83.1 Troubleshooting AIUNIFY CRM

This final chapter provides user-level troubleshooting guidance for normal AIUNIFY CRM operations.

The goal is to identify whether a problem involves access, the selected record, required information, record state, data quality, or an enabled tenant feature before changing business data unnecessarily.

83.2 Start with the Exact Record and Exact Message

When an operation does not work as expected, first confirm:

• The CRM area you are using.
• The exact Customer, Lead, transaction, Project, Task, Ticket, document, asset, employee, or Conversation involved.
• The visible status of the record.
• The exact warning or error shown by the CRM.
• Whether the problem occurs on one record or many records.

Do not begin by deleting or recreating the record.

83.3 A Menu or Action Is Missing

AIUNIFY CRM uses permission-controlled navigation and actions throughout the staff workspace.

If another user can see a menu, button, report, or action that you cannot, your access may differ.

Use the functions presented to your account and follow your organization's normal access-request process when your assigned work genuinely requires additional access.

83.4 Access Denied

An Access Denied message normally means the current user did not satisfy the permission check for that function.

Do not repeatedly try altered URLs or another person's login credentials. Continue with your authorized workflow or request the required business access through the proper process.

83.5 Search Before Creating Another Record

Many CRM problems begin with duplicate Customers, Contacts, Leads, Proposals, Estimates, Invoices, Projects, Tasks, Tickets, or other records.

Before recreating something that seems missing:

1. Search by name.
2. Search by email or identifying number when available.
3. Review related Customer or Lead records.
4. Review filters and status views.
5. Check whether the record was converted or moved into another lifecycle state.

83.6 Wrong Customer or Relationship

If a record appears under the wrong Customer, Lead, Project, or other relationship, inspect the actual record before creating a replacement.

Correct a relationship only through the available permitted edit workflow and only after confirming which record is correct.

83.7 Import Problems

For Customer, Lead, Item, Expense, or other supported imports:

• Confirm the expected file format.
• Review required fields.
• Use simulation when the importer provides it.
• Correct the source file rather than repeatedly importing the same bad data.
• Check for duplicates before the final import.
• Verify representative records afterward.

83.8 Financial Record Problems

If an Invoice balance, Payment, Credit Note, Expense, or Project billing result appears wrong, inspect the underlying financial records before editing totals.

Check:

• Customer.
• Transaction date.
• Items.
• Payments already recorded.
• Credits already applied.
• Refunds.
• Billable Expenses.
• Project time already billed.

Do not create offsetting records simply to make a displayed total appear correct.

83.9 A Task Timer Will Not Start

A Task Timer may be unavailable because the user is not assigned to the Task or because the Task's billable time has already entered a billing state that prevents additional ordinary Timer activity.

Review Task assignment and billing history before attempting another time entry.

83.10 Project Invoice Problems

If Project invoicing cannot proceed, review:

• Project billing type.
• Billable Tasks.
• Logged time.
• Active Timers.
• Future Task Start Dates.
• Tasks already billed.
• Billable Expenses already invoiced.

83.11 Document Is Locked

If a document is locked, another permitted editing workflow may currently control changes to that file.

Do not create an unnecessary competing copy simply to bypass the lock. Coordinate the edit and use the normal Unlock workflow when the active editing session is complete.

83.12 Wrong Document Version

Use Document version history to compare earlier files.

Restore an earlier version only after confirming that it is the version that should become current.

83.13 SMS Does Not Send

If an SMS cannot be sent:

1. Confirm the recipient.
2. Review the source Customer, Contact, or Lead telephone information.
3. Confirm that a usable phone number exists.
4. Review the message.
5. Check whether the message is immediate or scheduled.
6. Retry only after correcting the underlying issue.

83.14 Scheduled SMS Did Not Appear to Run

Review the scheduled record, intended date/time, recipient filter, and Executed state.

Also verify that the intended recipients had usable telephone information when the message was due to be processed.

83.15 TrackChat Message Problems

If a TrackChat message fails:

• Confirm the Conversation.
• Confirm the Contact.
• Review recent message history.
• Review the communication source.
• Check required message or template information.
• Review source-specific messaging restrictions.
• Open the full Inbox if the compact Quick-Chat view does not provide enough context.

83.16 Quick-Chat Could Not Load or Send

Refresh the widget, confirm your CRM session is still active, and open the full TrackChat Inbox.

Do not repeatedly submit the same message because repeated attempts can create duplicate customer communication when the original request actually completed but the interface did not refresh immediately.

83.17 Reports Do Not Match Expectations

CRM reports summarize source records.

When a report appears wrong:

1. Confirm the reporting period.
2. Confirm filters.
3. Confirm your record-access scope.
4. Open representative source records.
5. Verify that expected transactions or activity were actually entered.
6. Correct the source only when the source record is genuinely wrong.
7. Run the report again.

83.18 Asset Record Does Not Match the Physical Asset

Confirm the Asset ID, Serial Number, Location, Status, and current custody before changing the CRM record.

Use Check-In, Check-Out, Transfer, Audit, Notes, or Attachments according to the actual event rather than editing unrelated fields to make the record appear consistent.

83.19 Payroll Result Looks Wrong

Before changing a Payslip, verify:

• The employee.
• The payroll period.
• Attendance.
• Commission.
• Deductions.
• Bonus/KPI.
• Insurance.
• Other underlying payroll information available to your permissions.

Correct the underlying operational record when it is the source of the discrepancy.

83.20 Protect Sensitive Information

AIUNIFY CRM can contain customer, financial, employee, payroll, document, communication, and credential-related information.

Use the appropriate CRM record and protected functions rather than copying sensitive information into unrelated Notes, Tasks, messages, or downloadable files.

83.21 Review Before Destructive Actions

Before deleting or bulk-changing records:

• Confirm the selected records.
• Review related transactions or history.
• Check whether the information must be retained.
• Verify whether a correction, status change, or archive-style workflow is more appropriate than deletion.

83.22 Verify After Important Changes

After an important CRM action, reopen or refresh the record and verify the result.

This is especially important after:

• Bulk updates.
• Imports.
• Lead conversion.
• Proposal or Estimate conversion.
• Payments and credits.
• Project invoicing.
• Document sharing or restore.
• Asset custody changes.
• Payroll actions.
• Customer communication.

83.23 Preserve the Connected CRM History

AIUNIFY CRM is most useful when related business activity remains connected to the correct record.

Continue existing Customer relationships, Leads, transactions, Projects, Tasks, Tickets, documents, and Conversations rather than creating unnecessary replacement records whenever the existing record accurately represents the business event.

83.24 User Operations Principle

Use the CRM to perform the work, preserve the history, verify the result, and operate only within the functions provided to your authorized account.

83.25 Final Best-Practice Checklist

• Search before creating.
• Confirm the correct Customer or related record.
• Keep statuses current.
• Verify recipients before sending communication.
• Review financial records before changing balances.
• Stop Timers accurately.
• Preserve document versions.
• Verify assets physically when appropriate.
• Confirm payroll periods.
• Review reports against source records.
• Protect sensitive information.
• Verify important changes after saving.