against revenue that never lands.

Stillpoint multiplies each deal's value by the win probability of the stage it currently sits in, then aggregates those numbers. In the example above the weighted forecast is $20,000 rather than $60,000: the big-but-early deal contributes $10,000, the nearly-closed one contributes its full $10,000. The forecast moves automatically as deals advance, because advancing a stage changes the multiplier.

The dashboard surfaces both views side by side, so you can see raw opportunity and realistic expectation at once, along with where the pipeline is actually concentrated.

A deal ties a number to a relationship and a date. Each one carries a title, a linked contact and company, the pipeline and stage it lives in, an owner, a value with its own currency, a source, an expected close date, a priority and a status of open, won or lost. That is enough structure to forecast from and enough flexibility to describe a real opportunity.

Deals are also where the work happens, so they are not read-only summaries. Each deal holds notes, sub-tasks for breaking down what still needs doing, attachments for the proposal or spec you sent, follow-ups with due dates, and a full activity trail recording what changed and when.

Because value has a per-deal currency, an international pipeline stays honest rather than being flattened into one assumed currency at the point of entry.

Lead scoring here is rules-based and completely transparent — not a machine-learning black box that hands you a number nobody can explain or argue with. An administrator defines the rules, and every point on a contact's score can be traced back to the rule that awarded it.

Each rule targets a contact attribute and specifies a match type — present, equals, or contains — and the number of points to award when it matches. So you can say that having a job title present is worth a few points, that a lead source of 'Referral' is worth a lot more, and that a company field containing a keyword relevant to your niche is worth something in between.

Contact lists can then be sorted by score, which is the practical payoff: the rep opens the CRM and starts at the top instead of working alphabetically or by whoever came in most recently.

Inbound leads go stale fast, and the most common cause is ambiguity about whose job it was to call. Optional round-robin assignment removes the ambiguity: new leads are distributed evenly across your active reps as they arrive, so every enquiry has an owner from the moment it is created.

Routing pairs with owner scoping. With scoping enabled, an agent sees only their own book of business — their contacts, their deals, their follow-ups — while administrators retain full visibility across the database for coaching, reporting and cover when someone is on leave.

Quoting and invoicing are built into the CRM rather than sold as an add-on, which means the document you send is already attached to the deal and the contact it belongs to. Create quotes and invoices with line items, quantities, per-line totals, tax handling, your own numbering scheme, issue and due dates, and status tracking as documents move from draft to sent to paid.

PDF export is built in and renders on your own server — there is no third-party document service in the loop, so nothing about your pricing or your customers is sent to another vendor to be typeset. The output carries your branding, which you configure once.

Invoices support partial payments properly. Record multiple payments against a single document and the outstanding balance recalculates automatically, so a deposit-then-balance arrangement or a customer paying in instalments is a first-class case rather than something you track in a spreadsheet alongside the CRM.

A team inbox inside a WordPress CRM is genuinely rare, and it is the feature that stops the CRM from becoming a place people copy-paste into after the fact. Each team member connects their own mailbox: IMAP for reading, with host, port and SSL settings, and SMTP for sending, along with a personal from-name and an HTML signature.

Because it is your own mailbox, you send as yourself. Replies land in your normal inbox as well, and the customer sees an email from a person at your company rather than a no-reply address from a marketing tool. Inside the CRM you read your inbox, compose, and send without leaving the contact record you are working on.

Every sent message is logged against the contact, so the history of a relationship is visible to whoever picks it up next. Reusable templates support merge placeholders for the repetitive sends — follow-ups, quote covering notes, onboarding instructions — so consistency does not depend on memory. Mailbox passwords are encrypted at rest with OpenSSL.

One honest caveat: reading the inbox requires the PHP imap extension. Most hosts enable it, some do not, and it is worth checking before you buy if the inbox is why you are buying. If your host does not enable it, everything on the sending side — composing, templates, signatures and the sent log — still works; only inbox reading is unavailable.

Follow-ups in Stillpoint are attached to the deal or contact they concern, with a due date and an assignee. That attachment is the point: a task that says 'call Sarah' is useless three weeks later, while a follow-up hanging off a deal carries the value, the stage, the last note and the full email history with it.

Overdue items surface on the dashboard, so the first thing anyone sees on login is what has slipped rather than a vanity chart. Sub-tasks break larger pieces of work into steps that can be ticked off individually without cluttering the follow-up list.

Each user also gets a personal ICS feed token, which means you can subscribe to your CRM calendar from Google Calendar, Outlook or Apple Calendar and see CRM commitments next to everything else in your day — read-only, in the calendar you already live in.

Automations are trigger-and-action recipes that fire on CRM events — a deal being created, a deal moving stage, and similar meaningful moments. When the trigger fires, the action runs: create a follow-up, send a notification, or fire a webhook to another system.

The value is not novelty, it is reliability. 'Every new enquiry gets a follow-up task for tomorrow' and 'when a deal reaches Proposal Sent, remind the owner in three days' are the kinds of rules every sales team claims to have and few actually keep. Encoded as automations they happen whether or not anyone remembers, and they keep happening when the team is busy — which is exactly when follow-through normally collapses.

No two businesses qualify a lead the same way, so the CRM lets you add unlimited custom fields to contacts, companies, deals and orders. Each field has a type and, where relevant, select options, an ordering position, and an active or inactive state so a field you no longer collect can be retired without destroying the historical data behind it.

This is how you model your business without touching code: a fitting-appointment date on a deal, a practice number on a company, a preferred-contact-method select on a contact. Custom fields appear on the records they belong to and travel with your exports.

In-app notifications with an unread badge keep the things that need a person in front of that person: assignments, mentions and automation output. It is deliberately quiet — a badge you can clear, not a stream you learn to ignore.

Mentioning a teammate with @ in a note notifies them and pulls them into the thread. That is how the awkward handoffs get handled: loop in the technical lead on a scoping question, or the bookkeeper on a payment query, without the context being retyped into a chat app where it will be lost by next quarter.

Getting in is easy: CSV import brings your existing contact lists into the CRM, mapped to core fields and to any custom fields you have defined. Getting out is just as easy, which is the part that matters — CSV export is available across records, so your data is never held hostage by the software that stores it.

There is also a per-contact GDPR data export, which produces the data held about a single individual. When someone exercises a subject access request, you can answer it directly instead of raising a support ticket with a vendor and waiting.

Outbound webhooks fire on CRM events to any URL you specify, which is the general-purpose escape hatch: push a won deal into your accounting system, notify a Slack channel through an incoming webhook, or trigger a workflow in whatever automation tool you already pay for.

For reading, a token-authenticated read-only JSON API exposes deals, contacts and companies. Read-only is a deliberate choice — it means you can safely wire the CRM into a management dashboard, a spreadsheet or an internal reporting tool without opening a write path into your sales data.

There is also a token-protected intake endpoint for pushing leads in from any website form, and a PHP helper function for direct integration when the code lives on the same WordPress install.

Your website already produces leads; the question is whether they reach the pipeline or sit in an inbox. Point your contact form at the intake endpoint with your token, or call the PHP helper function directly from your theme or plugin code — either route works, and neither requires a third-party form service in between.

Either way the result is the same: the contact is created, and a deal is created in the first stage of your default pipeline, optionally round-robin assigned to the next rep in line. The enquiry arrives as a tracked opportunity with an owner rather than an email someone has to remember to action.

Every meaningful action in the CRM is recorded with the user who performed it, the action, the entity affected and a timestamp. It is the answer to the question that comes up in every sales team eventually: who changed this deal, and when.

In practice the audit log settles disputes quickly and quietly — a value that was edited, a deal marked lost, a contact reassigned. It also matters for accountability when several people share a database, and for your own peace of mind when something looks wrong and you need history rather than guesswork.

Access is granted through a single WordPress capability, manage_stillpoint_crm. Administrators map to the CRM admin role; every other user with the capability maps to agent. Because it is a capability rather than a parallel user system, it composes with whatever role plugin you already use.

Crucially, your team signs in with their normal WordPress account. No second login screen, no second password to reset, no separate user directory to keep in sync when someone joins or leaves. Removing a person's WordPress access removes their CRM access.

The security specifics are worth stating plainly, because self-hosted software should be explicit about how it defends itself:

Pick a default currency from more than 35 world currencies for your finance settings and reporting, then override it per deal where needed. For a business selling across borders that combination keeps the numbers truthful: the deal records what the customer will actually be billed, rather than a converted approximation entered at the time of the quote.

Stillpoint's ecommerce suite reads your WooCommerce store in real time and turns every order into pipeline: a deal in an auto-created Orders pipeline, a contact matched on email or phone, and lifetime value and RFM segments kept current as orders come in. Orders sync on checkout, on status change, on an admin edit, and on refund — idempotently, so re-syncing never creates duplicates.

A store dashboard surfaces paid revenue, average order value, repeat-purchase rate, refunds, revenue by month, top products and a segment breakdown, and a daily scan turns at-risk customers and abandoned checkouts into follow-up tasks automatically, without ever creating a second open task for the same target.

This section is a summary. The full detail — captured order fields, segment thresholds, backfill, and headless/other-cart support — lives on the dedicated ecommerce page.

A full WordPress helpdesk lives in the same install as the CRM, so a ticket opens next to the Customer 360 view instead of behind a separate login: the contact and company, lifetime spend and order history, open and won deals, active projects and every previous ticket are already on screen. Email-to-ticket turns one or several existing mailboxes into queues, with reliable threading that puts a signed reply token and RFC headers ahead of the subject line, and deduplication enforced by a database constraint so the same message can never become two tickets.

SLA policies track first response, next response and resolution against timezone-aware business-hours schedules with holiday calendars, pausing the clock while you wait on the customer and explaining every deadline segment by segment rather than guessing. Ordered routing rules assign tickets by round robin, load, skill or CRM account owner, and the agent workspace adds macros, saved replies, collision detection, merge/split and a customer portal with a versioned knowledge base and CSAT. Unlimited agents, no per-agent fee, available on Pro and Agency.

Work is organised the way real teams already think about it: workspaces contain folders, folders contain boards, boards contain groups, groups contain items, and items can carry subitems for the smaller steps underneath a larger piece of work. That hierarchy scales from a single freelancer's to-do board to an agency running dozens of client boards without forcing everything onto one flat list.

Every board is built from columns, and there are 24 column types to choose from — including CRM-aware columns that pull in a contact, company, deal or order, so a work item can point straight back at the commercial record that generated it rather than living in a separate silo. The same board can be viewed as a table for fast bulk editing or as a kanban board where dragging a card sets its status, and statuses themselves are configurable per board with explicit done-states so 'complete' means what your workflow says it means, not a fixed set of labels.

Items support multiple assignees, not just one owner, and every field change is recorded in a field-level activity history so you can see exactly what moved and when. Comments support @mentions to pull a teammate into a specific item, files attach directly to the work, and CSV import/export keeps the data portable.

A project can link to the company, contact and deal it belongs to, carry a budget, and show a health status with suggested-health reasoning that is shown to you rather than hidden — the system tells you which signals (overdue tasks, slipping dates, missing updates) it used to suggest a health colour, so you can agree with it or override it. Progress rolls up from the boards underneath the project rather than requiring a manual percentage.

Five project templates seed a new project with a standard set of tasks whose dates are calculated as day-offsets from the project start, so kicking off a known type of engagement takes one click instead of rebuilding the same task list again. Dependencies between tasks support all four relationship types — finish-to-start, start-to-start, finish-to-finish and start-to-finish — with cycle detection to stop you creating an impossible chain, and opt-in rescheduling that shifts dependent dates while preserving each task's original duration. Timeline bars show the plan visually; there is no drag-to-reschedule on the timeline yet, so date changes are made on the task itself.

Milestones mark the moments that matter, recurring tasks handle the work that repeats on a schedule, and an approval step lets a task require sign-off before it can be marked done. Time tracking includes a billable flag so client-facing hours are distinguishable from internal ones, and workload is calculated from task estimates and states plainly that estimates are its basis — it is a planning signal, not a guarantee of actual hours. A form builder lets you publish a public form whose submissions land directly as work items, so intake does not require a separate tool.

Marketing starts with dynamic segments — audiences defined by rules over contacts, deals, orders and RFM data that recalculate as records change, so a segment named 'lapsed VIPs' always reflects who is actually lapsed today. From there, visual multi-step journeys let you build a sequence with waits and yes/no branching, so a contact can be routed down a different path depending on whether they opened an email, made a purchase, or did neither.

The campaign composer previews the audience before you send and supports a test send to yourself or a colleague first. Consent is tracked with its source and timestamp, and the suppression list — unsubscribed, bounced or complained — is enforced everywhere; nothing in the system can send to a suppressed contact, by design. Every send includes RFC 8058 one-click unsubscribe and a preference centre, and provider webhooks feed bounces and complaints straight back into suppression automatically.

One honest point about delivery: Stillpoint does not send bulk email itself. It hands the message to a send adapter of your choice — SendGrid, Mailgun, Postmark, Amazon SES over SMTP, capped direct SMTP for low volume, or a FluentCRM handoff if you already run FluentCRM — because reliable bulk delivery depends on the sending domain's own reputation, SPF, DKIM and DMARC alignment, and keeping your complaint rate under roughly 0.3%, none of which a self-hosted plugin can manufacture on its own.

The report builder runs over a registered object graph — deals, contacts, orders, order items, activities, stage history, work items, projects and time entries — so a report can join across CRM, commerce and work data instead of being boxed into one module. Reports render as tabular, summary or matrix layouts, filtered with 17 operators combinable into AND/OR groups, and dated with 20 relative date ranges plus previous-period and same-period-last-year comparison so trend questions have a real answer.

Numeric fields can be grouped into bucket bands, and six aggregation types cover sum, count, average and the rest of what a report actually needs. 17 ready-made templates cover the common questions out of the box, and sales targets and quotas track attainment against them. Every KPI on a dashboard is drillable — click a number and see the records behind it — and CSV export always respects the same permissions as the screen it came from, so an agent cannot export what they cannot see.

Stage history is tracked explicitly, which is what makes time-in-stage and stage-to-stage conversion reportable rather than guessed at. A business mode setting — Sales, Ecommerce or Hybrid — tunes which KPIs lead the dashboard. And every KPI shows the formula behind it: if a number needs data your install does not have — cost data for margin, for instance — it says 'requires cost data' instead of quietly rendering a misleading zero.

Automation extends across every module rather than staying inside the CRM. 11 triggers span CRM events, commerce events, work-management events and scheduled time, so a rule can fire off an order arriving, a deal changing stage, a task being completed, or simply a recurring schedule. Conditions narrow when a trigger should actually act, and 10 actions cover the useful next steps — including creating a project from a template, the piece that turns 'we won the deal' into 'the delivery project already exists.'

7 ready-made recipes cover the combinations most businesses reach for first, so you are not staring at a blank canvas: things like turning a won deal into a project, or a VIP order into a CRM follow-up. Every automation run carries an idempotency key, so a webhook retry, a duplicate event, or a flaky network cannot make the same automation fire twice on the same trigger.

When your business runs CRM, commerce and delivery together, the payoff is a single contact record that actually shows the whole relationship: open and won deals, lifetime spend and current RFM segment, marketing engagement, and — because work management is the same install — active projects, open tasks and anything overdue against that customer, all in one place instead of four tabs.

The reverse connection matters just as much: a deal can create its delivery project in one click, using a project template, so the handoff from 'we won it' to 'the team is working on it' does not depend on someone remembering to open a second tool and start again from scratch.

Stillpoint CRM is designed to run on ordinary WordPress hosting, not a special stack. You need WordPress 5.8 or newer and PHP 8.0 or newer, plus a small set of PHP extensions that most hosts already provide.

There is no separate database setup step. The CRM creates its own storage on first load, so installation really is upload, activate, and start working.