CRM SETUP & FOLLOW-UP
CRM setup and follow-up workflows that stop leads slipping away.
Every inquiry gets an owner and a next step.
I configure your CRM around your real buyer journey — stages, fields, routing, follow-up sequences, and shared reports — then document and hand over a process your team can run.
Is this the right support?
Does your CRM reflect how you actually sell?
You have inquiries but no shared system: follow-up depends on memory and the pipeline is guesswork.
Leads live in spreadsheets, inboxes, and chat threads.
Nobody knows the full pipeline and follow-up depends on individual memory.
I inventory every place inquiries land and trace what happens to each one.
The CRM exists but nobody trusts or uses it.
Data is stale, reports mislead, and the team works around the system.
I compare the CRM setup with real sales behavior to find where the system fights the workflow.
Follow-up timing depends on who picks up the lead.
Hot inquiries cool down while nobody is clearly responsible.
I review response times and stage ownership to design routing and escalation rules.
WHAT WE'LL WORK ON
Four work areas, each connected to your situation
Stages and fields setup
A CRM that mirrors nobody's process gets ignored.
Define lifecycle stages, entry criteria, and the minimum fields each stage needs.
Output: A configured pipeline your team recognizes as their own.
Decision: How simple the system stays while remaining useful.
Routing and ownership
Unassigned leads wait; doubly-assigned leads get contacted twice.
Build routing rules by source, territory, or value, with clear owners per stage.
Output: Assignment rules with notifications and an exception queue.
Decision: What happens to leads that fit no rule.
Follow-up sequences and automation
Manual follow-up collapses under volume or absence.
Design timed sequences per stage with escalation, and automate where the team benefits.
Output: Live sequences with timing, templates, and escalation paths.
Decision: What stays human and what becomes automated.
Reports and handover documentation
A setup nobody understands decays within weeks.
Create pipeline and follow-up reports plus plain-language process documentation.
Output: A shared dashboard and a handover pack your team can run.
Decision: Which numbers each role reviews, and how often.
Illustrative example
A typical three-phase setup plan. Each phase has a clear deliverable, and later phases depend on earlier foundations being live.
| Issue | Action | Owner | Dependency | Review |
|---|---|---|---|---|
| No shared lifecycle model | Define stages, entry criteria, and fields with both teams | Consultant + marketing + sales | None — everything else builds on the model | Both teams agree the pipeline matches reality |
| Leads arrive with no routing | Configure assignment rules, notifications, and an exception queue | Consultant | Depends on the agreed lifecycle model | Test journeys route correctly within the agreed window |
| Follow-up timing is ad hoc | Build stage sequences with timing and escalation | Consultant + sales | Needs live routing so sequences trigger on real assignments | Response times and stage conversion reviewed after two weeks |
The lifecycle model comes first: routing and automation built on disputed stages encode disagreement into software.
PROJECT EVIDENCE
Agency Growth CRM
Starting situation: Leads were scattered across spreadsheets and tools, slowing follow-up and hiding pipeline quality.
Documented work: Defined lead stages and qualification rules, configured routing and follow-up automation, and built pipeline views the team reviews.
Relevance: This project covers stages, routing, follow-up automation, and pipeline views — exactly what a CRM setup delivers.
Explore the project ↗PARTNERSHIP PROCESS
How we work together
1. Map reality
We trace real inquiries from arrival to outcome and inventory every tool involved.
A journey map and system inventory.
2. Agree the model
Together we define stages, ownership, and follow-up rules both teams accept.
A signed-off lifecycle and routing design.
3. Configure and test
I build the setup and your team runs test journeys through every stage.
A working CRM with verified routing and sequences.
4. Hand over
Documentation, a walkthrough, and an agreed ownership handover.
A handover pack and a team that can run the system.
SCOPE AND INVESTMENT
What shapes the quote
What shapes the quote
- Number of lifecycle stages
- CRM choice and integrations
- Migration and automation scope
Your part
- CRM access or a system decision
- Sample lead journeys
- An owner from marketing and sales
Scope boundaries
The setup ends with handover. Administration, optimization, and further automation can continue as a separate arrangement.
A short assessment first is sensible when you cannot say where leads are lost. It scopes the setup precisely.
The setup itself is a focused project: defined deliverables, milestones, and handover.
Advertising spend, specialist production, and third-party tools are scoped separately.
FAQ
Which CRM do you work with?+
Most often HubSpot and Salesforce; lighter tools like Pipedrive or Attio where they fit a smaller team. We pick the system after agreeing the process, not before.
Should we keep our current CRM?+
Usually we evaluate it first. Migration is only proposed when the current system cannot support the agreed process.
Will you migrate our historical data?+
Only when explicitly scoped. We assess data quality and field mapping before agreeing migration work.
How long does a setup take?+
It depends on lifecycle stages, integrations, and migration needs. We agree milestones and review points before starting.
How does handover work?+
Your team tests real lead journeys with me, receives documentation, and takes ownership at an agreed handover point.
Who administers the CRM afterwards?+
Your team, with documentation. Ongoing administration and optimization can be a separate arrangement.
Let's explore whether I'm the right fit.
Discuss your leads, your tools, and what a working setup would change.