From signup to your first won deal

Sign up

harvestflow.net.au/grow-signup

Your ABN goes in first. Once it passes the check digits, the business is looked up on the Australian Business Register and its record is shown, with the names it holds offered as chips — choose one and the business name is filled in for you.

Add your name, your email and your state or territory, which sets the workspace's timezone. Tick the Terms of Service and Privacy Policy box, then press Create my workspace.

Start your workspace

Your email becomes your sign-in username. If you trade under a name the register does not hold, type it in: that is fine, and only means a person looks at the application before it opens.

Sign in

Application received → Activate your workspace

Every new business is verified. If the checks clear, the activation link is sent straight away; otherwise the application is reviewed first, usually within a business day. The link sets your password and is good for seven days.

The activation screen shows your workspace's Organisation Code and carries it to the sign-in form. You need it only if the same email is used at more than one organisation.

Resend activation email delivers a link only once the application is approved. Check your spam folder before deciding something went wrong.

Your business details

First-run guide → Your business details

Your business name, ABN, whether you are registered for GST, and your state or territory. These details go on your quotes, invoices and emails.

Your business details

Closing the guide with ✕ hides it until your next sign-in. Don't show this again retires it. Either way, Workspace settings → Setup guide reopens it, and the Get started card tracks the same steps.

Your first contact, or the sample set

First-run guide → Your first contact

Type a name, and a phone or an email if you have them. Saving adds the contact and opens a lead on them, so your Leads list is not empty from the start.

Your first contact

Or press Load sample data: three sample contacts, two organisations, two leads, two open deals, a few activities — among them an email from Priya Sample asking for a price, with the AI's reading already shown — and one sample conversation on the Interactions tab. Nothing is won or lost, so nothing reaches your revenue figures.

Press Remove sample data on the amber bar when you are done. A sample contact that a real lead, deal or note now points at is kept, and stops being a sample.

Put your lead form on your website

First-run guide → your form's link · Workspace settings → Web Forms

Every new workspace comes with a published form called Contact us. The guide's third screen shows its public link with Copy link — put it on your website, your email signature or your social pages. If the form is missing, Create it makes it. Each person who fills it in becomes a contact with a lead, assigned to you.

The form carries a consent box: "You may contact me by email or text message about my enquiry." Someone who ticks it can be emailed or texted about their enquiry; someone who does not is sent no marketing. A quote or an invoice they asked for is sent either way.

The Contact us form, with its consent box

The acknowledgement email

On the Pro plan, an Enquiry acknowledgement email goes to each new lead who ticked the box. It quotes the conversation's reference number, so their reply joins the same conversation. It comes switched on; silence it for your workspace under Workspace settings → Automations.

Automations do not run on Free or Basic, so no acknowledgement goes out there.

Conversations

Interactions

Each customer conversation gets a reference number — INT- followed by a number, counted for your workspace alone. A new one opens when a contact emails your workspace (with Email in, step fifteen), fills in your web form, or comes in through the lead API, or when you capture a call or a chat (step twenty-one). A reply that keeps the number, or the same subject soon after, joins the open conversation.

The Interactions tab lists the conversations Waiting on us first, the one waiting longest at the top; Waiting on them means you replied last. Each one links the lead, deal, quote, order and invoice it led to, and Actions shows who did what.

Conversations waiting on you

Set your response target under Workspace settings → Interactions (a day unless you change it); a conversation waiting on you for longer reads Overdue. Close asks why — Resolved, No reply needed, Spam or Converted — and Reopen brings one back.

A conversation waiting on the customer, or on nobody, closes by itself after a month with no message. One waiting on you never does: a person answers it or closes it.

Bring your contacts in

Contacts → Import

Save your spreadsheet as CSV and press Import on the Contacts tab — it is there for the workspace owner only. Download a template shows the column names it reads best. Match your columns to fields; a column set to Don't import is never sent.

Declare consent for email and for text messages separately: these people asked to hear from you, they have an existing business relationship with you, or neither, which is the default. With no consent recorded, a contact receives no marketing until a basis is recorded on their card.

The check runs before anything is written, and lists what will be added, which existing contacts will be updated and which rows will be skipped, and why. An update only fills fields that are blank. Then press Import.

The dry run, before anything is written

For seven days after an import, Undo on its row in Workspace settings → Contact Fields removes the contacts it added — keeping any that a lead, deal, note or order now uses. The limits on a file, a day and a workspace are stated on the screen when a file goes over one.

Invite a sales rep

Workspace settings → Sales team

Set Sign-in kind to Sales rep — their own contacts, leads and deals, type their name and email, and press Send invitation. The link they receive sets their password and is good for seven days; until then they show as Invited, and Resend sends a fresh one.

Inviting a sales rep

A rep works the contacts, leads and deals they own or are routed, and nothing else: not the shared form inbox, a colleague's records, Reports, orders, invoices or Workspace settings. A rep holds one of the plan's rep sign-ins, not a full sign-in; the counter beside Sales team shows both kinds.

Team view

Workspace settings → Sales team → Team view

Switch on Team view and every rep can read every contact, lead and deal in the workspace — to cover for a colleague or see the whole pipeline — but still change only their own. A colleague's record opens read-only.

Team view

Switching it off takes effect on the rep's next press. It changes nothing for you or for full sign-ins, who always see and work everything.

Where new leads go

Workspace settings → Web Forms → the form → Lead owner

By default each web form sends its new leads to one person: choose them under Lead owner (who new leads are assigned to) and save the form. Name a rep there and the form's leads, with their contacts, are theirs.

The lead owner of a web form

To share a form's leads out in turn, choose Round robin under the same heading and tick the People in the rotation — on every plan. On the Pro plan, an automation's Set owner step with a round-robin pool, or a lead API key set to Round robin, shares leads from other doors too. On the Leads tab, Assign owner… hands over several at once, and anyone can Claim an unassigned lead.

When someone leaves

Workspace settings → Sales team → Remove

Remove on a colleague asks Hand their open work to…: pick an active colleague, then press Remove. Their open leads, open deals and open tasks move across, with the contacts and organisations they held, any web form that routes to them, and any automation that names them as owner.

Handing over open work

Deals they won and leads they converted or closed stay in their name, so the history still shows who won what.

Targets and the team's numbers

Workspace settings → Sales team → Monthly target · Forecast → Team numbers

Type an amount in the Monthly target box beside a person and press Enter — it saves by itself. It is the value of deals you expect them to win each month.

The Forecast tab's Team numbers shows, for each person and month, what they won against their target, their win rate, open pipeline, open leads, converted leads and activities. You and full sign-ins see everyone; a rep sees only their own row.

Team numbers

A deal, a quote, an order

Deals → New deal · Orders

On the Deals tab press New deal: a Name, a Contact or an Account, the Stage, a Value and an Expected close date, then Create. A lead you convert with Create a deal gets one too.

Open the deal and add its Line items with + Add line — a product, a quantity, a unit price — then Save line items. Press Generate quote, and Send quote to email it.

Line items and the quote

When they say yes, press Won. A draft order is created from the won deal unless you have switched that off — otherwise press Convert to order. On the Orders tab, Confirm the order, then Generate invoice… and Issue now, or Create draft to check it first.

Orders

Automations, and the free period

On the Pro plan, six starter automations come switched on, and each only creates a task for your team: a follow-up for each new lead, a welcome for each new contact, a check-in after a quiet month, a next step on each new deal, a nudge when a deal has sat in its stage for three weeks, and a hand-over when a deal is won. Automations do not run on Free or Basic.

When the free months end, the workspace turns read-only until a plan is chosen: everything stays, and nothing is deleted. The plan card at the top of Workspace settings shows when your period ends.

Who to call next

Leads · Forecast → Customers to follow up · Ask Harvi

Every open lead has a score and a band — Hot, Warm or Cold — on the Leads tab, with Why this score on the lead. It is worked out from the lead's own record each time it is shown, and it moves nothing by itself. Switch it off in the Lead scoring card under Workspace settings → Leads (called Pipeline on the Pro plan).

Why this score

The Forecast tab opens on Customers to follow up: customers gone quiet, due to order again, or sitting on a quote nobody has answered, each with its reason. Add a task or Start a deal from the row. Set how quiet is quiet under Workspace settings → Customer follow-up.

Customers to follow up

Ask Harvi, the assistant in the top bar, answers the same questions by chat: /leads, /deals, /stale, /expand and /waiting. It can log a call, add a task or a lead, and move a lead or a deal to another open stage — each shown on a card first, and nothing changes until you press Confirm. It comes with every plan, under a daily limit and a monthly allowance your plan sets.

Email in and out

Workspace settings → Email in · a contact's timeline

Under Workspace settings → Email in, press Get an address: your workspace's own address appears, with Copy. List the addresses your business sends from under Your own email addresses and press Save.

Your workspace's own email address

Mail reaches it three ways: a forwarding rule in your own mailbox, a BCC when you write from your own mailbox, and replies to the quotes, invoices and emails the workspace sends — they carry the address as a second reply address, so the reply lands on the contact's timeline with no forwarding at all.

A message from a contact lands on their timeline as Email received. Anything else waits in Unmatched mail — on the Interactions tab under Needs filing — for File on a contact, Create a contact, Open a lead or Ignore.

Filing an email on a contact

To answer, press Reply on the email. It goes out under your workspace's name, threaded, quoting their message, and lands on the timeline as Email sent. Email beside a contact's address writes a new message; that one is marketing, so it needs a recorded consent basis.

Replying from the timeline

Your own pipeline (Pro)

Workspace settings → Pipeline

On the Pro plan, five lists can be your workspace's own: lead stages, lead sources, disqualify reasons, deal stages and lost reasons. Rename, add, reorder or remove, and press Save. A stage that holds leads or deals cannot be removed, and renaming is always safe.

Your own lead stages

If you move to Basic or Free, your lists stay in force, read-only, so no record loses its stage. Return to the standard pipeline goes back, moving any records first.

A campaign (Pro)

Campaigns → New campaign · New event

On the Pro plan, New campaign sends an email — or a text, where texting is set up — to the contacts you pick under Audience. Only people with a recorded consent basis receive it, checked again as each message goes out, and every email carries your business name and an unsubscribe link. Add a page gives it a page: whoever fills it in, or replies to its text, arrives as a lead from the campaign.

Choosing a campaign's audience

A campaign can run several steps, each a wait and then a message; the sequence stops for anyone who replies, opts out or whose lead moves. New event makes an event campaign: a date, a place and a capacity, a registration page, confirmations, reminders and attendance.

A sequence of steps

An event campaign

A tick on a campaign page records consent exactly as a tick on your web form does. A reply to a campaign records none: it opens a lead so you can call back.

Your lead API key (Pro)

Workspace settings → Lead API

On the Pro plan, Create a key lets your website's back end or another system send leads straight in. Give it a Label and choose Fixed owner or Round robin.

Lead API keys

The whole key is shown once, with Copy — store it somewhere safe. Nobody can show it again; if it is lost, Revoke it and make another.

Turn the reading on

Workspace settings → Email in → Let AI read incoming email

The switch is Let AI read incoming email, and it is off until you turn it on. When this is on, the subject and text of each email that reaches your Email in address are sent to an AI model, with the names and contact details this workspace knows hidden first.

Each read email shows a chip with its kind — a quote request, a pricing question, an out-of-office — and a one-line summary, the products it names and how urgent it reads. Unmatched mail lists quote requests first and newsletters last, with the button it suggests drawn as the main one. The Interactions list gains a Reading column you can filter by.

The AI's reading of an email

Unmatched mail, in the order of its readings

The card shows the readings used today and this month. An email that was not read shows Read it. An email that tries to give the AI instructions is shown as Other, with nothing taken from it.

Reply with a draft

A received email → Reply → Draft a reply

Press Reply on a customer's email, then Draft a reply. The draft fills the message box in the customer's own language, with the line "Drafted by AI — read it before you send." Change what you like, then press Send; nothing is sent before that. Draft again writes a new one.

A drafted reply, waiting for you

The AI never writes a price of its own. Write your prices as entries in Knowledge, in Ask Harvi: when one answers the customer it is quoted word for word, and the box says Quoted: with its title. The sent email's entry reads Drafted by AI · sent by you.

The button is there in a reply to an email the customer sent — not on a new message, and not in Unmatched mail: file the email on a contact first.

Capture a call or a chat

A contact, lead or deal → Capture a conversation

Press Capture a conversation beside Log activity. Paste a chat thread, your call notes or your meeting notes, choose Meeting, Call or Chat, and set Where it stands: Waiting on them or Waiting on us. Then Capture.

The window says: "The text you paste is kept on the contact’s timeline as a record, and its first part is read by an AI model with the names and contact details this workspace knows hidden first. The AI suggests a task or a stage move; nothing changes until you press a button."

Capturing a call

The card under it offers the Next step with Add a task — you pick the due date — a task for each thing your side promised, and, when the customer sounds interested, a Move to the next open stage of their lead or deal.

The deal's AI summary

A deal → AI assists → AI risk summary

On a deal, press AI risk summary. It writes what could stall the deal, the Next step with Create task, Why, what is Still to find out — budget, timeframe, decision maker, competitor — with Ask about… for each, and the customer's Signal, with Move to the next stage when they sound ready.

The deal's AI summary

It reads the deal's own record and the AI's one-line readings of the customer's recent messages — never the messages themselves. It is written only when you press the button, and it is not saved.

Fill in a contact, and the brief

A read email → Fill in from this message · a contact → Relationship brief

Open a read email on the contact's timeline. Fill in from this message lists the details from its signature that the contact is still missing — a job title, a company, a phone, an address — each with Add. A detail already on file is never replaced. A colleague the message names can be added under the same organisation.

Fill in from this message

The Relationship brief card on a contact gives a few sentences on who they are to your business, what they asked for and what is still open. Press Refresh to write it: it is written from the AI's readings of their messages, never from the messages themselves, and at most once every fifteen minutes.

The relationship brief

Start a quote from a message

A read email → Start a quote from this message

When the AI reads a quote request that names your products, the email's entry offers Start a quote from this message: each product with its quantity, at your catalogue's rate. Choose the deal under Add to — the conversation's own deal, a new one or another open deal — and press Start a quote.

Start a quote from a message

The lines land on the deal, and nothing is quoted or sent. Press Open the deal, check the lines, then Generate quote and Send quote as in step thirteen.