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Mineral export companies · CRM

Keep each importer, enquiry, sample and shipment in one record the whole team reads.

A CRM for a mineral exporter is a shared record of every overseas contact, the mineral and grade they asked about, the sample sent and the shipment that followed. GullySales sets up the fields and the routine, using a tool such as Zoho CRM, HubSpot or a well-kept Google Sheet.

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

Quarry staff examine aggregate samples at a safe observation point

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 mineral export companies

Sales and marketing for mineral export companies, the overview.

Last updated 18 Oct 2026.

For mineral export companies

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

  • “The buyer's history sits in one inbox”

    When enquiries, quotes and sample details live in one person's mailbox, a holiday or a departure breaks the thread. A shared record lets another team member see what was promised, when the sample went and what the buyer said.

  • “A sample is a stage, not a note”

    A sample moves from request to dispatch, courier tracking, arrival, test result and buyer comment. If it is tracked only in a chat, nobody notices when it stalls. Give the sample its own stage with a date and an owner.

  • “Country and mineral are the fields that matter”

    Filtering by country and by mineral shows which market is warm, which is closed and which grade is in demand. Fields for payment method, port and agent show where friction appears. Keep the list of fields short enough to be filled in.

  • “Agents and importers need separate records”

    When an agent brings an importer, record both and link them. If the agent leaves or the relationship ends, the importer record is still yours to follow up. Mark which contact has the relationship.

What we do

What we deliver for mineral export companies.

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

  1. Field design

    A short set of fields covering company, country, role, mineral, grade, quantity, port, payment method, source and agent.

    Result: Every enquiry is filled in the same way.

  2. Stage pipeline from enquiry to repeat shipment

    Stages for enquiry, qualified, sample sent, sample result, quote, trial container and repeat order.

    Result: You can see where each importer stands and who owns the next step.

  3. Sample tracker view

    A view of every sample with courier details, arrival date and the buyer's response.

    Result: Stalled samples are visible at a glance.

  4. Import of existing contacts

    Clean-up and import of the buyer lists, portal enquiries and past emails you already hold.

    Result: The first day starts with real names, not an empty system.

  5. Team routine

    A short routine for who updates the record, when, and how it is read in the sales conversation.

    Result: The record is kept up because it is used.

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

Fields worth keeping

Fields a mineral exporter's record needs for importers, samples and shipments.

Importer, agent and end user
Three separate names filled by whoever takes the first message. It stops an agent's introduction being lost and shows who actually uses the cargo.
Mineral, grade, size and quantity asked
Filled from the enquiry by the sales desk. It lets you pull every buyer for one grade when a lot becomes available.
Sample stage and result
Sent, received, tested and passed or failed, updated by the person who dispatches. It shows where buyers stall between sample and trial order.
Incoterm and loading port quoted
Filled when the price is sent. A repeat buyer then gets the same terms without a hunt through old mail.
Shipment date and any delay reported
Filled by the logistics lead. Early news of a delay is on record, which protects the next order.

Who it is for

This is written for these mineral export companies.

  • Barytes, bauxite and iron ore exporters
  • Granite block and slab exporters
  • Mica, quartz and feldspar exporters
  • Industrial mineral and mineral powder exporters
  • Manganese and chromite ore exporters
  • Exporters shipping through merchant exporters or agents
  • Mineral processors who have begun to export
  • Traders who source across states and ship through one port

Not for

It is not the right fit if.

  • Enquiries still arrive on three personal phones, and no one has agreed to enter them in one place
  • You ship a few times a year to the same two buyers, and a spreadsheet already holds everything you need
  • The team has no routine for updating a sample stage, so the record would be stale by the next shipment

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
Do we need paid software?
Not at the start. A well-structured spreadsheet can hold the record if one person owns it. Move to a CRM when several people handle enquiries and the sheet starts to cause missed follow-ups.
Will the CRM handle export documents?
No. Documents and permissions stay with your broker and adviser. The CRM records contacts, enquiries, samples and follow-up, and can hold a link to a document folder.
Who should own the CRM in an export business?
One person on the sales desk, with the logistics lead filling shipment fields. An owner who checks each day keeps entries current. Without a named owner the record drifts and the team returns to chat history soon after.
Can the CRM hold time zones and country holidays?
Yes, as fields. Store each buyer's country and working hours so the team knows when a reply lands in daylight. Local holidays differ by market, so note the ones you have been told about and update them when the buyer mentions a closure.
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.

More for mineral export companies

Everything else we would do for you.

Closest to this: leads and follow-up

Also for mineral export companies

Or start from the overview: sales and marketing for mineral export companies.

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