CRM setup around the way your team already sells

Who this is for

You are a fit if enquiries currently live in a personal inbox, a notebook, and a spreadsheet that is out of date by Friday. A small sales team, a clinic front desk, a studio that books projects, and a founder who is still the whole sales team all qualify. You are not a fit if you want a custom database application with your own rules engine. That is closer to a web app. The CRM tools we set up are products you rent: HubSpot, GoHighLevel, or a similar tool you already pay for.

We will not choose a tool because it is fashionable. If you already pay for one and your staff can log in, we start there. Switching tools is a migration of contacts, and we only do it when the current tool cannot do the one job you named.

What is included

Pipeline stages named in your language. "New", "Talking", "Quoted", "Won", and "Not now" beat a twelve stage process nobody remembers. Fields are limited to what you will type: name, contact, service, source, and the next date. A form on the website creates a lead in that pipeline. A test lead is part of the launch, sent by you, so you see the notification with your own eyes.

The Automation and AI package on pricing is $520 and lists CRM setup, workflow automations, a website or WhatsApp chatbot, email follow up, and a reporting dashboard. You can buy the CRM slice without the chatbot. We quote the slice. We do not force the whole bundle when you asked for a pipeline.

Basic follow up can be a single reminder if a lead sits untouched. A full email programme is email marketing. We keep those scopes separate so a newsletter does not get buried inside a sales tool setup.

How setup runs

1. We write the stages and the fields on one page and you correct the words.
2. We connect the site form, or we replace a form that only sends mail if you want the CRM to be the source of truth.
3. You send a test enquiry. We confirm the lead, the owner, and the notification.
4. We import a contact list only if you provide a clean file and you have permission to contact those people.
5. We sit with the person who will use it, for a short training, and we leave a one page map of the stages.

Training is not a recording dumped in a folder. It is the person who answers the phone clicking the stages while we watch.

Problems we refuse to automate away

Dirty data. A spreadsheet of first names and no consent is not an import we will push live. You confirm you may contact the list. We do not buy leads and we do not pretend a purchased list is your audience.

Over-automation. A message that fires the minute someone downloads a PDF can annoy the person and can email the wrong stage. We start with one reminder. More sequences wait until the stages are used for a few weeks.

Nobody assigned. A pipeline with no owner is a graveyard. Every new lead needs a person. If that person is you, the notification goes to you, and the contact path on the site should match the address you actually read.

What this is not

It is not a guarantee of more sales. A CRM shows the work. It does not create demand. If the site never explains the offer, fix the page with conversion optimization or a clearer landing page. The guide on what to put on a site before launch is the content bar for the form that feeds the CRM.

We also do not report fake pipeline value. If you have not closed a deal in the tool yet, the dashboard says that.

After the first fortnight

Look at whether leads have owners, not at a vanity count. If every lead is still "new", the stages are wrong or nobody opened the tool. We would rather rename a stage than add another automation. Bring us that observation and we will adjust the map. A CRM that staff avoid is a failed setup even if the test lead looked perfect on day one.

Related services

Website forms are part of web design. Tracking the form as a conversion is analytics and tracking. Ask for a setup review with the tool you already use, or with no tool yet if you want a recommendation in writing.