SaaS Depot User Guide

Getting Started

Welcome to SaaS Depot

SaaS Depot is a modular business platform that brings together eight solutions under one subscription. You pick the modules you need, and they share a unified database — so your contacts, companies, and financial data flow seamlessly between CRM, billing, support, scheduling, and more.

The Eight Solutions

Signing Up

Demo Accounts

Want to explore before signing up? Visit saas-depot.com/demo for instant access to a fully populated demo account.

Logging In

1. Go to saas-depot.com/login
2. Enter your email and password
3. Click "Sign In"
4. If you forgot your password, click "Forgot Password?" to receive a reset link via email

Dashboard

The main dashboard at /dashboard is your home base. It provides a quick overview of your most important metrics across all subscribed solutions.

What You'll See

• Trial Banner (if on trial) — Shows days remaining, trial start/end dates, and estimated MRR
• Stats Grid — Four expandable tiles showing counts for Contacts, Opportunities, Support Tickets, and Appointments. Click any tile to expand a list of recent items.
• Solution Cards — Cards for each subscribed solution with quick actions and status
• Recent Activity Feed — A chronological log of actions taken across your account (invoices created, payments received, tickets opened, etc.)
• Notifications — Recent system notifications. Click any notification to view details on the Notifications page.

Interactions

• Click any stat tile to expand and see the underlying records
• Click any item in an expanded list to open its detail page (contact edit, opportunity edit, ticket detail, appointment edit)
• Click "View All" links to go to the full list page for each module
• Click notification rows to go to the Notifications page

CRM — Customer Relationship Management

The CRM module helps you manage your sales pipeline from lead to closed deal. It organizes companies, contacts, leads, and opportunities in one shared database that also feeds into billing, support, and scheduling.

CRM Dashboard /crm/dashboard

An overview of your sales pipeline with stat tiles for total contacts, open opportunities, active leads, and conversion rate. Click any tile to see details.

Companies /crm/companies

• View all companies in your organization
• Each company shows industry, type (Customer or Vendor), website, phone, revenue, employees
• Click "New Company" to add a company via modal form
• Click any company row to edit its details
• Companies are shared across CRM, Billing, Support, Scheduling, and Finances

Contacts /crm/contacts

• View all contacts with search by name or email
• Each contact shows name, company, title, email, phone, department, status
• Click "New Contact" to create a contact
• Click any contact row to edit details including address and notes
• Contacts are shared across all modules — a contact created in CRM is available in Billing, Support, and Scheduling

Leads /crm/leads

• Filter leads by status: New, Contacted, Qualified, Unqualified, Converted
• Each lead shows name, company, email, phone, source, status, score (0–100), assigned staff member
• Click "New Lead" to create a lead
• Click any lead row to edit details, including lead source, score, and assignment

Opportunities /crm/opportunities

• Opportunities are grouped by pipeline stage: Prospecting → Qualification → Proposal → Negotiation → Closed Won / Closed Lost
• Each stage section shows the count and total dollar value of opportunities in that stage
• Each opportunity shows title, company, contact, value, probability %, expected close date, assigned staff
• Click "New Opportunity" to create one
• Click any opportunity row to edit details

Client Billing

The Client Billing module handles invoicing, payment tracking, and online payments through Stripe integration.

Billing Dashboard /client-billing/dashboard

• Four stat tiles: Total Billed, Amount Collected, Outstanding Balance, Overdue — click any to see the underlying invoices
• Recent Invoices table — click any invoice row to view its detail page
• Recent Payments feed — click any payment to view the related invoice
• Modal views show all invoices, all payments, outstanding, and overdue invoices — all rows are clickable to invoice detail pages

Invoices /client-billing/invoices

• Filter by status: All, Draft, Sent, Paid, Overdue, Cancelled
• Click "New Invoice" to create an invoice with line items, tax, and terms
• Click any invoice to view its detail page
• Invoice Detail Page (/client-billing/invoices/{id}) shows: invoice number, status badge, bill-to company/contact, line items, subtotal, tax, total, balance due, and payment history
• From the detail page you can: Edit (draft only), Send via email, Record Payment, Download PDF, Delete (if no payments)

Invoice Actions

Payments /client-billing/payments

• View all recorded payments with date, invoice number, amount, method, reference, and status
• Click "Record Payment" to log a new payment against an invoice
• Filter by payment method (credit card, bank transfer, check, cash)

Support Desk

The Support Desk module provides a ticketing system for handling customer support requests. It also includes a customer-facing portal where your clients can submit and track tickets.

Support Dashboard /support-desk/dashboard

• Stat tiles showing open tickets, resolved tickets, average response time, and satisfaction rate
• Recent tickets list with status, priority, and assignee
• Click any ticket to view its detail page

Tickets /support-desk/tickets

• View all support tickets with filtering by status and priority
• Ticket statuses: New, Open, In Progress, Waiting on Client, Resolved, Closed
• Priority levels: Low, Normal, High, Urgent
• Click any ticket row to view the ticket detail page

Ticket Detail Page /support-desk/tickets/{id}

• View the original ticket description, customer info, and all communication history
• Add internal notes (visible to staff only) or public replies (visible to the customer)
• Update ticket status, priority, and assignee
• The communication thread shows timestamps for each entry

Platform Support /support-desk/platform-support

This is your channel to contact SaaS Depot support. Submit tickets to our team for platform-level issues, billing questions, or feature requests.

Scheduling

The Scheduling module provides calendar management, appointment booking, and meeting type configuration. Appointments link to contacts and companies from the shared CRM database.

Scheduling Dashboard /scheduling/dashboard

• Stat tiles for today's appointments, upcoming, completed, and cancelled
• Staff availability overview
• Click any tile or appointment to see details

Calendar /scheduling/calendar

• Monthly calendar view with appointment chips on each day
• Click an appointment chip to edit its details
• Upcoming appointments list below the calendar
• Click "New Appointment" to schedule one

Meeting Types /scheduling/meeting-types

• Define reusable meeting types (e.g., Consultation, Demo, Check-in, Interview)
• Each type has a name, duration, color, and description
• Meeting types are used when creating appointments
• Click "New Meeting Type" to create one

Appointments

• Each appointment has: title, meeting type, date/time, duration, staff member, contact, company, location, notes, and status
• Appointment statuses: Scheduled, Confirmed, Completed, Cancelled, No-show
• Click any appointment to edit its details

Analytics

The Analytics module provides cross-platform dashboards that pull data from all your subscribed solutions. It gives you an executive-level view of revenue, pipeline, support performance, and key business metrics.

Analytics Dashboard /analytics/dashboard

Stat Cards (clickable)

Charts

• Revenue Trend — Bar chart showing revenue over the last 6 months
• Lead Sources — Donut chart showing distribution of lead sources
• Opportunity Pipeline — Donut chart showing opportunities by stage
• Support Ticket Status — Horizontal bar chart showing tickets by status

Key Metrics

A panel showing Total Leads, Total Companies, Total Opportunities, Total Appointments, Completed Appointments, and Conversion Rate. Each metric is clickable to its respective list page.

Finances

The Finances module provides comprehensive financial management including P&L statements, expense tracking, purchase orders, vendor invoices, cash flow projection, and accounting exports.

Finances Dashboard /finances

• Period Selector — Filter all financial data by Current Month, Previous Month, Current/Previous Quarter, Current/Previous Year, or Custom Date Range
• Key Metric Tiles — Total Revenue, Gross Profit, EBITDA, Net Income, Outstanding A/R, Inventory Value, Unpaid Vendor Invoices. Click Revenue, Outstanding, or Vendor Invoices tiles to drill down.
• Revenue Chart — Bar chart of monthly revenue for the selected period
• Cash Flow Projection — Combines current bank balance + expected inflows (unpaid customer invoices) − expected outflows (unpaid vendor invoices + expenses). Each row in the projection table is clickable to its detail page.
• P&L Statement — Profit & Loss statement showing Revenue → COGS → Gross Profit → Operating Expenses → EBITDA → Tax → Net Income
• Invoice Summary — Cards showing Total Invoiced, Collected, Outstanding, and Tax Collected (clickable to respective pages)
• Recent Payments — Table of recent payments (clickable to invoice detail)
• Unpaid Vendor Invoices — Table of outstanding vendor invoices (clickable to vendor invoice detail)
• Accounting Exports — Download reports as PDF or CSV, with QuickBooks and Xero format support

Revenue /finances/revenue

Track and manage revenue records. View revenue by period, update revenue entries, and export data.

Expenses /finances/expenses

• Record and categorize business expenses
• Each expense has: description, amount, date, category, vendor, and status (paid/unpaid)
• Click any expense row to view its detail page
• Export expenses as PDF or CSV

Purchase Orders /finances/purchase-orders

• Create POs for ordering from vendors
• Each PO has: PO number, vendor (company), line items with quantities and prices, status (Draft, Sent, Partial, Received, Cancelled)
• Click any PO row to view its detail page
• POs can be matched to incoming vendor invoices

Vendor Invoices /finances/vendor-invoices

• Track invoices received from vendors/suppliers
• Create a vendor invoice manually or auto-fill from a Purchase Order
• Each vendor invoice has: invoice number, vendor, PO link, line items, due date, status (Open, Partial, Paid)
• Record payments against vendor invoices — status auto-updates from Open → Partial → Paid
• Click any vendor invoice row to view its detail page with payment history
• Summary stat cards show total outstanding and overdue amounts

Bank Accounts /finances/bank-accounts

Projects

The Projects module provides project management with tasks, documents, team assignment, and a quote builder for estimating project costs.

Projects List /projects

• View all projects with status, assigned team, and progress
• Create new projects with tasks, milestones, and due dates
• Click any project to view its dashboard with tasks, documents, and team

Task Templates /projects/task-templates

Create reusable task templates that can be applied to new projects. When a project is created from a template, all template tasks are auto-generated.

Quote Builder /projects/quote-builder

• Build professional quotes with line items, labor, materials, and markup
• Quotes can be sent to clients for approval
• Approved quotes can be converted to projects or invoices
• Quotes are accessible via a shareable URL for client approval

Inventory

The Inventory module tracks stock levels, vendor catalogs, purchase orders, and receiving. It integrates with the Finances module for cost tracking and COGS calculations.

Inventory /inventory

• View all inventory items with SKU, name, quantity on hand, reorder level, and cost value
• Track stock movements (receipts, adjustments, consumption)
• Inventory cost values feed into the Finances P&L statement as COGS

Vendor Catalogs /inventory/vendor-catalogs

Manage vendor product catalogs with pricing, SKU mapping, and supplier information. Use catalogs to quickly create purchase orders.

Receiving /inventory/receiving

Process incoming shipments against purchase orders. Update stock levels and track received quantities vs. ordered quantities.

Organization Settings

The Organization page (/organization) is where the account owner manages all organization-level settings. This page is only visible to the account owner.

Sections

My Solutions /subscriptions

• View all available solutions and your subscription status for each
• Start a free trial for a new solution
• Cancel a subscription (takes effect at end of billing period)
• View next billing date and estimated MRR

Integrations

The Integrations page (/integrations) connects third-party services to your SaaS Depot account. Some integrations are owner-only.

Available Integrations

Customer Portal

The Customer Portal is a separate, simplified interface where your clients can submit and track support tickets without accessing your full dashboard. Each organization gets a unique portal URL.

Portal Access

• Your portal URL follows the pattern: saas-depot.com/yourcompany/portal/login
• Find your portal URL on the Organization page under "Customer Portal URL"
• The "Customer Portal" link in the sidebar opens your portal in a new tab

Portal Features

• Portal Login — Clients log in with their own email/password, separate from your staff dashboard
• Portal Registration — New clients can self-register for portal access
• Submit Tickets — Clients can create new support tickets with subject, description, and priority
• Track Tickets — Clients can view all their tickets, see status updates, and reply to tickets
• Change Password — Clients can update their own portal password
• Forgot Password — Self-service password reset via email

Portal Dashboard /portal/dashboard

Shows the client a summary of their tickets and recent activity. They can quickly create a new ticket or check the status of existing ones.

Staff & Roles

Manage your team members who have access to the SaaS Depot dashboard. Staff members can be assigned to leads, opportunities, tickets, and appointments.

Staff Management /staff

• Add staff members with name, title, email, and availability status
• Each staff member can be assigned to leads, opportunities, tickets, and appointments
• Staff appear in assignment dropdowns across CRM, Support, and Scheduling modules
• Toggle availability on/off (unavailable staff don't appear in new assignment dropdowns)

Staff Roles /staff/roles

• Define custom roles with specific permissions
• Control which modules each role can access (CRM, Billing, Support, etc.)
• Set whether a role can view, create, edit, or delete records within each module
• Assign roles to staff members to control their access level

Tips & Best Practices

Shared Data Model

SaaS Depot uses a shared data model — companies and contacts created in one module are available in all modules. This means:

• A contact created in CRM is automatically available when recording a payment in Billing or creating a ticket in Support
• A company marked as "Vendor" in CRM appears in vendor invoice and purchase order dropdowns in Finances
• Appointments in Scheduling link to the same contacts and companies used in CRM and Billing

Clickability

Throughout the platform, most data points are clickable:

• Stat tiles on dashboards open modals or navigate to list pages
• Table rows open detail pages for that record
• Items in modal lists (e.g., analytics dashboards) are clickable to their detail pages
• Notification rows link to the notifications page

Keyboard Shortcuts

• Esc — Close any open modal
• Click outside a modal to close it

Period Filtering

On the Finances dashboard, use the period dropdown to filter all financial data by month, quarter, year, or a custom date range. This affects the revenue chart, P&L statement, cash flow projection, and all metric tiles.

CSV & PDF Exports

The Finances module supports exporting data in multiple formats:

• PDF Reports — General Ledger, Invoice Report, Payment Report, P&L Statement, Expense Report
• CSV Exports — Same reports in CSV format for spreadsheet import
• QuickBooks — IIF format for QuickBooks import
• Xero — CSV format optimized for Xero import

Getting Help

Contact Support

If you need assistance with your SaaS Depot account:

1. From within the platform: Click "Contact SaaS Depot" in the sidebar to submit a platform support ticket
2. From the customer portal: Your clients can submit tickets through your portal URL
3. Activity Log: If you're a platform admin, check the Activity Log at /admin/activity for a record of all actions taken on the platform

Notifications

Stay informed with in-app notifications accessible from the sidebar. The notification badge shows unread count. Visit the Notifications page (/notifications) to view all notifications and mark them as read.