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CLEATUS
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CRM

Track the people, companies, and agencies behind every pursuit, with custom fields, notes, tasks, and email.

The CLEATUS customer relationship management (CRM) keeps the relationships behind each bid next to the bid. You record the people, companies, and agencies that you work with, and you link them to your pursuits. You add your own fields, and you keep notes, tasks, and email on each record. GovCon Copilot (the CLEATUS agent) and your workflows read and update the same records.

Open CRM in the sidebar, under Find. It has three pages: People, Companies, and Agencies.

Records

A record is one person, one company, or one agency in your CRM. All teammates in your CLEATUS account see the same records.

  • People: contracting officers, program managers, partner contacts, and the other people that you work with. Each person works at a company or at an agency.
  • Companies: subcontractors, primes, teaming partners, suppliers, and competitors. Link a company to its System for Award Management (SAM) registration. The company then shows its SAM data, such as the Unique Entity ID (UEI).
  • Agencies: the government buyers that you sell to. Agencies come from the CLEATUS federal agency data. You do not create an agency. You select an agency to track.

Each page shows its records in a table or on a board. Filter on any field, sort, group, and choose your columns. Save the result as a view, then share the view with your team or keep it private. Export a view as a comma-separated values (CSV) file. Import people and companies from a CSV file.

See Managing People, Companies, and Agencies.

Record pages

Click a record to open its page. The left side lists the fields of the record. The header has these buttons:

  • Note writes a note on the record.
  • Task creates a task on the record.
  • Log records a call, a meeting, or an email by hand. On a person, a logged entry moves Last contacted forward.
  • Email starts a new email to the person in your email app. It shows only when the person has an email address.

The tabs are Overview, Activity, Notes, Tasks, and Pursuits. A company also has a Team tab with its people. An agency also has a People tab. A person also has a Teammates tab, which lists the other people at the same company or agency.

The Activity tab is the timeline of the record. It shows changes, notes, tasks, calls, meetings, email, and links to pursuits.

Use the menu in the header to archive the record. You can also merge a duplicate person or company into another record. An archived record keeps its history. Restore it to edit it again.

Every pursuit starts with five relationship fields: Incumbent, Teaming Partners, Competitors, Contacts, and Signals. Fill them on the Attributes card, on the Contract Overview tab of the pursuit.

On a person or a company, the Pursuits tab lists each pursuit that names the record. It also shows the field that links them. On an agency, the Pursuits tab lists the pursuits in your pipeline that the agency issued.

CLEATUS suggests records from the solicitation, so you type less:

  • A person or company field shows the people and companies that the solicitation names. Click a suggestion to link it.
  • On the General Information tab of a pursuit, click Save as contact beside a point of contact. CLEATUS saves the person at the awarding agency and links the person in the Contacts field.
  • Each directory shows the records that your pursuits name but your CRM does not have yet. Click Review to add them.

Signals

The Signals field links buying signals, such as an industry day, to a pursuit. CLEATUS links industry days, pre-proposal conferences, and vendor outreach sessions on its own. A signal links when it comes from the awarding office or from one level below that office. The signal must also be no more than six months old and not cancelled. Hearings and advisory committee meetings show only as suggestions.

Custom fields

Add your own fields to pursuits, people, companies, and agencies. Track the details that your reviews need, such as probability of win (PWin), workshare, or a bid decision. A field can hold text, numbers, currency, percentages, dates, options, teammates, or links to other records. A Computed field multiplies two number fields, for example total contract value (TCV) times workshare.

On the pipeline, show your fields on board cards and as list columns. Arrange the fields on the pursuit page in named sections.

See Adding Custom Fields.

Notes and mentions

Each record has a Notes tab. A pursuit keeps its notes on its Activity Logs tab, in the same timeline as its other activity.

Type @ in a note to mention a teammate, a person, a company, an agency, or a pursuit. A teammate that you mention gets a notification. A record that you mention shows the note on its own Notes tab. A pursuit that you mention shows the note on its Activity Logs tab.

Tasks

A CRM task belongs to a person, a company, or an agency. Give the task a due date and assign it to teammates. Type @ in the title to link other records or a pursuit. Pipeline > Tasks shows CRM tasks on the CRM tasks tab, next to the Pursuit tasks tab.

Assignees get a notification when you assign a task to them. Before the due date, they get a reminder three days ahead and one day ahead. When a task has no assignees, the reminder goes to the person who created it.

Pursuit deadlines and the due dates of pursuit tasks show on the Calendar view of the pipeline. See Managing Tasks.

See Taking Notes and Managing CRM Tasks.

Outlook email logging

Connect your own Outlook mailbox to log your email on your records. When you exchange email with a person in your CRM, the message shows on the Activity tab. Email that you send to a person also moves Last contacted forward. Each teammate connects their own mailbox.

See Connect Outlook to CLEATUS.

Ask GovCon Copilot

GovCon Copilot works with your CRM. Open Ask CLEATUS in the bottom-right corner of any page. The agent can do these tasks:

  • List the custom fields on pursuits, people, companies, or agencies.
  • Read the field values of a pursuit or a record.
  • Set a field value, for example a PWin, a bid decision, or a link to a contact.
  • Find people, companies, and agencies by name.
  • Find pursuits by title or by solicitation number.

For example, ask "set PWin to 40 on the Fort Liberty facilities pursuit." Or ask "add Jane Doe to the Contacts field on my fuel delivery pursuit."

Automate with workflows

The Set Field workflow action writes a custom field with no person in the loop. It writes to the pursuit that the workflow runs on. It can also write to a person, company, or agency from an earlier step. For example, a workflow can set the bid decision from the score that an AI Agent step returns.

See Adding Custom Fields, Creating a Workflow, and Automating Your Pipeline.

Find records fast

Press ⌘K (Ctrl K on Windows) and type at least two letters. Matching people, companies, and agencies show under CRM. The same menu has Add a person and Add a company.

Who can use the CRM

  • The CRM is part of the DATA + AI plan and higher plans. On other plans, the CRM pages show an upgrade prompt.
  • GovCon Copilot follows the same rule. On a lower plan, or when the subscription is not active, the agent does not read or change CRM records. CRM task reminders also stop.
  • Outlook email logging needs the DATA + AI + Automations plan or higher.
  • The Set Field action needs workflows. Workflows are part of the DATA + AI + Automations plan and higher plans.
  • You can edit and delete your own notes. Owners and admins can also delete the notes and shared views of other teammates.

See Plans and pricing.