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
Example workflows
Three workflows we build regularly in this service. Names and numbers are illustrative of typical outcomes; measured results are published only in case studies.
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.
Typical result: 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.
Typical result: 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.
Typical result: a forecast people believe.
Capabilities
- 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
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
We map your pipeline stages, who owns each one and where deals stall, and show which follow-ups and hand-offs the CRM should do itself.
Scoped in writing after the audit. One price, one outcome, no hourly surprises. Half on start, half on launch.
Monitoring, fixes when an app changes its API, and a monthly improvement sprint. 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?
Every engagement starts with a free audit. You then get a fixed-scope proposal with one price and a delivery date. Ongoing monitoring and improvements are a monthly retainer you can cancel any month.
How quickly can something be live?
A first workflow is usually live within one to three weeks of sign-off. Larger builds are staged so something useful ships early and the rest follows in sprints.
What happens when a workflow fails?
Every build ships with retries, a run log and alerts. If an app changes its API, the retainer covers the fix; without a retainer 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.