Business journeys · Symbifox

01 — Growth

Winning clients, and knowing where they came from.

From outreach to a signed client

The whole journey with nothing typed twice: the prospect picks their own time, and their record moves to qualification on its own.

TriggerA list of prospects OutcomeAn open project and a live hour bank

1
Outreach campaign
Every target gets a booking link of its own.
Outreach campaigns
2
Replies and calls trackedautomatic
Replies are recognised in the mailbox, calls matched back to the target.
Outreach campaignsemail replies · calls
3
The prospect booksautomatic
A public booking page; proof of consent is recorded on the way through.
Appointments
Consent records (Law 25)
4
The target moves on its ownautomatic
The booking advances the outreach record with no one involved.
Outreach campaignsappointments
5
Qualification
A human decides: the target becomes an opportunity in the pipeline. Nothing enters the CRM by itself.
Outreach campaigns
6
Meeting and report
Calendar entry, agenda, then the report goes out.
Meetings
7
Client onboarding
NDA signed, document matrix opened, hour bank switched on.
CClient onboarding
Electronic signatureonboarding
Hour banks

From content to inbound demand

Publishing on a cadence you actually keep, then knowing which article really brought people in.

TriggerAn editorial calendar OutcomeVisits attributed to an article

1
Editorial workshop
Calendar, measured cadence and checks before publishing.
Editorial workshop
2
Publishing to the blog
The article goes out once it has passed the checks, not before.
Editorial workshop
3
Scheduled distributionautomatic
Social posts scheduled from the same workshop, Bluesky included.
Editorial workshopsocial · Bluesky
4
Tracked linksautomatic
Every link carries its source; you know where the visit came from.
Editorial workshopsocial
5
Appointments
An interested reader books a slot directly.
Appointments

Quote, signature, order

Signing happens inside the system, over a public link, with a completion certificate — no third-party tool and no extra subscription.

TriggerA qualified opportunity OutcomeA signed sales order

1
Quote prepared
From the opportunity, with the contact's persona (tone, who pays, who is copied).
Contact personas
2
Sent for signature
The quote goes out for electronic signature over a public link.
Electronic signaturequotes and orders
3
The client signsautomatic
No account for the client to create; completion certificate and audit trail.
Electronic signature
4
Order confirmedautomatic
The signed document stays attached to the order.
Electronic signaturequotes and orders

The customer experience loop

One survey engine, wired into every moment where the client's opinion means something. An unhappy client does not get lost in a spreadsheet.

TriggerAny moment of truth OutcomeA detractor handled and a testimonial published

1
Ask at the right momentautomatic
After an appointment, a meeting, a signature, an onboarding, a maintenance window.
Customer experienceappointments · meetings · signature · client onboarding
2
Reach everyoneautomatic
By email, or by SMS for contacts who have no address.
Customer experiencetext
3
Understandautomatic
Sentiment, themes and a summary of the comments received.
Customer experienceverbatim analysis
4
Actautomatic
A detractor opens a ticket; a lost opportunity triggers a “why”.
Customer experiencesupport · lost opportunity
5
Protect the relationshipautomatic
Contacts in an open loop are held out of bulk sends.
Customer experiencebulk sends
6
Publish
Testimonials on the site, with formal consent on record.
Customer experiencewebsite · privacy register
7
Track
NPS on the dashboard, detractors in the daily digest, a portal for the client.
Customer experiencetile · daily digest · client portal · revenue at risk · onboarding

Setting a meeting with several people

The back-and-forth of emails to find a time, replaced by a poll — then an invitation that works in every calendar.

TriggerSix people to get in a room OutcomeAn invitation everyone can open

1
Availability poll
Several slots offered, everyone ticks.
Appointmentsavailability poll
2
Meeting setautomatic
The winning slot becomes the calendar entry.
Appointmentsavailability poll
3
A usable invitationautomatic
The invitation file is attached; the recipient's calendar understands it.
CCalendar syncinvitations
4
Video link
One button adds the video room to the invitation.
CCalendar syncvideo meetings
5
Calendars in syncautomatic
Two time zones side by side for distributed teams.
CCalendar syncsecond time zone
6
Reminders that followautomatic
Snoozing a reminder on your phone snoozes it everywhere.
CCalendar syncreminders · linked activities

Knowing who you are talking to

The contact record stops being a name and an email: it carries the tone, who pays, and who to copy.

TriggerA business card OutcomeA complete contact and rules for talking to them

1
Capture without a keyboardautomatic
A photo of a business card, read automatically from your phone.
Contact enrichment
2
Enriched profileautomatic
Email signature and professional profile attached.
Contact enrichment
3
Relationship preferences
Tone, who pays, the indicators tracked and the rules for who is copied.
Contact personas
4
Shared address bookautomatic
Contacts land in the team's address book.
SShared address book

The website as the front door

The site stops being a brochure: each of its doors drops the request straight into the system, with no form ending up in a generic mailbox.

TriggerAn anonymous visitor OutcomeA request that landed in the right record

1
They read
Articles published from the editorial workshop, with tracked links.
Editorial workshop
2
They book
A public booking page, with no account to create.
Appointments
3
They ask for helpautomatic
The site's form opens a support ticket directly.
Help deskwebsite form
4
They reassure themselvesautomatic
A testimonials page fed by reviews actually published.
Customer experiencewebsite
5
They donate
A public donation form, for a non-profit.
Fundraisingonline donations
6
They drop off a file
A secure upload over a link, rather than an email attachment.
Secure transfer
7
Then they become a client
The portal gives them their meeting reports, the documents to acknowledge, their progress and their reviews.
Meetingsclient portal
Knowledge matrixacknowledgements
CClient onboardingprogress in the portal
Customer experienceclient portal

02 — Delivery

Doing the work, billing it, and proving it.

The meeting that produces work

A meeting does not end in lost notes: it comes out as decisions, as tasks and as a report that goes out.

TriggerA calendar entry OutcomeAssigned tasks and a client who knows

1
Calendar entry
The meeting is scheduled and synchronised.
Meetings
CCalendar sync
2
Agenda
Items, objectives and documents attached before the meeting.
Meetings
3
Meeting report
Decisions recorded, attendance noted.
Meetings
4
Tasks out of the decisionsautomatic
Every follow-up becomes a task someone owns.
Meetings
5
Sent to the client
The report goes out and stays readable in the portal.
Meetingsclient portal
6
Three emojisautomatic
A feedback request goes out once the report has been sent.
Customer experiencemeetings

Onboarding a new client

The four steps of a good onboarding are tracked and visible, rather than left to the memory of whoever is handling it.

TriggerA won contract OutcomeA client who is self-sufficient and equipped

1
NDA out for signatureautomatic
Signed natively; onboarding moves on as soon as the signature comes back.
Electronic signatureonboarding
2
Information gathering
An onboarding form, with attachments accepted in the answers.
CClient onboardingattachments
3
Kick-off meeting
Agenda and report, like any other meeting.
Meetings
4
Knowledge matrix
The engagement's document repository opens.
Knowledge matrix
5
Progress in plain sight
The client follows their own progress, self-serve.
CClient onboardingprogress in the portal

A support request

Time spent on a ticket lands in the hour bank with nothing typed twice, and the client says whether they are satisfied.

TriggerAn email or a form OutcomeA ticket closed, time booked, a client surveyed

1
The ticket arrives
From the website, an email or the portal.
Help desk
2
Picked up
Distinct waiting states: you see what is blocked and on whom.
Help desk
3
Time booked
Time is logged from the conversation, in one tick box.
Timerfrom the conversation
4
Hour banksautomatic
The client's balance updates itself.
Hour banks
5
Satisfactionautomatic
A detractor reopens a ticket automatically.
Customer experiencehelp desk

From time spent to the invoice

Billing what was actually done, with the detail behind every line.

TriggerA week of work OutcomeAn invoice you can defend

1
Timer
Several timers at once, in the system tray.
Timer
2
From the conversation
Log time while replying, without changing screen.
Timerfrom the conversation
3
Consumption trackedautomatic
Hour-bank thresholds and alerts before the ceiling.
Hour banks
4
Billing
Hours become invoice lines attached to the engagement.
Hour banks
5
Chased if lateautomatic
Follow-up activities created automatically on overdue accounts.
IInvoice follow-ups

An engagement run like a project

Blockers are visible instead of narrated: you see what is waiting on the client, what is waiting on a third party, and who has been unblocked.

TriggerAn open project OutcomeA schedule that holds and a client who knows where things stand

1
Stages and schedule
A Gantt view grouped by stage.
GGantt schedule
2
Waiting states
Waiting on client and waiting on a third party, distinct from “in progress”.
Waiting states
3
Unblocking announcedautomatic
The assignee is told the moment their task becomes doable again.
UUnblocking notification
4
Anchored recurrences
The next due date starts from the planned date, not the date it was done.
RRecurrence anchoring
Time slots
5
Tidying up
Merging tasks by moving conversations and attachments across.
Task merging
6
Progress in plain sight
The client follows progress, self-serve.
CClient onboardingprogress in the portal

The engagement's documents and access

An engagement's files and passwords stop living in emails and spreadsheets.

TriggerAn engagement starting up OutcomeA findable record and credentials that rotate

1
The engagement's repository
Documents, policies and procedures versioned in one place.
Knowledge matrix
2
Cloud files
The file tree is browsed from the project record.
Knowledge matrixfile browser
3
Synchronised copyautomatic
The published document lands in the cloud.
Knowledge matrixcopy to the cloud
4
Credential vault
Encrypted credentials per project, with a rotation date.
Knowledge matrixcredential registry
5
Secure exchange
Sensitive files go out over a tokenised link; an agreement can require a signature before access.
Secure transfersignature

Mapping a business process

The map lives in the system: the model is what counts, the PDF is only an output. No more stale diagram in a shared folder.

TriggerA fuzzy procedure OutcomeA standard diagram the client can read

1
Model it
A standard map, edited in the tool.
Process mapping
2
Attach it to the engagement
The process lives in the project and its knowledge matrix.
Process mapping
Knowledge matrix
3
Get it approved
The people concerned sign off before it is published.
Knowledge matrixapprovals
4
Share it with the client
Read in the portal, with an acknowledgement.
Knowledge matrixacknowledgements

03 — Communication

One conversation per client, not one per employee.

Every conversation in one place

A client's history no longer depends on the mailbox of whoever wrote to them. That is what makes a file someone else can pick up when a person leaves.

TriggerFive mailboxes OutcomeA history per client, not per employee

1
One mailbox
Mailboxes are read inside the system, reachable from the top bar.
Emailtoolbar · webmail
2
Attached to the record
One target-record picker for everything that gets imported.
Emailtarget record
3
Refiling
A misfiled email is re-routed; a received file is imported.
Emailrefiling · .eml import
4
Readable threadsautomatic
Real chronological order, subjects without a pile of “Re:”.
Emailchronological order · cleaned subjects
5
Sending under control
Force a scheduled send, write to several threads, signatures per company.
Emailsend now · batch notes · multi-company
6
Hygieneautomatic
No auto-reply to bounces; irrelevant followers removed.
Emailbounces · followers

Phone and text messages

Calls and texts join the client's history, instead of staying on someone's mobile.

TriggerAn incoming call OutcomeAn exchange attached to the right record

1
Phone extension
A softphone in the browser bar, with no handset.
SSoftphone
2
Extensions created on their ownautomatic
One extension per employee, provisioned automatically.
SSoftphoneprovisioning
3
Texts and calls archivedautomatic
Live SMS, call logs kept.
SSoftphonetexts and logs
4
Attached to the meeting
A meeting report can point at the call that produced it.
Meetingslinked call

04 — Administration and steering

What repeats every month and should not be typed again.

A supplier invoice

Keying in supplier invoices is one of the most repetitive jobs in a small business. It reads itself.

TriggerA PDF that arrived OutcomeAn invoice entered without retyping it

1
The PDF arrives
By email, attached to the right record.
Email
2
Read automaticallyautomatic
Supplier, amounts and taxes pulled from the document.
Invoice OCR
3
Checked
A human validates what was read before it is posted.
Invoice OCR
4
Signature if required
A purchase order can go out for signature.
Electronic signaturepurchasing

Recurring revenue and hosting

What renews on its own has to bill on its own — and the supplier's cost has to sit next to the revenue.

TriggerA service delivered every month OutcomeBilling that never gets forgotten

1
Service tracked
Domains, versions and maintenance due dates.
Hosting management
2
Subscription createdautomatic
From the service, without retyping the recurring costs.
Subscriptionshosting
3
Margin in plain sight
The supplier cost is set against the revenue.
Subscriptions
4
After maintenanceautomatic
A satisfaction request goes out after a job.
Customer experiencehosting

Billing, from quote to payment

The whole path of the money, with the signature and the chasing in the same place as the rest of the record.

TriggerAn accepted quote OutcomeAn invoice paid, or chased

1
Quote signed
Electronic signature over a public link, certificate included.
Electronic signaturequotes and orders
2
Invoice issued
Backed by the hours actually used.
Hour banks
3
Invoice signature
A customer or supplier invoice can require a signature.
Electronic signatureinvoices
4
Recurring billedautomatic
Subscriptions renew without anyone thinking about it.
Subscriptions
5
Staged chasingautomatic
Follow-up activities created on overdue accounts.
IInvoice follow-ups
6
On the morning boardautomatic
Overdue accounts, renewals and thresholds crossed, in the morning digest.
IInvoice follow-upsdaily digest
Subscriptionsdaily digest
Hour banksdaily digest

Steering the day

A screen that answers “what needs me”, rather than a collection of reports to go and fetch.

TriggerThe start of the day OutcomeKnowing what to do, without digging

1
Home screen
What needs a hand, first.
Home screen
2
Dashboard
Billing, hosting, knowledge and privacy in one view.
DDashboardthree panels
3
Cards per area
Hour bank, subscriptions and customer experience as tiles.
Hour bankstile
Subscriptionstile
Customer experiencetile
4
The morning digestautomatic
One email: today's activities, tasks and overdue items.
DDaily digest
5
On the move
Hosting alerts readable on a phone.
Hosting managementmobile alerts

An employee arriving and leaving

The two moments when something is always forgotten: an access not handed over on day one, an access not taken back on the last day. Here the two lists are the same list.

TriggerA hire OutcomeA workstation equipped on day one, closed cleanly on the last

1
Contract signed
Electronic signature, with a completion certificate.
Electronic signature
2
Workstation preparedautomatic
The workstation policy is applied, installed with no manual step.
Workstation policiesunattended install
3
Phone assignedautomatic
One phone extension per employee, provisioned on its own.
SSoftphoneprovisioning
4
Email identityautomatic
A signature standardised by template and the right sending address.
Emailmulti-company
5
Access handed over
From the project's vault, with a rotation date.
Knowledge matrixcredential registry
6
Trained from day one
Simulated phishing and training, with a risk profile per person.
Security awareness
7
On the way outautomatic
Records handed on, thread subscriptions removed, credentials to rotate.
Emailfollowers
Knowledge matrixcredential registry

Renewing, or understanding why not

A client almost never leaves as a surprise. The signals are there — they are just spread across four screens nobody looks at together.

TriggerA date coming up OutcomeA renewal decided on facts

1
Dates in plain sight
Subscriptions and services coming to term, by client.
Subscriptions
Hosting management
2
Revenue at riskautomatic
The recurring revenue of unhappy clients surfaces on the tile.
Customer experiencerevenue at risk
3
Actual usageautomatic
An hour bank that has stopped going down says as much as a survey.
Hour banks
4
Payment history
Past delays and the chasing already done.
IInvoice follow-ups
5
Relationship context
Who decides, who pays, what the last opinion was.
Contact personas
Customer experience
6
Renewal
Renewed and signed, or closed knowing why.
Electronic signaturequotes and orders
Subscriptions

05 — Compliance and governance

What you have to be able to show, not just claim.

An internal policy, from drafting to acknowledgements

Proving a policy was read is usually the missing part. Here it is built in.

TriggerA policy to adopt OutcomeNamed acknowledgements

1
Drafting
The policy lives in the knowledge matrix, versioned.
Knowledge matrix
2
Approvalsautomatic
Published only once everyone who had to sign off has.
Knowledge matrixapprovals
3
Signature if required
A distribution that requires a signature really does get signed.
Electronic signaturedocuments
4
Distribution
Every recipient reads it in the portal and acknowledges it.
Knowledge matrixacknowledgements
5
Copy to the cloudautomatic
The document lands in the file tree.
Knowledge matrixcopy to the cloud

Law 25, end to end

Consent, proof, the access request and the destruction in a single register — rather than in a spreadsheet.

TriggerA collection of personal information OutcomeA register you can defend and a scheduled destruction

1
Consent collectedautomatic
The proof is recorded where the collection happened.
Consent records (Law 25)
2
Register kept
Purposes, retention periods and the people responsible.
Consent records (Law 25)
3
Access request
The request is handled and documented in the register.
Consent records (Law 25)
4
Secure transmission
Files go out over a tokenised link, not as an attachment.
Secure transfer
5
Scheduled destructionautomatic
The retention deadline triggers what comes next.
Consent records (Law 25)

Corporate resolutions and registers

The corporate registers and the compliance calendar in the same place as the rest.

TriggerA board decision OutcomeA register that is current and signed

1
Resolution drafted
From the corporate registers.
CCorporate governance
2
Sent for signature
Directors sign over a public link.
Electronic signatureresolutions
3
Register updatedautomatic
The signed resolution is filed in the register.
CCorporate governance
4
Compliance calendarautomatic
The annual deadlines come back on their own.
CCorporate governance

Law 25, GDPR, PIPEDA: one register

You choose the framework that applies; the register itself does not change. A company selling outside Quebec does not have to keep four systems.

TriggerA regulatory obligation OutcomeOne register that holds in two languages and four jurisdictions

1
Installed in one move
The compliance suite installs as a block.
Consent records (Law 25)bundled install
2
Framework chosen
Quebec, federal, European Union, United Kingdom or New Zealand.
Consent records (Law 25)PIPEDA framework · GDPR framework · UK framework · New Zealand framework
3
Every module declares itselfautomatic
Email, meetings, transfers, surveys and awareness each record what they collect.
Emailretention
Meetingsprivacy register
Secure transferprivacy register
Customer experienceprivacy register
Security awarenessprivacy register
4
Consent signed
A consent can be signed electronically.
Electronic signatureprivacy register
5
Scheduled destructionautomatic
The retention deadline triggers the purge and records it in the register.
Consent records (Law 25)

IT audit and security posture

What insurers and large buyers ask for: an inventory of suppliers, a documented posture, and proof that the staff has been trained.

TriggerA requirement from an insurer or a client OutcomeAn audit report and trained staff

1
Audit run
An inventory of IT suppliers and an assessment of compliance.
IT Audit
2
Access inventoried
A credential vault per project, with scheduled rotation.
Knowledge matrixcredential registry
3
Staff tested
Simulated phishing campaigns and a risk profile per person.
Security awareness
4
Training tracked
Training modules and individual progress.
Security awareness
5
Workstations governed
Workstation policies and unattended installs, for a managed fleet.
Workstation policiesunattended install

06 — By sector

Two configurations the suite covers as it stands.

Non-profit: donations and receipts

Canadian donation receipts have precise rules. Producing them by hand is a source of errors — and of rejections at filing time.

TriggerA fundraising campaign OutcomeCompliant official receipts

1
Fundraising structure
Funds, campaigns, appeals and donors.
Fundraising
2
Online donation
A public form on the site and a donor portal.
Fundraisingonline donations
3
Official receiptautomatic
Compliant with the CRA and Revenu Québec, in French, with the eligible amount.
Fundraisingofficial receipts
4
History in the portal
The donor downloads their own receipts.
Fundraisingonline donations
5
Donor experienceautomatic
A survey goes out after the donation is confirmed.
Customer experiencedonations

Managed service provider

Version tracking, the maintenance window and recurring billing form a single chain instead of three tools.

TriggerA fleet of clients to maintain OutcomeMaintenance that is billed and measured

1
Fleet tracked
Services, domains, versions and due dates, per client.
Hosting management
2
The client's tickets
The site's form feeds the help desk directly.
Help deskwebsite form
3
Time and hour bank
Time on the job is logged and drawn down from the bank.
Timer
Hour banks
4
End-of-day reminderautomatic
An email lists the live projects so nothing is missed.
Timerend-of-day reminder
5
Recurring billingautomatic
The subscription follows from the service, with nothing typed twice.
Subscriptionshosting
6
Satisfaction measuredautomatic
A request goes out after every job.
Customer experiencehosting

07 — The workstation

The minutes nobody bills, but everybody loses.

An employee's day

Time lost looking for where the information is gets billed to nobody. That is where the minutes are won.

TriggerAn open session OutcomeFewer windows, less searching

1
One desk per job
Named multi-panel layouts, one click away.
Multi-panel desks
2
Find anything
Search across every module, from the keyboard.
Home screenuniversal search · searchable menu
3
Notes that turn into work
A quick note converts into an activity or a task.
Notes
4
Dictate rather than type
Audio transcription from your phone.
VVoice dictation
5
Built-in assistant
A conversational assistant inside the tool, with an admin view.
Conversational assistantadministration · model access
6
Official letters
Letterhead, mail merge and a standard layout.
Letter writing
7
Recognitionautomatic
Points and badges on work actually done.
Recognition and badges
Customer experiencerecognition

08 — The foundation

What you never see, and without which none of it holds.

These modules appear in no journey because they are not one: they settle the typography, the time zones, the sessions, the branding and the setup. We name them anyway — that is what explains why everything else behaves the same way everywhere.

Technical foundation

Module setup

Brand typography

TTime zones

BBrand customisation

Application icons

Dark mode

TToolbar preferences

MMulti-company by default

SSession shared across subdomains

SStable authentication sessions

Custom fields without programming

Third-party timer compatibility

Ready-made bundles

No code: just a list of modules, to switch on a complete posture in one move rather than ten tick boxes.

OOperations bundle

PProductivity bundle

What the suite does not cover

Symbifox has no inventory, manufacturing or field service module. A company that has to manage stock, bills of materials or field work orders will rely on Odoo's standard modules, which Symbifox does not extend. Engagements and job sites, on the other hand, are run as projects — that is the “An engagement run like a project” journey.

Winning clients, and knowing where they came from.

Outreach campaign

Replies and calls trackedautomatic

The prospect booksautomatic

The target moves on its ownautomatic

Qualification

Meeting and report

Client onboarding

Editorial workshop

Publishing to the blog

Scheduled distributionautomatic

Tracked linksautomatic

Appointments

Quote prepared

Sent for signature

The client signsautomatic

Order confirmedautomatic

Ask at the right momentautomatic

Reach everyoneautomatic

Understandautomatic

Actautomatic

Protect the relationshipautomatic

Publish

Track

Availability poll

Meeting setautomatic

A usable invitationautomatic

Video link

Calendars in syncautomatic

Reminders that followautomatic

Capture without a keyboardautomatic

Enriched profileautomatic

Relationship preferences

Shared address bookautomatic

They read

They book

They ask for helpautomatic

They reassure themselvesautomatic

They donate

They drop off a file

Then they become a client

Doing the work, billing it, and proving it.

Calendar entry

Agenda

Meeting report

Tasks out of the decisionsautomatic

Sent to the client

Three emojisautomatic

NDA out for signatureautomatic

Information gathering

Kick-off meeting

Knowledge matrix

Progress in plain sight

The ticket arrives

Picked up

Time booked

Hour banksautomatic

Satisfactionautomatic

Timer

From the conversation

Consumption trackedautomatic

Billing

Chased if lateautomatic

Stages and schedule

Waiting states

Unblocking announcedautomatic

Anchored recurrences

Tidying up

Progress in plain sight

The engagement's repository

Cloud files

Synchronised copyautomatic

Credential vault

Secure exchange

Model it

Attach it to the engagement

Get it approved

Share it with the client

One conversation per client, not one per employee.

One mailbox