CRM brief

About leads and where they come from

• Through which channels do enquiries arrive: website forms, phone, email, WhatsApp, Instagram, a chatbot, walk-ins?
• Roughly how many new enquiries do you get a week or a month?
• What information do you need from each lead before you can quote?
• How quickly do you reply today, and what happens to enquiries that come in after hours?

About your sales process

• What are the steps from first contact to a paid job or signed contract?
• Where do deals usually get stuck or lost?
• Do you send quotes, contracts or invoices, and with which tools?
• Do you need reminders, follow-up emails or text messages sent automatically? If so, consent under CASL needs to be part of the plan.

About your team and tools

• How many people will use the CRM, and with what roles?
• Which tools must it connect to: website forms, calendar, accounting, email, telephony, ad platforms?
• Do you have existing data to import, such as a customer list or an old CRM export?
• Which reports would you like to see every week: new leads, conversion by source, revenue, team activity?

Choosing between ready-made and custom

From your answers I'll suggest one of two routes. A ready-made CRM setup on HubSpot, Pipedrive or Zoho costs $3,400 and suits standard sales processes. A custom CRM costs $7,100, takes about 15 days and is built around your exact process, with the code and data in your name. If you also want a chatbot to collect and qualify leads, the Leads under control package combines CRM setup and a chatbot for $5,900. Prices are final, in Canadian dollars, paid in stages, and training is included. For an overview of options, see CRM for small business.