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Pharma Reps CRM
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CRM for Pharma Reps · Available now

Keep healthcare relationships and sample visits tied to each opportunity.

Healthcare account work begins with an organization, an account and its contacts. A pharma representative can record the practice or hospital, identify the people involved, and connect each opportunity to an account, owner and primary contact.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewMy Open Opportunities
Pharma Reps CRM · Opportunities

My Open Opportunities

Opportunities in one list

New opportunity
Opportunities in view
6
Total expected value USD
2,070
New
2
Qualified
2
New2
Eastside clinic formulary reviewWillowgate Health Center
120
28 Oct
Harborview sample evaluationHarborview Community Health
680
24 Oct
Add
Qualified2
Regional respiratory programWestfield Care Network
70
02 Nov
Community care onboardingHarborview Community Health
530
22 Oct
Add
Proposal1
Northbank practice renewalHarborview Community Health
220
23 Oct
Add
Negotiation1
Outpatient supply agreementCedar Grove Pediatrics
450
20 Oct
Add
Eastside clinic formulary reviewOpportunities · OPP-84440
New
CounterpartyWillowgate Health Center
Expected value USD120
Expected close date28 Oct
Next stepConfirm approved clinic visit
Review visitOPP-84440 · Eastside clinic formulary review

Sample Reviewer decides on the submitted visit.

Waiting for Sample Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
14
Roles with set permissions
6
Reports and dashboards
8
Features

Account and field work in view

Every feature works on the same records. Pick one to see the screen your team works in.

Accounts

Keep each healthcare account, its contacts and its opportunity work in one place.

  • Identity
  • Coverage
  • Condition
  • Accounts
  • Contacts
  • Opportunities
  • Sample visits
  • Organizations
Explore accounts
OverviewAccounts to Develop
Pharma Reps CRM · Accounts

Accounts to Develop

Accounts

New
NameCodeContact nameCityStateAnnual potential USD
Eastside Family ClinicHCA-2026-104Nadia RahmanPortlandOregon250
Northbank Medical GroupHCA-2026-118Evan ChoTacomaWashington800
Harborview Community HealthHCA-2026-127Priya NairEugeneCalifornia120
Cedar Grove PediatricsHCA-2026-139Mateo AlvarezSalemIdaho420
Westfield Care NetworkHCA-2026-146Amara OkoyeSpokaneNevada460
6 of 6 records
Eastside Family ClinicAccounts · ACC-72285
Prospect
CodeHCA-2026-104
Contact nameNadia Rahman
CityPortland
StateOregon
Annual potential USD250
Example screen with sample data
Process

From healthcare account to reviewed visit

Account to reviewed sample visit ships ready to use. One step needs a named approval before the work moves on: Review visit (Sample Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Prepare account

    Record the practice and the people involved.

    Eastside clinic formulary reviewOPP-84440 · Pharma Representative
    Prepare accountBy Pharma Representative

  2. Open opportunity

    Give the deal an account, owner and next step.

    Eastside clinic formulary reviewOPP-84440 · Pharma Representative
    Open opportunityBy Pharma Representative

  3. Qualify opportunity

    Log qualification activity and its receipt.

    Eastside clinic formulary reviewOPP-84440 · Pharma Representative
    Qualify opportunityBy Pharma Representative

  4. Plan visit

    Connect the practitioner visit to the opportunity.

    Eastside clinic formulary reviewOPP-84440 · Pharma Representative
    Plan visitBy Pharma Representative

  5. Submit visit

    Record sample detail and send it for review.

    Eastside clinic formulary reviewOPP-84440 · Pharma Representative
    Submit visitBy Pharma Representative

  6. Review visit

    Capture the reviewer's dated decision.

    Eastside clinic formulary reviewOPP-84440 · Sample Reviewer
    Review visitBy Sample Reviewer
    ApprovalSample Reviewer decides on the submitted visit.

Start with Account to opportunity

Inside a record

Records tied to the right opportunity

Open any opportunity to see its operation receipts, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Counterparty, Expected value USD, Expected close date and Next step.

  2. 2
    Operation receipts

    Each line is linked to this opportunity.

  3. 3
    Who works on it

    Admin, Pharma Representative and Sales Manager, each with their own permissions.

  4. 4
    Process stages

    Open opportunity and Set the next step, with the role that acts.

  5. 5
    Approvals

    Review visit, with who decides.

My Open OpportunitiesEastside clinic formulary review
Pharma Reps CRM · Opportunities

Eastside clinic formulary review

Willowgate Health Center · New

Log activity
1
Record details
CounterpartyWillowgate Health Center
Expected value USD120
Expected close date28 Oct
Next stepConfirm approved clinic visit
2
Operation receipts

Eastside clinic formulary review

Operation keyRecorded atStatus
sample-visit-2026-04120 OctPending
formulary-review-05222 OctSucceeded
lot-check-2026-06316 OctFailed
Operation receipts
6
3

Who works on it

  • AdminManage Organizations, team members, Users
  • Pharma RepresentativeManage Accounts, Contacts, Opportunities, opportunity lines…
  • Sales ManagerManage Accounts, Opportunities, team members
4

Process stages

  • Open opportunityPharma Representative
  • Set the next stepPharma Representative
5

Approvals

  • Review visitSample Reviewer
    Approved
Example screen with sample data
Approvals

A named decision for each submitted visit

OverviewApprovals
Pharma Reps CRM · Overview

Approvals

Signed in as Sample Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • SV-83635Dr. Nadia Rahman
    Regional respiratory programRequested by Nadia Rahman
    Submitted2dActions
  • SV-64287Dr. Evan Cho
    Specialty clinic product reviewRequested by Mateo Alvarez
    Submitted1dActions
  • SV-46015Dr. Priya Nair
    Regional respiratory programRequested by Elise Laurent
    Submitted5dActions
  • SV-37571Dr. Mateo Alvarez
    Eastside clinic formulary reviewRequested by Elise Laurent
    Submitted3dActions

Who approves what

DecisionApprover
Review visitCapture the reviewer's dated decision.Sample Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Pharma Reps CRM to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains organization, team and access setup for the CRM.

  • Manage Organizations, team members, Users
  • View Accounts, Opportunities, sample visits, review decisions

Roles and permissions

Reports

See pipeline, follow-up and visit history

Read pipeline, follow-up, visit quantity and review history from linked records.

Overview
Pharma Reps CRM · Overview

Pharma Reps CRM dashboard

This quarter

Sample visits in view
6
Total sample quantity
2,200
Submitted
6

Opportunities by status

How far records got this quarter

StageReachedStep
New24
Qualified521%
Proposal240%
Negotiation150%

Expected value USD by status

Sample totals per stage

2.0k0
-4000New
-1000Qualified
-4000Proposal
-6000Negotiation
2.0kWon
Example screen with sample data
  1. 01Pipeline by stage

    Group opportunity expected value by Status and Owner.

  2. 02Expected closes

    List opportunity value and expected close date by owner and account.

  3. 03Account potential

    Compare annual potential USD and Status for healthcare accounts.

  4. 04Follow-up workload

    Show open activities by owner and due date.

  5. 05Visit review queue

    Show submitted visits with practitioner, owner, quantity and lot number.

  6. 06Visit decision history

    Read each visit with its reviewer decisions and reasons.

  7. 07Sample quantities by account

    Sum recorded visit quantities by linked account.

  8. 08Qualification receipt history

    Read each opportunity with its qualification operation receipts.

All reports and dashboards

Who it's for

Built around healthcare account work

See how Pharma Reps CRM fits your kind of team.

Clinic coverage

Keep local practice relationships and visit records tied to the right account.

Hospital accounts

Connect hospital contacts, opportunities and practitioner visits.

Multi-organization field teams

Keep field records associated with the organization responsible for them.

Controls

Keep decisions and evidence together

Each stage of account to reviewed sample visit names the role that acts and the status it records, so a change is never anonymous.

OverviewAccount to reviewed sample visit
Pharma Reps CRM · Process

Account to reviewed sample visit

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
2
Tables touched
11
Qualify opportunity
Pharma Representative
StatusNew → Qualified
RecordsRelationship activities, Operation receipts
Submit visit
Pharma Representative
StatusDraft → Submitted
Review visitApproval
Sample Reviewer
StatusSubmitted → Approved
RecordsReview decisions
Account to reviewed sample visit
  1. Start
    Qualify opportunityNew → Qualified
    Relationship activities
  2. Step
    Submit visitDraft → Submitted
    Pharma Representative
  3. Approval
    Review visitSubmitted → Approved
    Review decisions
  4. Step
    Close visit recordApproved → Completed
    Record attachments
Example screen with sample data

See each stage in detail

AI agent

Ask Proto for the next case

Use an assistant to prepare account, opportunity and sample visit work.

It can

  • Pharma Representative: Ask for open opportunities by owner, then inspect next steps and dated activities before an account visit.
  • Sales Manager: Ask which opportunities are in Proposal or Negotiation and which follow-ups are due.
  • Sample Reviewer: Ask for submitted visits with their practitioner, quantity, lot number and linked evidence.
  • Audit Reader: Ask for the decision history and attachment references for a particular visit.

Stays with a person

  • A person still decides whether a submitted visit is approved, rejected or returned and records the decision under their name.
  • Check the account and opportunity context before acting on a summary.
  • A product or evidence link needs a maintained source that your team can access.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Pharma Reps CRM
  • Product source
  • Evidence store
  • Identity source
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Accounts5
  • Contacts5
  • Opportunities7
  • Products5
  • Sample Visits6
  • Review & Evidence6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the operating context

    Create organizations, team members and access for the people doing account, pipeline and review work.

  2. Prepare accounts

    Add healthcare accounts and contacts, then confirm names, addresses and organization links.

  3. Work an opportunity

    Create a New deal with owner, account, value and close date; rehearse qualification and the receipt it writes.

  4. Record a visit

    Enter practitioner, date, purpose, sample quantity and lot number under the correct opportunity.

  5. Rehearse review

    Submit a visit, record a reviewer decision, update the visit status by hand and inspect the linked attachment and final status.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Pharma Reps CRM.

All questions
How do I get started?

Click Get started, then use Proto to configure CRM for Pharma Reps for your business. Start with one healthcare account, a named opportunity owner and one visit review case.

What belongs on an account?

Use the account for the healthcare organization or practice you work with. Keep its name, code, address, status and organization current, then attach contacts and opportunities to it.

How are practitioners recorded?

A contact can hold a person's name, title, role and contact details. A sample visit also records the practitioner involved in that field interaction.

What does qualification do?

The qualification action logs an activity, moves the opportunity to Qualified and writes an operation receipt linked to the opportunity.

How do representatives track follow-up?

Record calls, meetings, emails and tasks as relationship activities under an opportunity. Use a due date and owner for the work that needs attention.

Where do sample quantities and lot numbers go?

Enter them on the sample visit together with the practitioner, visit date and purpose. Keep the visit linked to its opportunity.

Who decides on a submitted visit?

A named reviewer examines the visit and supporting material, then records an Approve, Reject or Return decision with a date and reason. The reviewer updates the visit status separately for an approval or rejection.

Can supporting material be linked to a visit?

Yes. An attachment can point to a visit or opportunity and hold a title, kind, reference URL, date and notes.

How can a manager read the pipeline?

Use the opportunity stage, owner, expected value, expected close date and next step. Operations Overview also shows pipeline by lifecycle stage and overdue follow-up work.

What should we rehearse before the team uses it?

Run an account through opportunity qualification and a sample visit through submission and review. Confirm that each activity, receipt, decision and attachment points to the right parent record.

Set up Pharma Reps CRM your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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How to get started

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