What it solves
A CRM only helps when it is kept current, and it is only kept current when the system does most of the updating. We set up pipelines with clear stages and owners, automate the follow-ups and hand-offs between them, and give management a dashboard that reflects reality.
Typical problems
- Leads that go cold because nobody followed up
- Deals stuck in a stage with no owner
- Onboarding that starts with a forgotten email
- Reports nobody trusts
- Three tools that each think they are the CRM
What changes
The CRM stays current because the system does most of the updating. Leads arrive qualified, follow-ups happen on time, hand-offs from sales to delivery create the folders, tasks and kickoff automatically, and management sees a dashboard that matches reality. HubSpot first; Pipedrive and GoHighLevel where they fit.
Example workflows
Workflows we build regularly in this service. The “what changes” lines describe the process after the build, not measured results; measured results are published only in case studies, with permission.
Speed to lead
New leads wait in an inbox until someone calls, often the next day.
Leads are scored, assigned and called or messaged within minutes; if there is no reply, a sequence continues automatically.
What changes: response time measured in minutes, more deals qualified.
Won deal to onboarding
The sales rep emails operations; onboarding starts when someone reads it.
‘Won’ triggers the onboarding checklist, the welcome email, the invoice and the kickoff booking — with an owner and a due date for each task.
What changes: every client onboarded the same way.
Pipeline hygiene
Stale deals sit in the pipeline for months, inflating the forecast.
Stage timers nudge owners, escalate after a threshold and archive dead deals; the dashboard shows real numbers.
What changes: a forecast people believe.
What gets automated
- CRM setup, migration and sync (HubSpot, Pipedrive, GoHighLevel, Zoho)
- Pipeline design with stage timers and owners
- Approval and hand-off workflows
- Automated follow-ups, reminders and tasks
- Client onboarding sequences
- Operations dashboards
Systems we work in
Tools describe the systems we connect; they do not imply partnership or certification.
- HubSpot
- Pipedrive
- GoHighLevel
- Zoho
- Airtable
- PandaDoc
- Stripe
- Slack
- n8n
Human checkpoints and security
The rules that keep this service safe to run in a regulated firm. They are written into the scope, enforced in the build and described in more detail on the security and data page.
- Nothing is sent to a client and no proposal price is set without a person’s approval
- Deal-stage changes that trigger billing or contracts require a named owner
- Duplicate detection before records are created
- Every automation per stage is documented with its owner
What every build includes
The difference between an automation that works in a demo and one that still works in a year.
- Automatic retries when a connected app is briefly unavailable, so nothing is silently lost
- A run log for every execution — what came in, what was decided, what went out
- Failure alerts to Slack or email after repeated errors, with a pause switch you control
- Idempotent steps: running twice never creates duplicates
- Written handover: a one-page map of the workflow, its owners and how to change it
- Built in your own accounts — you keep every credential, licence and asset
How the work is delivered
Map
Current process documented with the people who run it.
Scope
Written proposal, diagram, deliverables, fixed price.
Build
Short stages in your accounts, demo at the end of each.
Launch
Monitoring, alerts and documentation before go-live.
Pricing and engagement
Written inventory, risk register and priced options in 5–8 working days. Fee credited against an option accepted within 30 days.
Pipeline design, integration with your intake and delivery tools, automated follow-ups and hand-offs, dashboards; three to six weeks. Fixed in writing before work starts; nothing outside scope without your written approval. Half on start, half on go-live.
Monitoring, fixes when an app changes its API, credential hygiene and a monthly health report. Cancel any month.
Deliverables
- Configured CRM with documented stages
- Automation map per stage
- Dashboard for the weekly review
- Team training session (recorded)
Questions
Which CRM should we use?
The one your team will actually update. HubSpot and Pipedrive suit most small and mid-sized teams; GoHighLevel fits agencies; Zoho or Salesforce when you need deeper customisation. We advise after the audit.
Can you migrate from spreadsheets or another CRM?
Yes — cleaned, deduplicated and mapped, with a test import before the real one.
Will automation annoy our customers?
Not if it is designed well: sequences stop the moment a person replies, and every automated message reads as if a person sent it.
Can you connect the CRM to our website and forms?
Yes — that is usually the first thing we do, so every enquiry lands in the pipeline with its source recorded.
How does pricing work?
Most engagements start with a fixed-price Automation Reliability Review (from $900). You then get priced options in writing with one price and a delivery date each. Ongoing monitoring and improvements are a monthly retainer you can cancel any month. All prices are in USD.
How quickly can something be live?
A first workflow is usually live within two to three weeks of sign-off. Larger builds are staged so something useful ships early and the rest follows.
What happens when a workflow fails?
Every build ships with retries, a run log and alerts. Anything that does not run as scoped in the first 30 days is fixed at no charge; after that Automation Care covers fixes, or we quote a small fix and turn it around quickly.
Who owns the automations afterwards?
You do. Everything is built in your accounts and documented, and your team is walked through it at handover. You can maintain it yourself or keep us on retainer.