Turn More Leads Into Signed Contracts—Automatically
Most contractors lose 30% of their leads to disorganization—forgotten follow-ups, misplaced estimates, unclear pipeline visibility. We build CRM systems and automations that keep your sales process moving without adding admin work.
→ Best For
- Contractors juggling leads in spreadsheets, emails, and sticky notes
- Teams that forget to follow up on estimates
- Businesses that want to track win rates and sales velocity
- Companies scaling sales and hiring estimators
- Leaders who need visibility into the pipeline without micromanaging
! Common Challenges
- Leads fall through the cracks between inquiry and estimate
- No clear process for follow-up after sending a proposal
- Sales pipeline is invisible—you have no idea what's coming
- Estimators waste time on manual proposal formatting
- No way to track which marketing sources produce the best jobs
Expected Outcomes
What you can measure after engagement
Automated follow-ups and clear pipeline stages mean fewer lost opportunities.
Automatic lead routing and reminders ensure no inquiry sits unanswered for a week.
See exactly where every lead is, what stage they are in, and when to expect signed contracts.
How It Works
Sales Process Mapping
Document current sales process—how leads come in, who qualifies them, how estimates are created, and what happens after proposal. Identify bottlenecks and gaps in follow-up.
Clear documentation of your sales workflow, bottleneck analysis, recommended improvements (1 week)
CRM Setup & Customization
Set up CRM (HubSpot, Pipedrive, or custom Airtable) with pipeline stages, contact fields, deal tracking. Configure automated lead routing, follow-up reminders, and proposal templates.
Fully configured CRM tailored to your workflow, training on basic features, proposal templates ready to use (2-3 weeks)
Automation & Integration Build
Connect CRM to website, email, and accounting system. Leads from website flow to CRM. Signed contracts trigger job creation in QuickBooks. Follow-up emails go out automatically.
Seamless data flow between systems, automatic lead capture, zero manual data entry (2-4 weeks)
Training & Rollout
Train team on moving leads through pipeline, sending proposals, logging activities, and tracking wins. Provide documentation, quick-start guides, and ongoing support.
Confident team using the system daily, clear documentation, ongoing support for questions (1-2 weeks)
What You Get
Actionable artifacts you can use immediately
Typical Engagement
What's Included
- CRM configuration and customization
- Automated lead routing and assignment
- Follow-up email sequences
- Proposal templates with e-signature
- Website-to-CRM lead capture forms
- CRM-to-QuickBooks integration
- Sales dashboard and reporting
- Team training and documentation
What's Not Included
- CRM software subscription fees (HubSpot, Pipedrive, etc.)
- Website redesign or major website changes
- Email marketing campaigns or content creation
- Sales coaching or sales training
- Custom mobile app development
They were getting 40+ leads/month but only closing 12%. Estimates sat in the owner's email for weeks. No one followed up after sending a proposal. The owner had no idea which marketing channels were working. We set up a HubSpot CRM with automated lead routing (office manager qualifies, estimators get notified). Built a 3-email follow-up sequence after every proposal. Connected website forms to CRM and CRM to QuickBooks. Created a weekly pipeline dashboard.
Frequently Asked Questions
Which CRM do you recommend?
Depends on your size and budget. HubSpot is great for growing teams (free plan available). Pipedrive is simple and affordable. For very small teams, we sometimes build custom Airtable bases. We'll recommend the best fit based on your workflow and budget.
Can you integrate with our existing website?
Yes. We can add lead capture forms to any website (WordPress, Wix, custom builds, etc.) and connect them to your CRM. If your website needs work, we also offer website design—see our Website Design & Development service.
What if we don't have a sales process yet?
No problem. Part of our discovery phase is mapping out a sales process that makes sense for your business. We'll help you define stages, qualification criteria, and follow-up cadences. You don't need to figure it out before we start.
How do automated follow-ups work?
After you send an estimate, the CRM waits 3 days and automatically sends a friendly check-in email. If no response, it sends another at 7 days and 14 days. You can customize the timing and messaging. It feels personal, not robotic.
Can we track which marketing sources are working?
Yes. We set up lead source tracking so every inquiry is tagged with where it came from (Google Ads, referral, trade show, etc.). Your sales dashboard shows win rates and average deal size by source—so you know where to invest.
What happens after the initial setup?
Most clients keep us on monthly support for ongoing CRM admin, automation tweaks, and reporting. As your business grows, we'll add new automations, refine pipeline stages, and train new team members. You can cancel anytime.
Often Paired With
Website Design & Development
Capture more leads with high-converting website forms and landing pages
Custom Software & Integrations
Connect your CRM to accounting, field management, and other systems
Holistic Consulting & Advisory
Build sales dashboards and KPIs to track pipeline performance