Systems · CRM setup
Every lead and customer in one list
Every enquiry lands in one place, whoever takes it. Today leads come in by website form, phone, email and WhatsApp, and each salesperson keeps their own list.
We set up a CRM around how you actually sell, connect it to where leads arrive and to your ERP, and train your sales staff to use it.
Four questions we ask first
A CRM gets used when it follows the way you sell. Your answers to these shape the set-up.
Where do leads come from?
Website forms, WhatsApp, walk-ins, referrals or events. We tag each lead with where it came from, and you see which sources bring paying customers.
What are the real stages of a sale?
Your sales stages, in your words. For a builder that might be enquiry, site visit, quote, approval and deposit. The CRM uses the same steps.
Who owns a lead, and when does it move?
We set who gets each new lead, when the CRM reminds them to follow up, and what happens when a lead goes quiet for a week.
What must reach finance?
When you win a deal, the customer, quote and order go to your ERP or accounting system. Nobody types them in twice.
Zoho, HubSpot, ERPNext or a custom CRM
After the call we recommend one, and tell you what each would cost to run.
Zoho CRM
A subscription CRM, priced per user. It is quick to set up and works with Zoho Books, Zoho Desk and the rest of Zoho. It suits businesses where sales drive everything. We are an Authorised Zoho Partner, and we say so when we recommend it.
HubSpot CRM
A popular CRM with a free plan to start and paid plans per user as you grow. It suits teams that want sales follow-ups and marketing emails in one place. We set it up and connect it to your website forms and WhatsApp.
ERPNext CRM
If you run ERPNext, or plan to, its built-in CRM keeps leads, quotes and invoices in one system. There is no extra licence per user.
Custom CRM
We build one when your sales process won't fit a ready-made product, or your data must stay on your own servers. It costs more to build, and you own the code. We price it as a project.
What a CRM setup includes
Included
- Pipeline stages, fields and user roles designed with your sales lead
- Website forms sending leads straight into the CRM, tagged by source
- WhatsApp Business conversations linked to the lead record where the platform allows it
- Connection to your ERP or accounting system for won deals, customers and quotes
- Clean import of your existing contacts and open deals from spreadsheets or an old CRM
- Role-by-role training and a one-page guide for each role
- Personal data handled with NDPA 2023 in mind: who can see what, and how long it is kept
Not included
- Software licences from Zoho or others, which the vendor bills to your account
- Running newsletters and email journeys for you, which our Grow team does (below)
- Buying contact lists
You get a fixed price before we start, after a free 30-minute call.
Related work and services
Our Systems team builds and connects the CRM. Our Grow team runs the newsletters and journeys that use it.
- Training academy admissions CRM on ERPNext
Prospects were migrated in as CRM leads, and enrolment now happens automatically when a payment clears.
- Need more than a CRM?
A 60-second check: where to start with ERP, ERPNext or Zoho, and the first modules to go live.
- Newsletters and email journeys
Our Grow team runs welcome, follow-up and win-back emails through the CRM we set up.
- WhatsApp AI assistant
An assistant that answers common questions on WhatsApp and passes qualified leads into the CRM.
CRM questions
We already pay for a CRM nobody uses. Can you fix it?
Often, yes. Most unused CRMs have stages and fields that don't match how the business sells. We review yours, cut it down and connect it to where leads arrive. Then we retrain your sales staff. We only suggest a new product if that fails.
Can WhatsApp messages go into the CRM?
Yes, with the WhatsApp Business API. We link each conversation to the lead. Chats on a personal WhatsApp, or the basic Business app on a phone, can't be connected reliably. Where it is worth it, we help you move to the API.
How long does a CRM setup take?
A few weeks from sign-off for one sales team. More connections, or messy contact data, add time. We give you the timeline before you sign.
Do you run our email marketing as well?
Our Grow team can. Systems builds and connects the CRM, and Grow plans and sends the newsletters and journeys through it. You can use one or both.
Show us how you sell today
Book a free 30-minute call and bring the spreadsheet or app you use now. You'll get our recommendation and a price.
Monday to Friday, 9am to 6pm. We reply within one business day.