Most businesses we talk to don't have a lead problem. They have a follow-up problem. It sounds like this:
- "Leads come in from calls, texts, Facebook, the website and word of mouth. I can't keep track."
- "I send a quote and then forget to follow up. Two weeks later they've hired someone else."
- "I'm on a roof or with a patient all day. I miss half my calls."
- "We bought a CRM. Nobody uses it."
Every one of those is money you already spent on marketing walking out the door. We wrote about it in you get leads, you don't get customers.
What good looks like
Every enquiry, from any channel, lands in one place. Each one has an owner and a next step with a date. A missed call gets a friendly text back within a minute. A sent quote gets a follow-up without anyone remembering to do it. A finished job triggers a review request. And you can open one screen on Monday morning and see what's in the pipeline and what's stuck.
It doesn't have to be complicated. The best systems we build use your words for the stages ("site visit booked," "quote sent," "deposit paid") and only ask your team to do what they'd do anyway.
How we set it up
1. Map how you actually sell. A short call where we draw your sale from first contact to paid invoice. Where do leads come from? Who calls them back? Where do they fall through the cracks?
2. Choose the right tool. Sometimes that's a full CRM, sometimes something lighter. Not sure you need one at all? Read do you actually need a CRM. We pick based on your team's size and habits, not on what's trendy.
3. Connect every lead source. Website forms, phone line, Facebook and Instagram messages, Google Business Profile, booking links. Everything flows into the same pipeline automatically.
4. Missed-call text-back. When you can't pick up, the caller gets a text that says you saw the call and asks what they need. Our missed-call calculator shows what unanswered calls are likely costing you today.
5. Quote follow-up that doesn't sound desperate. A short sequence of helpful check-ins after a quote goes out, which stops the moment they reply. Our prompt for following up on quotes shows the tone we use.
6. Review requests. After a job is marked done, the customer gets a simple message with a link to your Google review page. More on doing it the right way in how to get Google reviews.
7. A sales process people follow. A discovery call script, a proposal template and clear rules for who does what. Then we train the team and check in after a few weeks to fix anything that's being skipped.
Canadian rules, handled
Texts and emails that promote your business fall under CASL. Someone who enquires gives you implied consent for six months; a paying customer, for two years. Every message needs your business name and a working way to opt out. We build those rules into the automations so you don't have to think about them. Customer data is handled in line with PIPEDA, and if you have customers in Gatineau or elsewhere in Quebec, we account for Law 25's consent and privacy requirements.
Why one team makes the CRM stick
A CRM fails when it sits off to the side. Ours connects to everything around it, because we built or manage those things too:
- The website forms that feed it are ours, so nothing breaks when the site is updated.
- It syncs with the Microsoft 365 or Google Workspace calendars and mailboxes we set up and secure.
- A won deal can flow into your accounting set-up as a customer and invoice.
- When someone leaves, we remove their CRM access along with their email, laptop and every other account in one go, so your customer list doesn't walk out with them.
We built the website, checkout, CRM and automation for Thabet Platform, and the website, ads and CRM for JDS Earthworks.
Three ways to start
1. Free tools first. Run the missed-call calculator, then use our missed-call text-back script and discovery call script to tighten things up this week.
2. Done with you. We design the pipeline and automations, set up the first version with you, and train your team. You run it.
3. Done for you. We build the whole system, move your existing contacts in, connect every lead source, and watch the numbers with you every week.