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Cold storage operators · CRM

Keep each trader's lots, receipts and rates on one record, so next season starts from last season.

A CRM for a cold storage operator is one record per customer: the crop, the quantity stored, the chamber, the rate agreed, the payments and the history across seasons. GullySales sets up the fields and the routine, so a booking can be traced and next season's calls start from the register.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

A cold storage supervisor checks produce in a refrigerated chamber

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for cold storage operators

Sales and marketing for cold storage operators, the overview.

Last updated 6 Oct 2026.

For cold storage operators

Where it usually goes wrong, and what we would do.

  • “The register is a diary, a ledger and two phones”

    Quantities sit in the loading register, rates in the owner's head and advances in the accountant's book. Nobody can say what one trader stored last year.

  • “Balance stock is known only at the chamber”

    A trader rings to ask how much of their stock remains, and someone walks to the chamber to count.

  • “History is lost between seasons”

    A trader who paid late, complained about sprouting or stored double in a good year is a new name again every season.

What we do

What we deliver for cold storage operators.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A record for each trader

    Name, agent, crop and variety, district, contact numbers and the language preferred, kept in one place.

    Result: Every call starts from what is known.

  2. A lot register tied to receipts

    Each receipt number linked to the lot, chamber, quantity in and quantity out, with the balance on the record.

    Result: A balance question is answered without a walk to the chamber.

  3. Rate and advance fields

    The rate basis, the date agreed, the advance taken and the settlement date for each booking.

    Result: End-of-season disputes have a written answer.

  4. A loss and complaint note

    Sprouting, shrinkage, temperature events and claims, with what was found and what was agreed, linked to the trader.

    Result: Past problems are not forgotten or repeated.

  5. A season history view

    Each trader's quantity and payment behaviour across seasons on one screen or sheet.

    Result: Booking calls start with who stored more, less or paid late.

  6. A choice of sheet or software

    A decision, after the first conversation, on whether a shared sheet is enough or software is worth adding, with the fields set up either way.

    Result: You do not buy a tool before you know the need.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

What to record, and when

What a cold storage operator should record about every trader and lot, and whether a CRM is needed yet.

Trader and the produce
Name, agent if any, crop and variety, and the district it came from. Variety matters for storage conditions and for who buys it later.
Quantity in, receipt numbers and chamber
Link each receipt number to the lot, the chamber and the bag count in. Add quantity out as stock leaves, so the balance is always on the record.
Rate agreed and advance taken
Write the rate basis, such as per bag or tonne for the season, the date agreed and the advance. Disputes at the end of the season come from vague rates.
Loss, shrinkage and complaints
Note any temperature event, sprouting or shrinkage reported, the date, what was found and what was agreed. A trader remembers it, so the record should too.
Season history
Keep each season's quantity and payment behaviour on the same record. At the next booking call you will know who stored more, less or paid late.
Do you need software yet?
A well-kept register or shared sheet is enough for one store while the same few people book, load and bill. Move to a CRM when several people book space or food brands bring contracts and audits with dates.

Who it is for

This is written for these cold storage operators.

  • Agricultural cold storage
  • Multi-commodity cold stores
  • Cold storage for dairy and frozen foods
  • Pharmaceutical and vaccine storage
  • Cold storage with a transport arm
  • Controlled atmosphere storage

Not for

It is not the right fit if.

  • The loading staff will not record receipts, so the register would hold gaps from the first week.
  • You have a handful of traders and a notebook already holds everything about them.
  • Nobody has agreed who owns the trader record when the manager leaves.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Our loading staff do not write things down. Who updates the record?
Put the entry at the loading point. The person who issues the receipt writes the lot, the bag count and the chamber on a form that is also the record. If the record is the receipt, it gets filled.
Traders only talk on WhatsApp. How do those chats reach the record?
After a chat that changes the booking, write one line on the record: quantity, rate or date agreed. Save the trader's name and crop in the contact so that the chat can be found later.
Who owns the data if our manager leaves?
The company. Keep records in an account or file the owner holds, with a backup outside the cold store. Registers kept only in the manager's notebook leave with the manager.
Can traders check their own stock?
Some operators send each trader a stock statement on WhatsApp or by mail on request. That answers the question without a call, and the record is its source. Decide first who is allowed to ask.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

From the blog

Further reading for cold storage operators.

All articles

More for cold storage operators

Everything else we would do for you.

Closest to this: leads and follow-up

Also for cold storage operators

Or start from the overview: sales and marketing for cold storage operators.

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