In your own words, the gaps in the current way of working are clear. Each one is a place where a deal can stall, a client can drift, or a sale can quietly slip away over a one-to-three-year cycle. A purpose-built CRM closes every one of them.
The brief from Rochelle was nine clear requirement areas. This proposal delivers all nine, built specifically for how an aircraft brokerage actually works: low volume, high value, long cycles, careful provenance, and an after-hours enquiry that could be the deal of the year.
It starts with the feature that protects revenue while you sleep, then layers on everything your team needs to manage relationships, deals, inventory and delivery in one place.
An enquiry that lands after hours or over the weekend is the one most likely to be missed, and most likely to matter. Your CRM puts a single named duty rep on watch for every after-hours and weekend window, and the moment a lead arrives it is captured, assigned, and chased automatically. If a gap ever appears in the roster, the system escalates to management immediately rather than letting the lead vanish. This is the heartbeat of the platform, and it is built first.
New Aircraft and Pre-Owned, each with its own stages, its own rules, and a clean lead-to-opportunity handover.
A real relationship record, not a name in a cell, with client onboarding that fills itself in.
Your pre-owned fleet and the full new-aircraft range, managed and linked to live deals.
Your existing fleet list and client spreadsheets, imported cleanly, with duplicates caught before they pollute the system.
Every call, meeting and trade-show logged, recurring follow-ups that never lapse, and reports leadership can trust.
A purpose-built replacement for Trello: once a deal is won, it becomes a managed delivery project.
An installable web app for phones and tablets, built for reps who are out at hangars and shows, not stuck at a desk. It works like a normal app on iPhone and Android. Native App Store apps are a separate track (see Scope).
Performance made visible and motivating, with targets, badges and incentive tracking.
A background AI agent that builds and cross-checks a provenance-tracked reference database of aircraft types, to enrich your valuations and market comparisons.
Nothing in the original brief was dropped. Use this as your checklist. Most requirements are Delivered and live. A few depend on a third-party account only you can open (AMSTAT, WhatsApp); for those we build the integration in full and mark it Built, activates on credentials, so you can see exactly what is live now versus what switches on the moment you connect the account.
| Your requirement | What the CRM delivers | Status |
|---|---|---|
| Requirement 1Sales performance & activity tracking | Live visibility into every rep's performance and activity, where deals stall, and a recorded reason on every loss, all measured against targets. | Delivered |
| Requirement 2Lead capture & automation | Auto-capture from inbox, web form and manual entry, with automatic assignment and follow-up tasks so no lead is ever left unattended. The WhatsApp channel is built into the same capture engine and switches on once your WhatsApp Business account is connected. | DeliveredWhatsApp channel: activates on credentials |
| Requirement 3Deal management & pipelines | Lead to contact to deal, across two customisable pipelines built for long cycles, with stage gating and a mandatory lost reason from any stage. | Delivered |
| Requirement 4Activity tracking & monthly follow-ups | Configurable recurring reminders (monthly and quarterly) and in-app and email notifications, all live. Two-way calendar sync with Google and Outlook is built and switches on once calendar accounts are connected. | DeliveredCalendar sync: activates on credentials |
| Requirement 5Reporting & KPI visibility | Leads by source and owner, deals by stage, revenue by quarter, period-on-period comparison and per-rep activity, plus a custom report builder. | Delivered |
| Requirement 6Trello alternative / post-sale tracking | Won deals become delivery projects with milestones, interim payments, an issue log, shared files, and a read-only client portal. | Delivered |
| Requirement 7AMSTAT integration | The integration is built in full: a scheduled periodic sync into your pre-owned records, ready to run. It activates the moment your AMSTAT account and API access are connected, which is the one piece only you can provide. | BuiltActivates on your AMSTAT account |
| Requirement 8Mobile usage & field sales | An installable web app (PWA) that works on iOS and Android, with offline lead capture, GPS check-in against client visits, and full record access for reps in the field. Native App Store apps are a separate track (see Scope). | Delivered |
| Requirement 9Sales motivation & gamification | Per-rep KPI dashboards, configurable targets per cycle, badges and achievements, and incentive and commission tracking on closed deals. | Delivered |
A bespoke CRM of this scope is not a small undertaking, and the price below is well under what the market charges. That is a choice, made with intent. Here is the honest reasoning.
A custom-built operational CRM of this depth, two pipelines, KYC, post-sale project tracking, an AI reference agent, a mobile app and a full integration layer, would typically be quoted at R300,000 to R800,000 or more by a conventional South African software house, and would take the better part of a year.
For a sharper comparison, closer to home: Absolute was recently quoted R135,000 for a WordPress brochure website. This proposal delivers an entire operational CRM, the system your sales team runs on every day, for materially less than that single brochure quote.
The reason we can do this is not a smaller scope. It is an AI-leveraged build pipeline that keeps our cost to build genuinely low. We are choosing to pass that advantage on, because we want Absolute Aircraft Sales as a founding aviation client and a long relationship, not a one-off invoice. This is a strategic, founding-client price, offered with confidence.
The simplest way to read the number: a single after-hours enquiry that would otherwise have gone quiet, converted on one multi-million-rand aircraft, returns the entire build cost many times over. The system only has to save one deal a year to have paid for itself for years.
And a low price is not a thin promise. The price is low because of how we build, not because corners are cut, and the founding-client rate is honoured for the full scope in this proposal regardless of how much build effort it takes us. After the deposit, every payment is tied to delivered software: the next instalment is only due once the core CRM passes a short, agreed acceptance check, and the final instalment only at full-build sign-off, so you are never paying ahead of working software.
We build in the order that protects revenue soonest. The roster lead automation and your live pipelines come first; the rest rolls out across the months that follow. The timeline below is indicative for planning, not a contractual date, and integration go-lives depend on you supplying the relevant accounts and credentials.
Secure login, roles and permissions for your team, the system-admin access for Sizwe, Rochelle and Justin, and the data backbone every later feature stands on.
After-hours and weekend lead capture, single duty-rep assignment, automatic follow-up tasks, gap escalation and the daily handover. This is the heartbeat, and it is live first.
Both sales pipelines, companies and contacts, and the no-login KYC intake. Together with the two phases above, this is the core CRM that triggers go-live, roughly 6 to 8 weeks in.
Aircraft catalogue and pre-owned inventory, your Excel data imported cleanly, and the full activities and recurring-reminder engine.
The six standard reports plus the custom builder, and the post-sale delivery tracking with its read-only client portal.
The installable mobile app, targets and gamification, the AI aircraft-type agent, and the live integrations (AMSTAT, WhatsApp, calendar, SMS). The full build completes over roughly four to five months.
Indicative timeline for planning only. The core CRM (login, roster automation, pipelines, companies and KYC) is targeted live in roughly 6 to 8 weeks; the full build over roughly 4 to 5 months. Integration go-lives depend on the relevant accounts and credentials being supplied.
One once-off fee covers the entire build of the scope in this proposal, all six phases. One predictable monthly fee keeps it running. There is no second build fee and no phase-two surprise for what is described here; genuinely new features beyond this scope are quoted as change requests.
New features, new modules, new integrations, or anything beyond the nine requirement areas and the capabilities in this proposal are scoped and quoted as a change request, never billed by surprise.
From the deposit until full-build sign-off you have a full licence to use the live system in your business. Outright ownership of the intellectual property transfers to you at full-build sign-off, once the complete scope is accepted (see Terms). The three-stage split keeps every payment tied to delivered software; how it maps to milestones is open to discussion.
A handful of running costs are charged by outside providers, not by us. These are billed to you directly or passed through at cost, and they sit outside the R1,499 monthly fee: WhatsApp Business messaging, SMS gateway fees, the AMSTAT subscription, domain registration, any premium third-party data licence, and very high transactional email volume beyond fair use. The next section sets these out clearly so there are no surprises.
The whole point of this system is that no enquiry goes quiet. So the monthly fee comes with a clear support commitment and a resilient design behind the always-on worker, not a vague promise.
These targets cover the system itself. They do not cover outages at third-party providers (your inbox host, WhatsApp, an SMS gateway, AMSTAT) that sit outside our control.
In the interest of being upfront: the always-on worker, the part that captures and chases every after-hours lead, runs primarily on Lumanaire's own always-on infrastructure (a dedicated, monitored node on our private network), the same fabric that runs the rest of our fleet. The database and web app are hosted on managed cloud in South Africa.
If that node ever goes down, the worker is built to be moved to a managed cloud host running the same software, by design, not by scramble. The job queue is durable, so leads that arrive during any blip are processed once the worker is back, not lost. We monitor the worker continuously and are alerted the moment it stops.
If at any point you would prefer a fully cloud-hosted, contractually SLA-backed worker, we can move it onto managed cloud infrastructure for a small adjustment to the monthly fee, quoted at the time.
A configurable system is only worth what your people can do with it. Handover is a real deliverable here, included in the R75,000, not an afterthought.
A working session for your three system admins (Sizwe, Rochelle and Justin) covering roles, the roster, pipeline stages, lost-reason and target config, and the report builder.
A short end-user walkthrough for the sales team: capturing and working leads, moving deals, logging activities, and using the mobile app in the field.
A concise quick-start for reps and an admin guide for the configurable parts, so a new joiner can be brought up to speed without us in the room.
We stay close through go-live and the first weeks of real use, answering questions and tuning config as your team finds its rhythm.
Clear scope protects both sides. Everything on the left is built and run by us within the fees quoted. Everything on the right is a third-party cost on your own accounts or passed through at cost, never marked up.
Native iOS and Android App Store apps are a separately-scoped future track and are not part of the R75,000 (see capability G and Requirement 8). The mobile app included here is a responsive, installable web app (PWA) that works on iOS and Android with offline capture and GPS check-in.
None of this is heavy lifting, and none of it holds up the start. A few of these gate specific features, and we will guide you through each one at the right moment.
Which reps cover the after-hours and weekend windows, the rotation, and who can edit a week for leave or swaps.
Access to your central sales inbox so enquiries can auto-capture as leads. Web form and manual capture cover the launch in the meantime.
The historical fleet list and the current client list (two files), so we can build the import cleanly with your real columns and catch duplicates early.
Account and API access when ready, so the market-data sync can switch on. The integration is built and waiting for it.
A legitimate, named second aircraft-data source for the AI cross-check, confirmed in writing before we point the agent at it.
The WhatsApp Business number, SMS sender details and calendar accounts, so each integration can go live as we reach it.
Quick confirmations on pipeline stages, KYC questions, targets and lost-reason lists, all configurable, none requiring a developer later.
One supervised session per file with Rochelle to bring your fleet list and client list in cleanly. We do the work; you confirm the source data is right.
Full intellectual-property ownership of the system transfers to Absolute Aircraft Sales at full-build sign-off, once the complete scope is paid for and accepted. Until then you hold a full licence to use the live system in your business; that licence becomes outright ownership on final payment for the full build.
You own all of your client, deal and KYC data at every stage, including while the system is running. You can request a full export of your data at any time, in a standard format, and we will provide a documented migration path on request or on termination. IP transfer never strands your data behind a fee.
If you stop the R1,499/month or the relationship ends, you receive a full export of your data and a reasonable wind-down so you can move to another host. Your data is never held hostage.
The database is backed up daily and retained for 30 days, with point-in-time restore available. We can restore your data on request, so a system of record this important is never a single bad day away from loss.
Your data is hosted in South Africa on managed cloud infrastructure, and the build is aligned with POPIA from the ground up. Concrete controls back this up: in-region hosting, encryption at rest, role-scoped access and a full audit trail.
Absolute Aircraft Sales is the responsible party (data controller) for its client information; Lumanaire acts as operator (processor) and provides POPIA-aligned controls. This is technical alignment, not a legal compliance certification, and AAS remains responsible for its own POPIA registration, consent and breach-notification duties. A short operator agreement can accompany the contract.
This quote is valid for 30 days from the date on the cover (acceptance to deposit). The founding-client pricing is held open over that window; once the deposit is paid, scope and price are locked to this version.
Three simple steps to get the heartbeat of your sales operation live. We would be proud to build this with Absolute Aircraft Sales.
Accept & begin the build