Business Automation
CRM setup and workflow automation
One organized pipeline for leads, customers, and tasks, connected to the tools you already use.
Customers, leads, and tasks live in too many places.
An organised pipeline with clear handoffs, connected to the systems you already use where appropriate.
To be confirmed
We work with your existing tools where it makes sense rather than replacing everything.
Overview
How it works
When leads sit in an inbox, customers live in a spreadsheet, and tasks are on sticky notes, things get missed. Nobody is quite sure who called back, which quote went out, or what happens next. CRM setup and workflow automation gives you one place to see every lead and job, with clear handoffs between the people who handle them.
We start with what you already use. If your CRM, email, calendar, or accounting tool is doing its job, we connect to it rather than replace it. Where something is missing, we'll suggest a practical option and explain why. This is a discovery inquiry service: we scope it with you on request, and scope and price are confirmed in writing after a short scoping conversation.
What it looks like
A typical walkthrough
Here's an illustrative example of a day with a connected pipeline, for a landscaping company. Your stages, tools, and team will be different.
A new inquiry arrives
Someone fills in the website form asking about a backyard redesign. A lead record is created automatically with their name, contact details, and what they asked for, so nobody retypes it.
The right person is alerted
The owner gets an email alert with the full details and a link to the record. The lead is placed in a "New" stage and assigned to whoever handles estimates.
The estimate goes out
Once the estimate is sent, the lead moves to "Quoted". If you've chosen to add follow-up, owner-approved reminders can start from here.
The job is won
Marking the deal as won can create a draft invoice in your accounting tool and a job entry for scheduling. A person still reviews the draft before anything is sent to the customer.
Nothing falls through
At the end of the week, a short list shows leads with no activity in a while, so you can decide what to chase and what to close.
What it does
What it does
Pipeline setup
Clear stages for your leads and jobs, named the way your business actually talks about them.
Lead capture into one place
Website forms, email inquiries, and other sources feed into the same pipeline instead of separate inboxes.
Assignments and handoffs
Leads and tasks are routed to the right person, with alerts when something new lands on their plate.
Connections between tools
Your CRM, email, calendar, and accounting tool share details where their integrations allow, so data is entered once.
Automatic tasks and reminders
Moving a lead to a new stage can create the next task, so the follow-through doesn't depend on memory.
Data cleanup and import
We help bring in existing contacts and leads from spreadsheets or old systems, and flag duplicates for you to review.
What it can do for you
Why it can help
See everything in one place
You can open one view and see who's new, who's waiting on a quote, and what's stuck.
Less retyping
Details captured once can flow to the next tool, which cuts down on copy-and-paste errors.
Clearer handoffs
Everyone knows who owns each lead and what the next step is, even when you're out on a job.
Fewer missed follow-ups
Tasks and reminders are created by the workflow, so it's harder for a lead to go quiet without anyone noticing.
Who it's for
Is this a good fit?
- Owners whose leads and customer details are spread across inboxes, spreadsheets, and notebooks
- Small teams where handoffs between office and field staff often get lost
- Businesses that already pay for a CRM but aren't really using it
- Owners who want their existing tools connected rather than replaced
- Probably not the right fit if you need a large enterprise system rollout across many departments, or you'd rather not change how leads are handled at all
How we work
From first conversation to a working setup
Discovery call
We talk through how leads and jobs move through your business today, and which tools you already use and pay for.
Scoping and written proposal
We map your stages and handoffs, list what will connect to what, and confirm scope and price in writing before any work starts.
Setup and connections
We set up the pipeline, connect your tools where their integrations allow, and import your existing data.
Testing with you
We run test leads through every stage with you and your team, and adjust names, routing, and alerts until they fit.
Handover and changes
You get a short guide and a walkthrough. Further changes or ongoing help are agreed separately in writing.
Scope
What's included, and what isn't
Typical scope. Exactly what's included is confirmed in writing for each project.
Typically included
- Pipeline with stages that match how you work
- Lead capture from your website form and other agreed sources
- Assignment rules, alerts, and stage-based tasks
- Connections between your CRM and a small number of agreed tools
- Import of existing contacts with duplicates flagged for review
- Short written guide and a team walkthrough
- Exact scope is confirmed in writing after a scoping conversation
Not included
- Subscription costs for your CRM or other software, which are billed by those providers
- Replacing tools that already work well for you, unless you ask us to
- Connections a tool's own integrations or API don't support
- Sending marketing to contacts who haven't opted in
- Ongoing administration of your systems, unless agreed separately in writing
What you'll provide
- A walkthrough of how inquiries, quotes, and jobs move through your business today
- Admin access, or a team member who can grant access, to the tools we'll connect
- Existing contact and lead lists you'd like brought in
- Decisions on stage names, who owns what, and who gets alerts
- Time to test the setup with us before it goes live
Safeguards
Controls built in
- We work in your own accounts, so you keep ownership of your data and access
- Imports are checked before going live, and duplicates are flagged for you rather than deleted automatically
- Automations that send anything to customers use wording you approve first
- Access is limited to what the setup needs, and you can revoke it at any time
- Changes are tested with sample records before they touch live customer data
FAQ
Questions owners ask
Do I have to switch to a new CRM?
Not necessarily. If your current CRM or spreadsheet setup can do the job, we'll work with it. If it can't, we'll explain the trade-offs of a few options and you decide.
Can you connect my accounting or scheduling software?
Often, yes, as long as the tool offers an integration or API that allows it. We check this during scoping and tell you plainly what's possible before you commit.
What happens to my existing customer list?
We help import it and flag possible duplicates for you to review. Having a list doesn't mean every contact can be messaged, so we'll keep consent in mind if outreach comes later.
How much does it cost and how long does it take?
It depends on how many tools and stages are involved. Scope and price are confirmed in writing after a short scoping conversation, before any work starts.
Who owns the setup when you're done?
You do. Everything is built in your accounts, and you get a guide explaining how it works.
Related
Often paired with
Lead and estimate follow-up
Timely, owner-approved follow-up for inquiries and estimates, built around consent and opt-out.
Read more Discovery inquiryReporting and dashboards
Leads, sales, operations, or marketing in one clear view, so you can see what needs attention.
Read more Discovery inquiryDocument and administrative workflows
Less retyping, sorting, and document prep, with a person still checking the outputs that matter.
Read moreTalk to us about crm setup and workflow automation
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.