Documentation

How WebDev CRM Is Structured

This page explains how WebDev CRM organises client work inside WordPress, and how the different parts of the system relate to one another over time.

Understanding this structure will make the rest of the documentation easier to follow, and help you use the plugin in a way that stays coherent as client work grows.

A Workflow-Centred System

WebDev CRM is organised around client workflow, not isolated features.

Rather than treating contacts, quotes, invoices, and projects as separate tools, WebDev CRM models them as connected parts of a single client relationship. Each part exists to preserve context as work evolves.

This structure reflects how real client work unfolds: decisions are made early, revisited later, and continue to matter long after a project begins.

The Core Objects

At the centre of WebDev CRM are a small number of core objects. Each object represents a specific aspect of client work and has a clear responsibility.

Contacts & Companies

Contacts represent people as clients.
Companies represent organisations as clients.

All other records in WebDev CRM are linked back to a contact or company. This ensures that commercial history, delivery work, and communication remain anchored to the same relationship over time.

Quotes

Quotes capture the initial agreement.

They define scope, assumptions, pricing, and what is included at a specific moment. A quote is not just a price — it’s a snapshot of understanding.

Once accepted, a quote provides context for everything that follows.

Invoices

Invoices formalise the agreement.

They confirm that work is proceeding under agreed terms and create a financial record that remains relevant long after payment is complete.

Invoices are connected to their originating quote, preserving the relationship between what was agreed and what was billed. In addition, for added flexibility they can be created independently of quotes if or when required.

Projects

Projects represent delivery.

A project is where agreed work becomes real: tasks are tracked, progress is visible, and changes are managed. Projects remain connected to the client, so delivery decisions can always be traced back to the customer origin.

Notes & Website History

Notes and website history capture context.

Rather than focusing only on outcomes, WebDev CRM records why decisions were made. Notes, changes, and updates accumulate over time, creating a narrative that remains accessible even months later.

This is not only critical but necessary for long-running client relationships.

Relationships, Not Stages

In many systems, these objects are treated as stages in a pipeline. In WebDev CRM, they are treated as relationships.

A quote does not disappear once invoiced.
An invoice does not become irrelevant once paid.
A project does not exist in isolation from past decisions.

Each object remains accessible and connected, allowing intent and meaning to carry forward as work evolves.

WordPress-Native by Design

WebDev CRM is built entirely inside WordPress.

Data lives in your WordPress database.
Permissions follow WordPress roles.
The admin interface behaves like the rest of WordPress.

This keeps ownership clear and reduces fragmentation. Client context lives alongside the site it relates to, rather than being spread across external systems.

Capacity-Based Structure

WebDev CRM uses capacity limits rather than feature restrictions.

As your business grows, you increase how much data you can store — not which tools you’re allowed to use. This ensures that the structure of your workflow remains consistent over time.

Why This Structure Matters

This structure is designed to support long-running client relationships.

When context is preserved:

Decisions make sense later
Changes are easier to manage
Handover between team members is clearer
Client history remains legible

WebDev CRM doesn’t try to simplify client work by removing complexity.
It preserves meaning so complexity remains manageable.

How to Use This Documentation

The rest of the documentation explores each part of this structure in detail.

You can read it sequentially, or jump directly to the area you’re working in. Each section assumes this shared model of connected client work.