Hotkup

The problem

Your client info is everywhere. That's the real problem.

Email threads, WhatsApp groups, a spreadsheet someone built three years ago, and a folder of PDFs nobody names correctly. When a new staff member joins, they start from zero. When a client calls, you scramble.

Email archaeology

Staff search through old threads to find what was promised. Sometimes they find it. Sometimes they don't.

WhatsApp as CRM

Conversations buried in group chats. No audit trail. When someone leaves, everything leaves with them.

The spreadsheet no one trusts

Updated by one person, stale for everyone else. Clients re-explain their situation every single time they call.

See it in action

The client record, in the open.

Not a contacts list bolted onto your tools. A living file your whole team works from.

Activity timeline

Every conversation, in one place.

Calls, notes, quotes, and emails stack into a single timeline on the client. Any team member can scroll back through the whole relationship and pick up exactly where the last person left off.

One chronological history per client, always current.
Nothing lost when a staff member moves on.

In-app email

Email clients without leaving HotKup.

Send and receive email straight from the client record. Every message auto-attaches to the right client, so the inbox stops being a place where context goes to hide.

Replies log themselves against the client automatically.
No more digging through threads to find what was said.

Sending and receiving client email inside HotKup

Tasks on the record

Every client task, tied to the client.

Open a client and see all of their pending work, completed jobs, and who is responsible. No separate to-do list to keep in sync, and nothing slips between the record and the work.

Pending and done, visible on the profile at a glance.
Clear ownership, so nothing sits in a gap.

Client tasks shown on the client record in HotKup

Reminders

Follow-ups that actually fire.

Schedule a reminder on any client and HotKup nudges you before it goes quiet. The relationships that drive your revenue stop slipping through the cracks.

Set a follow-up in seconds, on the client record.
Reminders surface ahead of time, not after the fact.

Custom fields

Track what your business needs: equipment type, site address, account number, risk rating.

Document storage

Contracts, quotes, and compliance docs attached to the client, not buried in a drive.

Branded client portal

Clients log in to see job status, approved documents, and submitted forms.

Real scenario

"When a client calls, you know."

A plumbing company in Johannesburg had five technicians on the road and a receptionist answering calls. When Mrs. Khumalo called about a leak, the receptionist had to ask which property, when they last came out, and what was done. Mrs. Khumalo had told them this three times before.

After HotKup, the receptionist opens the client record before saying hello. Previous visits, what was done, who was on site, the invoice total, all visible in under five seconds. The technician dispatched to the job sees the same screen on their phone before they arrive.

The call time dropped by half. Mrs. Khumalo stopped calling competitors for quotes.

See it in action →

Connected platform

Client records are the centre of everything.

HotKup isn't a contacts list bolted onto other tools. Every module feeds back into the client record.

Pipeline → Client record

Win a deal and the client profile is created automatically. No double entry.

Tasks linked to clients

Every task is tied to a client record. Open the record and see all pending work, completed jobs, and who's responsible.

Client-level insights

Revenue per client, job count, last contact date, and time-to-completion, all visible without building a report.

Stop running your clients from memory.