Operations
The Operations layer keeps the firm running on schedule — task monitoring, deadline tracking, retainer billing, the regulatory knowledge library, and workflow automation. This is where managers maintain overall delivery health.
Task Monitor
Task Monitor is the manager's view of all tasks across all projects and assignments — not just their own. Use this to spot bottlenecks before they become overdue items.
Deadline Calendar
Shows all project stage deadlines, return filing due dates, and inspection dates in a calendar and list view. Pre-alerts are sent 7 days and 2 days before each deadline.
| Colour | Meaning | Action |
|---|---|---|
| Green | > 7 days to deadline | On track, no action needed |
| Amber | 2–7 days to deadline | Confirm responsible consultant has started |
| Red | < 2 days or overdue | Escalate immediately, assign manager oversight |
Retainers & Payments
Retainer contracts are recurring billing arrangements — a client pays a fixed monthly fee for ongoing regulatory advisory. ZippCRM auto-generates the retainer invoice on the configured billing date each month.
Go to Operations → Retainers → + New Retainer
Select client, amount per period, billing frequency (Monthly/Quarterly), start date, and billing contact.
Set auto-invoice on/off
If on, ZippCRM drafts the invoice automatically on the billing date. Staff reviews and sends it. If off, the system sends a reminder but you create the invoice manually.
Review auto-generated draft invoices
On the billing date, a draft invoice appears in Billing. Review it, adjust if needed, then click Send.
Client pays → mark PAID
When payment is confirmed (bank transfer, cheque, online), open the invoice and click Mark Paid. This closes the retainer cycle for that period.
Regulatory Library
The Regulatory Library stores the latest circulars, notifications, and master directions from RBI, SEBI, IRDAI, MCA, and PFRDA. New updates go through a review and publish workflow before affecting live projects.
Go to Operations → Regulatory Library → + Add Guidance
Upload the regulator's circular/notification PDF. Fill in: Title, Regulator, Date Issued, Effective Date, Summary.
Assess impact
Click 'Assess Impact'. For each existing workflow template, mark whether this guidance changes any stage or checklist item.
Create workflow rule change (if needed)
If a checklist item needs updating, create a Change Request. This goes through Maker-Checker before it can be published.
Publish the change
Once approved by the checker, the workflow template is updated. All future projects using that template pick up the change. Existing projects are flagged for review.
Notify affected clients (optional)
Use the 'Notify Clients' button to send a briefing email to all clients whose projects use the updated template.
Automation
ZippCRM's scheduler runs a set of automated jobs daily. These reduce manual follow-up and ensure nothing slips through without notification.
| Job | When it runs | What it does |
|---|---|---|
| Invoice overdue check | Daily midnight | Marks sent invoices past due date as overdue; sends email + push reminders |
| Deadline pre-alerts | Daily 7:00 AM | Sends 7-day and 2-day warnings for approaching project deadlines and return due dates |
| Return filing reminders | Per return schedule | Notifies responsible consultant when a return is due within 7 days |
| Retainer invoice draft | On configured date | Creates draft invoice for retainer clients; notifies billing team to review and send |
| Inactivity alerts | Daily | Flags projects with no activity for >14 days to the account manager |