Back Office & Internal Tools / POC Tracker

POC Tracker

Every trial on one board, with goals ticked off from live product usage.

Fully Bespoke

Built entirely around the client's needs

None of these systems started from a template or an off-the-shelf product. Each one was designed from scratch around the client's requirements, workflows and existing tools, then built, tested and refined with their team until it fitted how they actually work.

Login with Microsoft

Staff sign in with the Microsoft 365 accounts they already use. No extra passwords, and access ends when someone leaves the company.

Their Process, Their Language

Every stage, field, priority and report is modelled on how the client's team works, using the terms they already use.

Hooked Into Office 365

Connected to the client's Office 365, so every email, phone call and Teams meeting is tracked against the right customer automatically. Nobody has to log their activity by hand.

Owned, Not Rented

No per-seat licences or vendor lock-in. The client owns the system and it changes when their business does.

Built To Order, Including

  • -Login with Microsoft (Microsoft 365 single sign-on)
  • -Kanban pipeline boards with drag-and-drop stages
  • -Lead-quality scoring and chase, revisit or leave priorities
  • -MCP servers so AI assistants can search, update and report
  • -Office 365 tracking of emails, calls and Teams meetings
  • -Integrations with their own product, Stripe and email marketing
  • -Secure customer and partner portals
  • -Live product usage tracking
  • -Stripe Connect payments
  • -Reporting dashboards and APIs
  • -Audit trails and automated tests

The Brief

See what trial customers have actually done

Software trials stall when nobody can see what the customer has actually done. This tracker checks the product every hour and completes goals as they happen, such as users invited, software installed and devices discovered.

Staff see every trial on one board, prospects get a status page of their own, and management gets stage timings and outcomes for reporting.

Built With

Laravel 13
Livewire 4
Tailwind CSS v4
MySQL
Microsoft sign-in
REST APIs

Client name withheld. Built for a B2B software company as part of a suite of connected internal systems.

Features

01

Trial Management

  • -Nine-stage process, from request and legal paperwork through setup, demo and monitoring to closeout
  • -Drag-and-drop kanban board with a shareable, filtered URL
  • -Preset goals added to each new POC, with due dates and a cross-POC task list
  • -Company and individual POCs, including individuals hosted inside another account
  • -Stage history, recorded outcomes and reasons for every POC that closes

02

Live Product Integration

  • -Hourly sync with the product, completing goals from real usage
  • -Goals covering account live, invites, passwords, logins, install rate and first devices seen
  • -Start and end dates taken from the product account
  • -Trials watched for 90 days after expiry, closing as complete when they convert to paid

03

Lead Quality

  • -Score out of 100 and an A, B or C band, from enthusiasm, sector fit, engagement and commercial value
  • -Engagement worked out from product usage, with manual override
  • -Opportunity data synced from the linked sales or partner record
  • -One step to create a sales lead for a trial that has no CRM record

04

Customer Pages & Marketing

  • -Per-company status pages: private, public or opened by emailed link
  • -Private internal notes and public notes for the customer
  • -Hourly push of verified trial users and their progress to Brevo for email marketing

05

Reporting & Automation

  • -Board-level report page, also available by API for a separate company dashboard
  • -AI assistant integration (MCP server) with 7 tools to read POCs, add notes, record outcomes and report on stage durations
  • -APIs for the Sales and Partner CRMs to create and link POCs
  • -Backed by a full automated test suite

Part of the Same Suite

Sales CRM

A custom CRM that takes a company from first contact to go-live, using real Outlook and Teams activity to show the sales team who to chase next.

View System →

Partner CRM

A dedicated CRM for recruiting, onboarding and managing resellers, MSPs and distributors, with a secure portal for each partner.

View System →

Whitelabel Shop

An ecommerce platform giving each reseller a branded storefront, with their own Stripe account, pricing and coupons, and automatic product setup after purchase.

View System →

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