ClarityDesk

Track deals, projects, and payments in one place.

ClarityDesk is a CRM and project collaboration platform for sales, account management, project teams, and senior leadership. It centralizes lead-to-cash tracking, project delivery status, milestone payments, and upsell signals so teams can move faster with fewer handoffs and less spreadsheet chaos.

Business Goals

  • Reduce lead-to-deal handoff time by 40% within 3 months of launch.
  • Increase on-time milestone tracking completeness to 95% within 2 months.
  • Improve visibility into outstanding receivables and reduce overdue payments by 20% within 6 months.
  • Cut time spent preparing weekly leadership reports by 60% within 1 quarter.
  • Increase upsell identification and follow-up actions logged by 30% within 90 days.

User Goals

  • Let sales and account managers see every lead, deal, contact, and payment milestone in one account view.
  • Give project teams a simple way to update delivery progress, blockers, and release status without client chat noise.
  • Help finance and sales stay aligned on invoice and milestone status before issues become overdue.
  • Provide management with reliable roll-up reporting by rep, client, region, and service line.
  • Surface upsell opportunities from project notes and delivery feedback before they are missed.

Non-Goals

  • No invoice generation, payment processing, or accounting ledger functionality.
  • No external client portal or client-facing collaboration workspace in the first release.
  • No full project management suite with Gantt charts, resource capacity planning, or budget forecasting.
  • No email inbox replacement or general-purpose chat system.

Amina, Sales Account Manager, 34 - Amina manages a portfolio of prospects and active accounts. She needs one place to track where each opportunity stands, what was promised, and whether payment milestones are on track.

Amina, Sales Account Manager, 34

  • As a sales account manager, I want to move a lead through defined deal stages, so that I always know the next action and likely close date.
  • As a sales account manager, I want to see outstanding payment milestones by project, so that I can follow up before cash flow is affected.
  • As a sales account manager, I want upsell notes from the project team, so that I can turn delivery success into additional revenue.

Ravi, Delivery Lead, 41 - Ravi oversees multiple live projects and sprint/release progress. He needs a lightweight way to update delivery status, blockers, and client feedback without duplicating work in other tools.

Ravi, Delivery Lead, 41

  • As a delivery lead, I want to update sprint or release progress quickly, so that stakeholders can see current status without a meeting.
  • As a delivery lead, I want to log blockers and risks, so that management can intervene early if needed.
  • As a delivery lead, I want to flag follow-up or upsell opportunities, so that the account team can act on them.

Sonia, VP Operations, 48 - Sonia needs reliable reporting across revenue, delivery, and outstanding milestones. She wants summary views that show where the business is winning or losing time and money.

Sonia, VP Operations, 48

  • As a senior manager, I want reports by sales rep, client, region, and service line, so that I can spot trends and coach the team.
  • As a senior manager, I want to see projected revenue versus received and outstanding milestones, so that I can forecast more accurately.
  • As a senior manager, I want project progress and delivery risk summaries, so that I can prioritize attention where it matters most.

Lead and Deal Management · High priority

  • Track prospects from cold lead through scoped deal, proposal, contracting, and won/lost outcomes with clear next steps.
  • Support lead status values including cold, qualified, proposal, contracting, won, and lost.
  • Allow tasks, reminders, owner assignment, next-step date, and activity notes on each lead or deal.
  • Capture deal value, expected close date, service line, region, source, and probability.
  • Preserve a timeline of stage changes and key activity events for auditability.
  • Prevent closing a deal without a required final status reason and owner confirmation.

Account and Contact Management · High priority

  • Maintain business account records, contacts, engagement history, revenue attribution, and open balances in one place.
  • Store account profile fields such as legal name, trading name, region, industry, and service line.
  • Support multiple contacts per account with roles, phone, email, and preferred communication method.
  • Show ongoing and completed engagements linked to the account with revenue generated and outstanding amount.
  • Allow duplicate detection for accounts and contacts using email, domain, and company name matching.
  • Provide quick access to all linked leads, deals, projects, invoices, and notes from the account view.

Project Delivery Tracking · High priority

  • Track live projects by release or sprint, with status, blockers, deliverables, and feedback history.
  • Create projects with delivery model, start/end dates, owner, and linked account and deal.
  • Track deliverables against planned, in progress, and delivered states with due dates and acceptance status.
  • Support sprint or release updates with progress percentage, blockers, and risk level.
  • Store internal notes and feedback summaries while keeping direct client communication outside the product.
  • Highlight overdue deliverables and projects with no update in the last configured number of days.

Invoice and Payment Milestone Tracking · High priority

  • Coordinate invoice and payment milestone status between sales and finance without generating invoices.
  • Allow milestone records with amount, due date, status, and linked project deliverable.
  • Track statuses such as planned, invoiced externally, partially paid, paid, overdue, and disputed.
  • Let finance update payment status and comment on exceptions while sales can view read-only or comment based on permissions.
  • Display outstanding balance by account, project, and milestone with aging buckets.
  • Trigger alerts when a milestone is approaching due date or becomes overdue.

Reporting and Analytics · Medium priority

  • Provide management dashboards for sales pipeline, delivery progress, and revenue visibility across dimensions.
  • Offer filters by sales rep, client, region, service line, sub-brand, date range, and status.
  • Show pipeline counts, win rate, average days in stage, and delivery health summaries.
  • Provide charts for projected revenue, received payment, and outstanding milestones.
  • Enable drill-down from summary charts into underlying deals, projects, and notes.
  • Allow scheduled exports in CSV and PDF for leadership reviews.

Onboarding and First Value

  • Connect or create the first sales team workspace and assign roles.
  • Import accounts, contacts, deals, and active projects from CSV or CRM export.
  • Map core fields such as stage, region, service line, milestone amount, and project owner.
  • Create the first dashboard with sales, delivery, and payment views.
  • Receive initial insights within 30 minutes, with validation errors shown inline before import completes.

1. Create and organize records

  • Users set up accounts, contacts, leads, deals, and projects from a shared workspace.
  • Use required-field validation for stage, owner, and account link before save.
  • Auto-link records by domain, account name, or existing deal references when possible.
  • Surface inline warnings for duplicate names or missing milestone dates.

2. Move work through the pipeline

  • Sales and delivery teams update stage changes, task completion, and delivery status from a single workspace.
  • Provide one-click stage transitions with mandatory reason capture for lost deals or overdue projects.
  • Log every change in an activity timeline with timestamp and user name.
  • Allow partial updates so users can save progress even if noncritical fields are blank.

3. Track milestones and blockers

  • Teams maintain payment milestones, project notes, blockers, and upsell suggestions against the same account.
  • Show overdue milestones in a red alert state and upcoming milestones in amber.
  • Permit comments and tags like blocker, risk, or upsell for fast triage.
  • Prevent duplicate milestone creation for the same project and due date unless explicitly overridden.

4. Review dashboards and reports

  • Managers monitor pipeline health, delivery performance, and revenue collection from configurable dashboards.
  • Default dashboards load by role, with filters persisted per user.
  • Allow drill-down from charts to underlying records and notes.
  • Warn when report data is incomplete or based on fewer than the selected minimum records.

5. Act on insights

  • Users convert notes and signals into follow-up tasks for sales, finance, or delivery.
  • Create follow-up tasks from a deal, project, or milestone record in two clicks.
  • Support ownership assignment and due dates with reminder notifications.
  • Fallback gracefully if a referenced user is inactive by prompting reassignment.

Power Features and Edge Cases

  • Role-based access controls for sales, project, finance, and leadership views.
  • Bulk import and bulk edit for deals, projects, milestones, and contacts.
  • Saved filters and custom report widgets by service line, region, or brand.
  • Automated alerts for stagnant deals, stale project updates, and overdue payments.
  • Soft-delete and restore for records that were removed by mistake.

Interface Principles

  • Design a dense but readable data-first interface with quick filters and inline editing.
  • Use clear status colors with accessible contrast and text labels, not color alone.
  • Optimize for 1–2 second dashboard load times on typical datasets.
  • Support keyboard navigation, tab order, and screen-reader-friendly labels throughout.
  • Keep mobile usable for quick status updates, but prioritize desktop for reporting and administration.

Amina used to juggle spreadsheets, email threads, and separate project notes to figure out whether an account was progressing, what had been delivered, and which milestone was still unpaid. By the time she found a risk, the project team had already moved on and finance was chasing overdue payments manually.

With ClarityDesk, Amina opens one account view and sees the deal stage, active project releases, deliverable status, payment milestones, and recent upsell notes in a single timeline. She assigns follow-ups immediately, while Ravi updates delivery blockers and Sonia reviews the revenue dashboard, giving the business a shared source of truth that shortens handoffs and improves cash collection.

User-Centric Metrics

  • 90% of active deals have an assigned next step within 24 hours.
  • 95% of active projects have a status update within the last 7 days.
  • 80% of payment milestones are updated within 1 business day of change.
  • Reduce time to prepare weekly account and delivery review packs by 60%.
  • Achieve a user satisfaction score of 4.3 out of 5 or higher within 90 days.

Business Metrics

  • Increase CRM adoption to 75% of target users within 6 weeks of rollout.
  • Improve lead-to-deal visibility enough to raise win rate by 10% within 2 quarters.
  • Reduce overdue milestone value by 20% within 6 months.
  • Increase upsell opportunities logged by 30% quarter over quarter.
  • Cut reporting effort for leadership by at least 50%.

Technical Metrics

  • 99.9% monthly uptime for the core application.
  • P95 page load time under 2.5 seconds for dashboards.
  • P95 API response time under 300 ms for common record reads.
  • Zero critical security findings in pre-production scans before launch and quarterly thereafter.

Tracking Plan

  • Track lead_created, deal_stage_changed, and deal_closed events.
  • Track account_viewed, contact_added, and duplicate_detected events.
  • Track project_status_updated, deliverable_marked_delivered, and blocker_logged events.
  • Track milestone_created, milestone_status_changed, and milestone_overdue events.
  • Track report_viewed, filter_applied, and export_generated events.
  • Track task_created and reminder_scheduled events.
  • Track upsell_flagged and upsell_follow_up_completed events.

Technical Needs

  • Use a modern web stack such as Next.js with TypeScript for the frontend and API routes.
  • Store transactional data in PostgreSQL with indexed foreign keys and audit tables.
  • Use Redis or a managed queue for reminders, alerts, and scheduled jobs.
  • Implement RBAC and workspace-level authorization with a policy layer such as Casbin or custom middleware.
  • Provide file import handling with background processing and validation for CSV uploads.
  • Add observability with OpenTelemetry plus centralized logging and error tracking such as Datadog or Sentry.
  • Support full-text search for accounts, contacts, notes, and projects using PostgreSQL FTS or OpenSearch.

Integration Points

  • Microsoft 365 or Google Workspace for sign-in and calendar reminders.
  • HubSpot or Salesforce import connectors for existing CRM data.
  • Slack or Microsoft Teams for status and overdue alerts.
  • Stripe, QuickBooks, or Xero for payment status imports where available.
  • CSV and Excel exports for leadership reporting and data migration.

Data Storage & Privacy

  • Classify contact and financial records as sensitive business data with role-based access controls.
  • Support GDPR and CCPA basics including export, deletion, and retention policies for personal contact data.
  • Encrypt data in transit with TLS and at rest using managed database encryption.
  • Maintain audit logs for record changes, especially stage changes, milestone updates, and permission changes.
  • Avoid storing payment card data; only store invoice and milestone metadata.

Scalability & Performance

  • Design dashboards to use cached aggregates for common filters like rep, region, and service line.
  • Paginate all list views and lazy-load activity timelines to avoid heavy initial renders.
  • Use background jobs for imports, exports, reminder generation, and report rollups.
  • Plan for multi-tenant partitioning or workspace isolation as customer count grows.

Potential Challenges

  • Data duplication from imported CRM and spreadsheet records can cause inconsistent reporting; mitigate with duplicate detection and merge workflows.
  • Users may resist updating yet another system; mitigate with fast inline edits, default views, and Slack reminders.
  • Milestone and project data may not align perfectly across sales and delivery; mitigate with shared identifiers and required linkage rules.
  • Reporting can become slow as records grow; mitigate with summary tables, caching, and indexed filters.
  • Permission complexity may confuse users; mitigate with simple preset roles plus granular override controls.

Team & resourcing - Small cross-functional team - 2 full-stack engineers, 1 product designer, part-time PM, and part-time QA/ops support.

Phase 1: MVP Foundation · Weeks 1–4

  • Workspace setup and authentication
  • Core data models for accounts, contacts, leads, deals, projects, milestones, and notes
  • Basic list and detail screens
  • Manual status updates and activity timeline
  • CSV import for initial data load

Phase 2: Workflow and Alerts · Weeks 5–8

  • Lead and deal stage pipelines
  • Project delivery tracking with blockers and deliverables
  • Payment milestone status updates
  • Task, reminder, and overdue alerting via email or Slack
  • Role-based access for sales, delivery, finance, and management

Phase 3: Reporting and Executive Views · Weeks 9–12

  • Sales and project dashboards with filters
  • Revenue and milestone roll-up reports
  • Export to CSV and PDF
  • Trend charts by rep, client, region, and service line
  • Audit logs and enhanced search

Phase 4: Integrations and Hardening · Weeks 13–16

  • HubSpot or Salesforce import connector
  • Microsoft 365 or Google sign-in
  • Performance tuning and cache layer
  • Security review, permission testing, and backup strategy
  • Polish for mobile status updates and accessibility improvements

Paste this into Cursor, Bolt, Lovable, or v0 to start building.

Build a B2B web app called ClarityDesk for managing CRM, delivery, and milestone payments in one workspace.

Core users: sales account managers, delivery/project leads, finance users, and senior management.

Build these primary screens:
1. Login and workspace setup
2. Dashboard with role-based widgets and filters by rep, client, region, service line, and date range
3. Accounts list and account detail view with contacts, leads, deals, projects, milestones, notes, and revenue/outstanding balance
4. Leads and deals pipeline board with stages cold, qualified, proposal, contracting, won, lost
5. Projects list and project detail view with release/sprint progress, deliverables, blockers, notes, and upsell flags
6. Milestones and payment tracking view with due dates, amounts, statuses, and overdue indicators
7. Reports page with charts, drill-down tables, and CSV/PDF export
8. Admin settings for roles, imports, and notification rules

Required behaviors:
Implement inline create/edit forms, activity timeline, reminders, duplicate detection for accounts/contacts, status change history, and role-based access control. Add alerts for overdue deals, stale projects, and unpaid milestones. Allow finance to update milestone payment status while sales and delivery can add comments and follow-up tasks. Keep client communication outside the system, but allow internal note summaries and feedback loops.

Data model:
Workspace, User, Role, Account, Contact, Lead, Deal, DealStageHistory, Project, ReleaseOrSprint, Deliverable, Milestone, PaymentStatusHistory, Note, Task, Reminder, ActivityEvent, ReportSnapshot, UpsellOpportunity.

Default tech stack:
Frontend: Next.js 14 with TypeScript and Tailwind CSS
Backend: Next.js API routes or NestJS service layer
Database: PostgreSQL with Prisma
Auth: Auth.js or Clerk
Jobs/queues: Redis with BullMQ
Charts: Recharts
File import/export: CSV upload parsing plus server-side PDF export
Observability: Sentry
Deploy: Vercel for frontend and managed Postgres on Neon or Supabase

Build the app with clean, data-dense UX, accessible color contrast, keyboard navigation, fast server-side filtering, and seeded demo data for multiple regions, service lines, and users.

Business Idea

We're planning on setting up a CRM and a team collaboration platform to manage and track progress on leads, deals, client relationship, payment milestones and deliverables for project as well as project progress, note any blockers, challenges, keep an eye on opportunities to upsell. In order to setup a system, I approached a couple of platforms who will show demos. In order for me to share a high-level scope we want to achieve with them, I'd like to have some write-up, containing below: For Sales Team / Client Account Managers: - Lead Management: Cold leads, tasks, reminders, next steps - Deal Management: Leads with potential, progressing through scoping, proposals, contracting - Contacts & Account Data Management: Business Details, Contact Persons, Contact Details, ongoing & completed engagement, revenue generated, outstanding amount - Invoice & Payment Milestone Tracking: Project-wise invoice status updates between sales & finance team, milestones tracking (no invoice generation though) For Project Team: - Ongoing and live Projects and their progress (release-wise or sprint-wise) - Overall project track record & history of releases and feedback loops from clients (client communication will be outside of this system) - Status of Deliverables vs Plan vs Delivered - Any notes, comments and request for upsell for sales team/account manager to look into For Senior Management: - Reports & Analytics for Leads and Deals by Sales Rep, by client, by region, by service line/sub-brand - Reports & Analytics for Projects: Activities, Status, Progress on Deliverables, Highlights from Notes & Comments - Reports & Analytics for Projected revenue, payment received, outstanding payment milestones

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