Medical equipment sales CRM.Every document in place first.
Hospitals, clinics and laboratories buy through several people and many documents. Rekozo keeps each contact, each quote version and each required document on the deal. A deal moves only when the paperwork is complete.
- Preparing quotation
- Quotation sent
- Customer review
- Price negotiation
- Order received
- Customer POFieldPO-AZH-5518PO-SSH-5518Hard
- Tender submission formDocumentTSF-AZH-114.pdfTSF-SSH-114.pdfHard
- Product registration certificateCustomer documentValid to Aug 2028Hard
- Demo for the ICU teamActivityLogged 06 NovSoft
- Sign-off from the commercial managerSign-offTariq Saleh, asked 10:20Tarun Saxena, asked 10:20Hard
Bring a tender checklist to the demo. We will turn it into stage requirements with you.
Book a demoA pipeline for hospital and laboratory deals.
The Trading and distribution pack creates these stages and the order stages after the win. Stage requirements hold a deal until the documents are on file.
Product codeSKU
- Quotation sentTender submission formDocument
- Customer reviewProduct demo loggedActivity
- Order receivedCustomer POField
- Order receivedRegistration certificateCustomer document
- Order receivedCommercial managerSign-off
- Order review
- PO confirmed
- Picking and packing
- Dispatched
- Cleared and delivered
- Invoice Sent
- Payment Received
- Complete
A hospital deal, document by document.
Follow the monitor tender for Al Zahra Specialty Hospital from the first offer to the warranty renewal.Follow the monitor tender for Sunrise Specialty Hospital from the first offer to the warranty renewal.
01Quote versions
Every version the hospital saw.
Each negotiation step saves a copy of what was sent. Compare the versions and see what changed.
Hospital buyers often ask for several revisions before a tender closes. Each version keeps the lines and the total the hospital received. When the buyer asks about the first offer, the rep opens version 1 and answers at once.
02Trade licenceReceived attachments
The hospital's licence is on file, with its expiry.The hospital's documents arrive on WhatsApp.
Record the trade licence on each customer. Expiring licences show as a count in the sidebar and in a Monday email.Files that arrive by WhatsApp or email wait for the rep to file them on a deal. The registration certificate goes on the tender deal.
An expired trade licence can stop a hospital order at the last stage. The rep sees that the licence of Gulf Diagnostics Lab runs out on 18 Nov. The rep asks for the new copy before an order needs the licence.Hospitals often send documents by email. The file waits in Received attachments until the rep files it on the right deal. The registration certificate is then on file with the tender, not in one person's inbox.
03Stage requirements
Order received waits for the last sign-off.
The deal moves to Order received only with the customer PO, the registration certificate and the commercial manager's sign-off.
Tender rules do not allow a missing paper. The deal moves to Order received only when every hard requirement is in place. Here one sign-off is left, so the deal waits for Rania Jaber.Tender rules do not allow a missing paper. The deal moves to Order received only when every hard requirement is in place. Here one sign-off is left, so the deal waits for Kavita Reddy.
04Renewals
The warranty returns as a renewal.
A warranty or service line on the won quote becomes a renewal. Start the renewal quote from the original sale.
Warranty and service contracts bring the next sale. Each contract shows in the renewal book with its end date and value. The rep starts the renewal quote from the original sale, with the same lines.
Where Rekozo stops
Rekozo runs the sale. Clinical and regulatory systems stay separate.
No patient data comes into Rekozo. The invoice reference does.
- Rekozo stores no patient or clinical data.
Stays in your systems
Regulatory and service systems
- Device registration and serial tracking
- Calibration and service visits
Accounts system
- Invoices, VAT and the booksInvoices, GST and the books
Kept in Rekozo
- Hospital accounts and every contact on the deal
- Quote versions and the documents each stage needs
- The order, and warranty and service renewals
- ORD-1236
- Al Zahra Specialty HospitalSunrise Specialty Hospital
- Invoice recorded
- INV-2026-1307
- Amount
- AED 208,976.25INR 52,84,040.00
- Invoice date
- 26 Nov
- Next
- Expected payment 26 Dec
Overrides
A skipped requirement leaves a name and a reason.
A soft requirement can be passed with a reason. A hard one cannot. Every override stays in the change history for 12 months.
- Tender submission formDocument. Hard. On file
- Product demo loggedActivity. Soft. Passed with a reason
Demo held at the Abu DhabiHyderabad expo stand on 06 Nov.
- Layla HaddadLakshmi Iyer10 Nov, 14:22Moved the deal to Customer review.Override on Product demo logged: “Demo held at the Abu Dhabi expo stand on 06 Nov.”Override on Product demo logged: “Demo held at the Hyderabad expo stand on 06 Nov.”
- Layla HaddadLakshmi Iyer10 Nov, 11:05Added the Tender submission form.Tender_MOH_2291.pdfTender_SSH_2291.pdf
- Layla HaddadLakshmi Iyer09 Nov, 16:40Sent quote Q-2026-0587, version 2.Total AED 318,600.00Total INR 71,68,500.00
- Karim NassarKiran Naidu09 Nov, 10:12Changed the expected close date.From 30 Nov to 15 Dec
How it works in your business
The monitor tender for Al Zahra Specialty Hospital, as your team runs it in Rekozo.The monitor tender for Sunrise Specialty Hospital, as your team runs it in Rekozo.
One account, many people
The hospital buys through a purchasing officer, a biomedical engineer and a finance contact. Each person is a contact on the hospital's record. Emails, calls and meetings with each of them show on one timeline.
Offer, then revise
Version 1 offers 8 patient monitors on 29 Oct. On 08 Nov the hospital asks for a 3 year warranty, and version 2 goes out at AED 208,976.25. Both versions stay on the deal.Version 1 offers 8 patient monitors on 29 Oct. On 08 Nov the hospital asks for a 3 year warranty, and version 2 goes out at INR 52,84,040.00. Both versions stay on the deal.
Close the paperwork
The customer PO, the registration certificate and the product demo are in place. The commercial manager signs off, and the deal moves to Order received. When someone passes a soft requirement, Rekozo keeps the name and the reason.
Keep the warranty
The warranty line becomes a renewal with its end date. The renewal book shows the contracts that run out this quarter, so the next quote starts in time.
Questions buyers ask
- What should a medical equipment sales CRM manage?
- Hospital and laboratory accounts with several contacts, quotes for equipment, training and warranty, the documents each tender needs, approvals for low margins and the service renewals after the sale.
- Can a deal require a document before the deal moves?
- Yes. A stage can require a document, a field, an activity, a customer document or a colleague's sign-off. Each requirement is soft or hard.
- Can we track warranty and service renewals?
- Yes. A warranty or service line on a won quote becomes a renewal with its end date.
- Does Rekozo handle regulatory compliance or clinical data?
- No. Regulatory compliance, device tracking and calibration stay in their own systems. Rekozo stores no patient or clinical data.
- Can one hospital have several buyers and departments?
- Yes. A customer holds many contacts and many sites. Each deal, quote and message stays on the hospital's record, so a new rep can read the full history before the next meeting.
- Can we quote a tender in US dollars?
- Yes. Each quote carries its own currency, from 166 currencies. A team can quote one hospital in AED or INR and another tender in USD. Tax rates are dated, so each quote uses the rate in force on its date.
Bring one real quote to the demo.
We will build the quote in Rekozo with you, with your margin rule and your tax.
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