Thank you for choosing the voxCRM system. Below you will find a list of materials that will help us efficiently implement the system in your company. Please send whatever you currently have available — the remaining materials can be provided later.
Core Implementation Elements
Company Data
We begin the system setup with the developer company's data. We need the following information:
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Full company name (exactly as it appears in official documents)
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NIP (Tax Identification Number)
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REGON (Statistical Identification Number)
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KRS number or entry in the CEIDG register (for sole proprietorships and civil partnerships)
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Full registered address of the company
Basic investment data:
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Investment name
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Indication of which company is carrying out the investment
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Full address of the investment
If the investment has Phases, please also indicate this along with their names.
Investment Price List (apartments, garages, storage units, etc.)
System implementation begins with entering the list of units (including garages, storage units, etc.), which is a fundamental element of the onboarding process.
What we need:
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A price list for importing the investment in the form of a completed Excel template (the template is attached at the bottom of this article)
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We can use our template document "Price List (unit list) – template" or accept your own file
Unit Cards
For unit cards, the system accepts documentation in PDF format. When there is a need to transfer a large amount of data or individual large files, we recommend using wetransfer.com.
Client and Contract Database
The voxCRM system offers the ability to import an existing client and contract database. To ensure a correct import, please use the provided templates: "Client List" and "Contract List", which include labels for the required columns.
Documents and Additional Information to Be Entered in the CRM System
Contract Templates, Information Prospectus
The system allows contracts to be generated from templates. A reservation agreement template can be linked to each investment phase separately (if the investment has phases). The reservation agreement template should be sent in .docx format (e.g. from Word) with the fields where the system should automatically populate data highlighted (e.g. in yellow).
Payment Schedules
The system allows multiple payment schedule templates to be configured and assigned to specific investments or their phases. A template can be provided in Excel, PDF, or plain text format. Below is an example of a payment schedule template.
| Default reservation fee – PLN 10,000 | ||
| Payment schedule after signing the developer agreement: | ||
| Instalments | Percentage share | Payment due date |
| 1st instalment | 10% (minus PLN 10,000 reservation fee) | 14 days after signing the agreement |
| 2nd instalment | 20% | 2024-05-31 |
| 3rd instalment | 20% | 2024-07-31 |
| 4th instalment | 20% | 2024-09-30 |
| 5th instalment | 20% | 2024-11-30 |
| 6th instalment | 10% | 2024-12-31 |
Each payment schedule is assigned to a specific investment, and each investment may have multiple such templates, e.g. divided by buildings or phases.
Additional Investment Documents
The system allows additional documents related to the investment to be stored and managed (site development plan, etc.). These documents can then be easily attached when communicating with clients, for example as email attachments.
Additional Documents Automatically Attached to Offers Sent from the System
The system also allows files to be added that will automatically be included as attachments when sending a client an offer email for a given investment. These may include, for example, an investment visualisation, investment map, developer logo, investment plan, or investment logo.
Email Signatures
An individual email signature can be set up for each user. As a result, messages sent from the system will automatically include the signature at the end of each message.
Notary Document Template
The system allows a set of data relating to the developer agreement to be generated in the form of a table or document, which can then be forwarded to a notary. A basic default template is implemented in the system. However, if you have your own template for this purpose, please send it to us.
Floor Plans
Floor plans can be added to the system with the relevant units and adjacent spaces marked on them, enabling a graphical property search. Floor plans should be in a graphic format (e.g. JPG) or PDF — they should include unit numbering so that units can be marked on the plan in the correct locations. Such a marked-up plan can then be downloaded in PDF format and sent to a client to show the availability of, for example, parking spaces.
The colours of the dots on the floor plan indicate the availability of a given unit or adjacent space: green – available, red – sold/unavailable, orange – verbal reservation.
Other Data Documents Prepared for Clients
The system also allows individual templates to be generated, such as a payment demand, notice of completion of works, information prospectus, handover protocol, developer agreement, etc. Such files are best sent to us in .docx format (e.g. from Word) with the fields where the relevant data should be pulled from the system (e.g. contract, client, or apartment data) highlighted (e.g. in yellow).
Offer Email Templates
The system allows multiple email message templates to be added, which can later be selected when sending, for example, an offer email to a client. After selecting several specific units, it is possible to generate a table within the message containing data for the selected units (columns and table colour can be configured).
GDPR Consent Texts for Consent Forms
The system allows a link to a consent form to be sent to the client, which — once submitted by the client — updates the consents in their profile. Consent texts can be set individually for each company in the system. Below are example GDPR consent templates:
- Consent to data processing:
I consent to the processing of my personal data for marketing purposes by COMPANY_NAME and its affiliated companies. - Consent to email communication:
I consent to the sending of commercial information by electronic means of communication in accordance with Article 10 of the Act of 18 July 2002 on the provision of electronic services. - Consent to telephone contact:
I consent to the use of telecommunications terminal equipment and automated calling systems for direct marketing purposes in accordance with Article 172 of the Telecommunications Act of 16 July 2004. - Information about the data controller:
I acknowledge that the data controllers are COMPANY_NAME, COMPANY_STREET, POSTCODE COMPANY_CITY and affiliated companies. The legal basis for processing is your explicit and voluntary consent to the processing of data for marketing purposes. You have the right to withdraw your consent at any time without affecting the lawfulness of processing carried out on the basis of consent prior to its withdrawal. Personal data will be stored from the moment consent to the processing of personal data is collected until it is effectively withdrawn. You have the right to request access to your personal data, its rectification, erasure and restriction of processing, the right to object to processing, the right to data portability and the right to lodge a complaint with a supervisory authority.
Where to Send Materials?
Please send all materials to: kontakt@voxdeveloper.com — our support and implementation team will clarify any details as needed.
Attached files: