Everything you need to run your workspace.

IndxFlow guide

Getting started

Create your account, set the local details once, and begin with a clean workspace configured for your GCC market.

1. 1Choose Start Free, create your account, and sign in.
2. 2Enter the workspace name and select Qatar, UAE, Saudi Arabia, Bahrain, Oman or Kuwait.
3. 3Confirm the suggested currency and tax rate. These settings drive money fields and commercial documents.
4. 4Add your first lead or use AI Business Builder to create a suggested setup.

IndxFlow guide

Workspace and team setup

A workspace keeps one organization’s customers, documents, activity and usage together.

IndxFlow guide

CRM and sales pipeline

Capture enquiries, qualify them, organize customer records and move opportunities through your sales stages.

1. 1Add a lead with contact details, source, estimated value and notes.
2. 2Update the lead status as your team contacts and qualifies the prospect.
3. 3Convert a qualified lead. IndxFlow creates the company, primary contact and opportunity together.
4. 4Open Pipeline board and move opportunities through New, Qualified, Proposal, Negotiation, Won or Lost.
5. 5Use Companies and Contacts as the central customer register.

IndxFlow guide

Colour quotations and invoices

Create customer-facing quotations and invoices with your workspace currency, configured tax and IndxFlow-blue branding.

1. 1Open Quotes & orders and choose Quotations or Invoices.
2. 2Select New, add the title and customer, then enter each item’s description, quantity and unit price.
3. 3Add a validity date for quotations or a due date for invoices, plus any payment terms in Notes.
4. 4Review the automatically calculated subtotal, tax and grand total, then save.
5. 5Select View to open the colour template. Choose Print / Save PDF to print it or save a PDF from the browser.
6. 6Update the document status as it moves from draft to sent, accepted or paid.

IndxFlow guide

Workflow automations

Build When / If / Then rules that act when a lead is created or an opportunity changes stage.

1. 1Open Automations and create a descriptive rule name.
2. 2Choose the trigger and add conditions such as city, source, status, amount or probability.
3. 3Choose actions: update a field, record an activity, or queue an email or WhatsApp message.
4. 4Enable the rule, then monitor recent runs and any failure details.

IndxFlow guide

Document operations

Store business files privately, upload new versions and maintain a clear approval history.

1. 1Open Documents and upload a file with a category.
2. 2Upload another version when the document changes. Earlier versions remain available.
3. 3Send a draft for approval, then approve or reject it.
4. 4Open a stored version through its temporary secure link.

IndxFlow guide

Email and WhatsApp-ready communication

The Messages area keeps outbound communication connected to the relevant customer or business record.

1. 1Compose an email or WhatsApp message and enter the recipient.
2. 2The message is recorded in the outbox with its current delivery state.
3. 3When a delivery provider is connected, IndxFlow records attempts, provider references and sent time.
4. 4Retry failed messages after correcting the address or resolving the provider issue.

Sending availability depends on the provider connected to your workspace. Queued messages remain visible until delivery is available.

IndxFlow guide

AI Business Builder and Assistant

Use AI to create a recommended workspace structure and ask questions using your recent business data.

IndxFlow guide

Plans, billing and usage

The Billing area shows your current plan, available upgrades and access to subscription management.

1. 1Open Billing from the Workspace section.
2. 2Review the active plan and compare user, workflow, AI and storage allowances.
3. 3Choose a plan to begin checkout when payments are available.
4. 4Use Manage billing for subscription and payment-method changes.
5. 5Open API & usage to review recent API, AI, automation and webhook consumption.

IndxFlow guide

API keys and webhooks

Connect IndxFlow safely to external systems without sharing a user password.

IndxFlow guide

Roles, security and platform administration

Workspace roles control business access. Platform administration is separate and never granted by a workspace role.

• Sign out from the profile menu when using a shared device.
• Only owners and admins should manage keys, billing and high-impact settings.
• Use audit history to review important workspace changes.
• The Platform Admin Portal is restricted to approved IndxFlow operations administrators.
• If an authorized administrator sees “Admin access required,” their account has not been assigned a platform-admin role.

IndxFlow guide

Troubleshooting

Use these quick checks before escalating an issue.