Case study
BaseCloud CRM
All-in-one CRM software that never drops the ball.
Missed calls, unanswered texts, and leads nobody followed up with: most businesses don’t have a software problem, they have a follow-up problem. BaseCloud CRM puts your calls, texts, emails, calendars and automations in one clean system, so every lead gets an answer and nothing slips through the cracks.
How it works
If you can think it, BaseCloud CRM can simplify it.
If you’re still wading through texts, juggling leads in your inbox, and sending quotes manually, you’re not getting ahead, and it’s costing you clients. The BaseCloud customer relationship management system is designed to plug directly into your business, shape itself to your processes, and move with your growth goals.
Our system uses AI to automate processes tailored to your business. Custom workflows. Smart notifications. Intuitive reports. It’s not just a system; it’s your system.
Scale your business with a CRM that never sleeps
Automation that thinks
You’ve got a business to grow. Let your CRM automations handle the follow-ups, lead routing, quoting, client reminders, and everything else that takes up time. It’s like having a full-time ops team embedded into your system.
- Automate repetitive administrative processes like quotes, emails, and job tracking
- Scale with your team using permissions, dashboards, and process flows
- Follow up consistently with automated tasks and smart reminders
Lead management obsessed
Web forms, Facebook ads, cold emails, referrals. Your leads come from everywhere. BaseCloud CRM scoops them up, logs them, assigns them, and sets the follow-up flow. Automatically.
- Centralize all client communication (even text and WhatsApp, with full integration)
- Capture leads automatically from forms, incoming texts, socials, and more
- Track your entire pipeline in real time
Total communication clarity
Every message, every call, every quote lives in one clean client timeline. No more guessing who spoke to the client last. No more lost conversations. Just clarity.
- Workflow notes for task creation and follow-up
- Telephony integration with automatic transcription
- Email and text built straight into client accounts
Data that drives better decisions
Track lead sources. See who’s closing. Know where deals are stuck. Our dashboards are made for clarity, not complexity. Want the big picture or in-depth details? It’s all there.
- Generate detailed reports to share insights and track progress
- Simplify complex data with intuitive tools
- Use tailored reports to improve business processes
- Integrate external reporting dashboards into one platform
Integrations
Our CRM system plays well with others.
- Outlook
- Gmail
- Google Docs
- QuickBooks
- Xero
- Sage
- Google Sheets
- Google Ads
- Stripe
Outlook & Gmail integration
Managing customer emails has never been easier. With direct integration with Microsoft 365 and Gmail, BaseCloud CRM ensures that every conversation is recorded and accessible in one place.
- Sync all customer emails, no more searching for scattered conversations
- Centralized email management allows you to track, organize, and respond to emails inside the CRM
- Attach emails to customer profiles, to ensure every interaction is documented
- Intelligent AI-driven email matching for advanced search and accurate client correspondence allocation
- Outlook
- Gmail
WhatsApp Business API, included on every package
BaseCloud CRM includes full WhatsApp Business API access, integration and automation on every SA package. Chat with clients on the channel South Africans actually use, from the same inbox as your calls, texts and email.
- WhatsApp Business API included on every tier
- Meta’s underlying charges covered
- Centralize customer interactions across text, WhatsApp, calls and email in one inbox
- Faster response times managing WhatsApp inquiries directly in the CRM
- AI agents virtually assist visitors, turning leads into sales
- Automate routine tasks like appointment reminders, follow-ups and data updates
- Track and analyze customer behavior for better engagement
- Personalized messaging with tailored offers
Business text messaging
Two-way texting and bulk campaigns from the same inbox as your calls and emails. Every message tracked to the right client, every conversation searchable.
- Two-way texting from your business number
- Bulk text campaigns with delivery reporting
- Automated appointment reminders and follow-ups
- Every text automatically logged to the client record
- $0.02 per 160-character segment, no monthly fees
- Two-way texting
Call Connect integration
Never miss a crucial customer conversation again. With Call Connect, BaseCloud CRM allows you to track and record phone calls to improve service quality and lead management.
- Record and store incoming and outgoing calls for reference
- Review past calls to personalize interactions
- Gain better visibility into customer pain points
- Ensure accurate records are kept of discussions for legal and training purposes
- Call Connect
- Call recording
QuickBooks, Sage & Xero integration
BaseCloud CRM integrates with QuickBooks, Sage, Xero and other accounting packages to automate your accounting workflow, making invoicing and quoting simpler. We are a proud Sage partner dedicated to closing the gap between sales and accounting.
- Generate invoices directly from the CRM, no manual data entry
- Keep financial records updated across platforms
- Get real-time insights into revenue and outstanding payments
- Convert quotes into invoices with one click
- Minimize accounting discrepancies with automated data transfer
- QuickBooks
- Xero
- Sage
Our process
Step-by-step effective customer management processes
Our clients have experienced critical improvements in their business operations by including BaseCloud CRM in their toolkit. Improving
efficiency could save your business thousands or even millions in the long run.
Before BaseCloud CRM
Your business was on manual
- Leads fell through the cracks
- Sales were guesswork
- Systems were stitched together with duct tape
- Admin was overwhelming
Now experience
The BaseCloud CRM effect
- Every lead is auto-captured and tracked
- Follow-ups and reminders happen like magic
- Everyone works from the same source
- You scale with clarity, not chaos
Clients who love our CRM system
Feel free to ask them about us.
Our pricing
Flexible pricing plans to scale with your business
Every plan includes the complete platform. Pick the one that fits your team size.
Foundation
Small teams ready to stop losing leads. Every tool the bigger tiers have, sized for your team.
R4,166$583/ month
R4,999$699/ month
R49,990$6,990 billed yearly · 2 months free
billed monthly
Up to 5 users
Additional users R1,500$200 per user per month
Upgrade to Growth or Dominate anytime
Foundation gets your team up to 5 users on the complete platform. When you outgrow the seat count, you upgrade: no re-onboarding, no data migration, no penalties. Everything you’ve built (automations, data, integrations, phone numbers) moves with you to Growth or Dominate.
Growth
Most popular
Growing businesses running sales and operations in one place. Add priority support to the complete platform.
R8,333$1,083/ month
R9,999$1,299/ month
R99,990$12,990 billed yearly · 2 months free
billed monthly
Up to 15 users
Additional users R1,500$200 per user per month
Priority support queue
Your support requests jump the queue. Faster response times, dedicated priority routing, and direct escalation paths for time-sensitive issues. Foundation gets standard email and phone support; Growth and Dominate get priority.
Upgrade to Dominate anytime
When you outgrow 15 users, you move up to Dominate: no re-onboarding, no data migration, no penalties. Everything you’ve built moves with you.
Dominate
Established teams that live in their CRM. No user caps, no seat counting: the whole team on one system.
R20,833$2,499/ month
R24,999$2,999/ month
R249,990$29,990 billed yearly · 2 months free
billed monthly
Unlimited users
Priority support queue
Your support requests jump the queue. Faster response times, dedicated priority routing, and direct escalation paths for time-sensitive issues. Foundation gets standard email and phone support; Growth and Dominate get priority.
Unlimited team members (no seat count)
No user caps, no seat counting, no per-user add-on fees. Add every person in your business to BaseCloud (sales, operations, finance, admin) at the flat monthly Dominate rate.
BaseCloud CRM
Every plan includes
VoIP calling with recording & transcription
Every call in and out of BaseCloud is a business call: recorded, transcribed, and automatically logged against the client record. No more “what did they actually say?” Every conversation is searchable and shareable across your team.
Two-way texting & bulk SMS
Send and receive texts from the same inbox as your calls and emails. Bulk campaigns to your contact list, personalized templates, delivery reporting, all tied to each client’s record.
Email integration (Outlook & Gmail) & bulk email
Connect Outlook or Gmail and every email you send or receive is automatically tracked to the right client: no plugins, no forwarding, no BCC gymnastics. Send bulk campaigns to segmented lists with delivery reporting.
Calendars, tasks & repeat reminders
A shared calendar view across your team, tasks tied to client records, repeat reminders for the follow-ups that keep slipping. The follow-up problem, solved.
Workflow automations
Follow-ups that happen without you. Trigger sequences based on lead status, appointment outcomes, invoice dates, form submissions: any pattern in your sales process. Every package includes up to 3 hours of custom automation build during the 48-Hour Switch onboarding.
Quotes, invoices & recurring billing
Generate branded quotes and invoices from your client records, track payment status, set up recurring subscriptions. Ties into your existing accounting stack via API.
Reporting dashboards & user reports
Real-time dashboards on the metrics that matter: pipeline value, response times, conversion rates, activity by user. Every team member gets a personalized report on their own performance.
API integrations, data import & export
Connect BaseCloud to the rest of your stack (accounting platforms, quoting tools, custom applications) via our API. Import your existing data on day one, export anytime.
Secure hosting, encryption & daily backups
Enterprise-grade cloud hosting with end-to-end encryption and daily backups. Your data stays yours, backed up automatically, retrievable at any point.
Unlimited clients & contacts
Every tier includes unlimited client records, contact information, and interaction history. Tiers are sized by team size, not by how many customers you can track.
Email & telephone support
A real human when you need one, on email or by phone. No ticket queues, no waiting weeks for a response.
1 VoIP number included
Each SA package includes 1 VoIP number (standard or tracking). Additional numbers at +R475/month each. Both standard 10-digit and tracking numbers available.
VoIP calling with recording & transcription
Every call in and out of BaseCloud is a business call: recorded, transcribed, and automatically logged against the client record. No more “what did they actually say?” Every conversation is searchable and shareable across your team.
Two-way texting & bulk texting
Send and receive texts from the same inbox as your calls and emails. Bulk campaigns to your contact list, personalized templates, delivery reporting, all tied to each client’s record.
Email integration (Outlook & Gmail) & bulk email
Connect Outlook or Gmail and every email you send or receive is automatically tracked to the right client: no plugins, no forwarding, no BCC gymnastics. Send bulk campaigns to segmented lists with delivery reporting.
Calendars, tasks & repeat reminders
A shared calendar view across your team, tasks tied to client records, repeat reminders for the follow-ups that keep slipping. The follow-up problem, solved.
Workflow automations
Follow-ups that happen without you. Trigger sequences based on lead status, appointment outcomes, invoice dates, form submissions: any pattern in your sales process. Every package includes up to 3 hours of custom automation build during the 48-Hour Switch onboarding.
Quotes, invoices & recurring billing
Generate branded quotes and invoices from your client records, track payment status, set up recurring subscriptions. Ties into your existing accounting stack via API.
Reporting dashboards & user reports
Real-time dashboards on the metrics that matter: pipeline value, response times, conversion rates, activity by user. Every team member gets a personalized report on their own performance.
API integrations, data import & export
Connect BaseCloud to the rest of your stack (accounting platforms, quoting tools, custom applications) via our API. Import your existing data on day one, export anytime.
Secure hosting, encryption & daily backups
Enterprise-grade cloud hosting with end-to-end encryption and daily backups. Your data stays yours, backed up automatically, retrievable at any point.
Unlimited clients & contacts
Every tier includes unlimited client records, contact information, and interaction history. Tiers are sized by team size, not by how many customers you can track.
Email & telephone support
A real human when you need one, on email or by phone. No ticket queues, no waiting weeks for a response.
The 48-Hour Switch
Done for you, live in 48 hours
The real reason businesses stay on a CRM they hate is the switch. So we removed it.
Included in your 48 hours
Kickoff meeting
A working session with your BaseCloud team where we map your existing sales process, understand your customer journey, and lock in the goals for your CRM setup. Usually 1–2 hours on day one.
VoIP setup, live day one
Your business phone numbers and call flows go live on BaseCloud on day one. Every call is recorded, transcribed and logged to the relevant client record from your first call. No waiting for porting to complete before you can pick up a phone.
Custom fields
Your CRM shaped around how you actually work: client types, deal stages, priority levels, custom data fields for the industry-specific info you track. Configured during onboarding, editable anytime after.
Data import
Your existing clients, contact history, deal pipeline and past communications are imported from your current CRM, spreadsheet or accounting system into BaseCloud during the 48-Hour Switch. No manual retyping, no starting from zero.
Automations built for you
The follow-ups you need, working from day one. Included in the 48-Hour Switch: up to 3 hours of custom automation build (lead-response sequences, appointment reminders, invoice follow-ups, whatever your process needs). Additional automation build available at the ad-hoc rate afterwards.
Email connection
Outlook or Gmail linked to BaseCloud, with every email you send or receive automatically tracked to the client record. No plugins, no forwarding rules: just a native OAuth connection during setup.
Team training
Your team confident on BaseCloud before we leave the room. Includes a live walkthrough of the platform, hands-on practice with the features most relevant to their roles, and a Q&A.
Additional 1:1 sessions and on-site training available.
How you go live from day one
Zero downtime
Your existing lines forward to BaseCloud during the 48-Hour Switch, so no call is ever missed during the transition. Number porting completes in the background over the following days; you’re already using BaseCloud numbers from day one.
Number porting
Porting your existing business numbers to BaseCloud happens in the background after go-live. Typical timeline is a few days depending on your current carrier.
WhatsApp Business verification
Meta’s approval process for the WhatsApp Business API takes a few days to complete. It runs in the background during the 48-Hour Switch: you’re live on calling, texting and everything else from day one, and WhatsApp comes online as soon as Meta approves it.
Zero downtime
Your existing lines forward to BaseCloud during the 48-Hour Switch, so no call is ever missed during the transition. Number porting completes in the background over the following days; you’re already using BaseCloud numbers from day one.
Number porting
Porting your existing business numbers to BaseCloud happens in the background after go-live. Typical timeline is a few days depending on your current carrier.
Business-texting registration
US carriers require registration approval before business texting goes live, typically around 10 days. It runs in the background during the 48-Hour Switch: you’re live on calling and everything else from day one.
Quoted separately
Items outside the standard 48-Hour Switch scope, quoted based on complexity, and they will extend the timeline.
- Large or complex data migrations
- Additional setup, custom development and ad hoc work: R2,300/hour excl. VAT
- Bring-your-own-telephony setup and connecting existing VoIP or desk phones
- Process mapping session: R12,000 (5-hour exploratory deep-dive, ideal before a full commitment)
- Large or complex data migrations
- Custom development and ad hoc work: $200/hour
- Bring-your-own-telephony setup and connecting existing VoIP or desk phones
Usage pricing
You only pay for what you use
Your subscription covers the full platform and unlimited clients. Communication and AI are billed on actual usage, at transparent published rates.
Calling
R1.06 per minute
Every call is recorded and transcribed, logged to the relevant client record.
Texting
R0.35 per SMS
Business texting through BaseCloud, tied to each client’s record. Per 160-character segment.
Emails
R0 per email
Emails via BaseCloud are free. Send as many as your business needs, no per-email fees.
AI usage
R0.033 per 1,000 tokens
AI is used to categorize and help sort emails to the respective clients and projects, which uses tokens. AI automation tasks, if used, also use tokens.
File storage
R15 per GB
Cloud storage for documents, call recordings, and file attachments tied to client records. Rounded up to the nearest GB, billed monthly.
Additional VoIP numbers
R475 per month per number
Each SA package includes 1 VoIP number (standard or tracking). Both standard 10-digit and tracking numbers available.
Additional users
R1,500 per user per month
Need more users than your package includes, but not ready to upgrade? Add extra users to Foundation or Growth at R1,500 per user per month. Each additional user gets full access to the platform.
WhatsApp
R0.12 from, per message
Business WhatsApp messaging through BaseCloud, tied to each client’s record. The rate depends on the type of message:
- Marketing (promotions, offers, newsletters): R0.62 per message
- Utility (appointment reminders, order and invoice updates): R0.12 per message
- Authentication (one-time passwords and login codes): R0.12 per message
- Authentication, international: R0.32 per message
- Service (replies when a customer messages you first): charged at about the Utility rate
Rates are for messages to South African numbers. Rand amounts are approximate and move with the USD exchange rate.
Please note
- Your subscription covers the full platform, unlimited clients, the WhatsApp Business API, and one VoIP number.
- Everything else is billed on actual usage, at the same transparent rates on every package.
- Usage is billed monthly in arrears, itemized on your invoice.
Calling
$0.14 per minute
Every call is recorded and transcribed, logged to the relevant client record. (International rates on request.)
Texting
$0.02 per text
Business texting through BaseCloud, tied to each client’s record. Per 160-character segment.
VoIP numbers
$10 per month per number
Standard 10-digit business numbers. Porting a number in is free; porting out is $20.
Additional users
$200 per user per month
Need more users than your package includes, but not ready to upgrade? Add extra users to Foundation or Growth at $200 per user per month. Each additional user gets full access to the platform.
AI usage
$0.002 per 1,000 tokens
AI is used to categorize and help sort emails to the respective clients and projects, which uses tokens. AI automation tasks, if used, also use tokens.
Every email synced from Gmail or Outlook is processed by BaseCloud’s AI and matched to the right contact, company and deal, even forwarded threads. It runs automatically and is billed at the AI usage rate.
File storage
$0.80 per GB
Cloud storage for documents, call recordings, and file attachments tied to client records. Rounded up to the nearest GB, billed monthly.
WhatsApp
$0.0076 from, per message
Business WhatsApp messaging through BaseCloud, tied to each client’s record. The rate depends on the type of message:
- Marketing (promotions, offers, newsletters): $0.0379 per message
- Utility (appointment reminders, order and invoice updates): $0.0076 per message
- Authentication (one-time passwords and login codes): $0.0076 per message
- Authentication, international: $0.0200 per message
- Service (replies when a customer messages you first): charged at about the Utility rate
Rates shown are for messages to South African numbers. Rates for other countries are available on request.
Please note
- Your subscription covers the full platform and unlimited clients.
- Communication and AI are billed on actual usage, at transparent published rates.
- Usage is billed monthly in arrears, itemized on your invoice.
- Carrier registration fees for business texting are passed through at cost.
Make it better
Optional add-ons
Customer Success Manager
R2,300$200 per hour
A BaseCloud expert who works on your account hands-on: building automations, refining your setup and flagging problems in your data. Billed per hour with a four-hour monthly minimum.
On-site training
R4,250 per session
For teams that learn better in person: a BaseCloud trainer visits your premises, walks your team through the platform hands-on, and helps embed CRM adoption from day one.
Notes & terms
- Pay for the users you actually have
- Add or remove users any time; changes reflect on your next invoice. Tiers are sized by team: up to 5 users on Foundation, up to 15 on Growth, unlimited on Dominate. Outgrow your tier mid-cycle? You just move up: no penalties, no re-onboarding.
- Annual billing
- Annual plans are billed in advance at 10× the monthly rate: 2 months free. Commit for 2 years and you get 4 months free in total, plus the 48-Hour Switch onboarding cost waived.
- Number porting timelines
- Porting your existing numbers depends on your current carrier and typically completes within days. You’re never without a working phone system: BaseCloud numbers and call forwarding cover the gap from hour one.
- Usage billing
- Calling (including call tracking), texting, WhatsApp conversations, AI usage, file storage, and additional numbers are billed monthly in arrears based on actual consumption at the rates above.
- WhatsApp Business API
- API access, integration, and automation are included in every package.
- All costs are VAT exclusive
- All pricing is in South African Rand (ZAR) and excludes VAT, which will be added to your invoice where applicable.
- Usage billing
- Calling, texting, VoIP numbers, AI usage, and file storage are billed monthly in arrears based on actual consumption at the rates above. Rates are subject to carrier and provider changes with notice.
- Sales tax not included
- All pricing is in USD and excludes sales tax, which is added where applicable.
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