Keep every lead, customer and job moving in one clear system.
We build custom staff software for enquiries, contacts, quotes, follow-ups, jobs and team activity, so nothing is lost between the first enquiry and completed work.
Typical first version
8-14 weeks
Access
Secure staff accounts
Ownership
100% yours
Timelines are indicative.
Give staff clear answers without checking several files and inboxes.
Which enquiries need a response?
Who owns the next follow-up?
Which quotes are waiting for a decision?
Which customer records are duplicated?
What work has been promised?
Which jobs are late or unassigned?
Lead and enquiry tracking
See every new enquiry, who is responding and when the next contact is due.
Customer, contact and site records
Keep organisations, people, addresses and service locations connected without duplicate lists.
Quotes and sales opportunities
Record values, expected decisions and whether each quote was accepted, declined or needs chasing.
Jobs, appointments and delivery
Turn accepted work into a job, assign the right team and show its current status.
Tasks, reminders and follow-up
Give each action an owner and date so calls, visits and promises do not disappear into inboxes.
Customer history and activity
Keep calls, emails, notes, documents and completed work with the correct customer record.
Start with customer records or join the full journey to completed work.
Migration quality, record types, staff roles, process complexity and available software connections affect the final scope and timeline.
Focused CRM
For replacing contact lists and giving a small sales team one clear view of open enquiries.
- Leads, organisations and contacts
- Clear enquiry and quote stages
- Owners, tasks and follow-up dates
- Search, filters and simple exports
Customer and job system
For keeping customer records connected as accepted work moves from sales to delivery.
- Enquiry-to-quote-to-job handoff
- Customer, contact, site and job history
- Staff roles and team ownership
- Documents, reminders and basic summaries
- Selected connections to existing software
Management platform
For a wider customer and job process shared across several teams, locations or business units.
- Several teams, departments or locations
- Detailed permissions and process stages
- Historical data import and duplicate cleanup
- Several software connections
- Rollout, training and staged migration
These ranges are indicative. We confirm a delivery plan after reviewing your records and process.
Keep the customer history intact when sales hands work to delivery.
This fictional example follows one enquiry all the way through. Your stage names, responsibilities and rules should match how your business works.
- 01
Enquiry captured
Willow & Finch asks about planned maintenance for two sites.
- 02
Qualified and owned
Marcus confirms the need and records Friday as the next action.
- 03
Quote prepared
Quote Q-184 is sent with the agreed work, value and decision date.
- 04
Work won
The accepted quote is marked won without losing its customer history.
- 05
Job scheduled
Job J-241 is created and handed to Elena's field team for 8 October.
- 06
Work completed
Visit notes, photos and completed checks stay with the job and account.
- 07
Follow-up planned
A review call and next maintenance visit are scheduled before the record closes.
One accepted quote becomes one owned, scheduled job.
Staff can see what was promised, who owns the next step and what happened after delivery.
Put the records and next actions staff use every day in one place.
The first version should include only the records, stages and views needed to manage customers and related work reliably.
Customer and site records
- Organisations, people, addresses, sites or properties
- Customer status, owner, tags and important dates
Activity and documents
- Calls, emails and notes
- Documents and dated activity history
Tasks and follow-up
- Tasks, reminders and appointments
- Owners, due dates and next actions
Quotes and decisions
- Quote values and expected dates
- Decision status and agreed follow-up
Jobs and schedules
- Assignments and schedules
- Delivery notes and completion status
Find and review work
- Search, filters, saved views and exports
- Basic enquiry, workload and overdue-work summaries
Routine customer and job steps can happen automatically.
Agreed reminders, notifications and record creation can reduce missed handoffs. Wider operational automation belongs under Internal Tools & Automation.
Advanced company-wide analytics and scheduled management reports belong in a dedicated reporting service.
Protect customer records and be honest about the data behind them.
Roles, import rules and software connections are planned before launch so staff know which information is current and who can change it.
Staff roles and ownership
Set access by role, department, team or location, assign record owners and restrict sensitive fields where needed.
Important change history
Keep a dated record of important status, ownership and field changes when the business needs an audit trail.
Reviewed data imports
Inspect spreadsheet and database columns, missing values and formats before agreeing what can be imported safely.
Careful duplicate handling
Detect likely matches, agree merge rules and send uncertain records for staff review rather than merging blindly.
A defined main record
Agree which system holds the main customer record when accounting, booking, email or other software also stores details.
Checked software connections
Connect selected email, calendar, accounting, payment, file-storage and internal systems when provider access allows it.
Software connections depend on what each provider allows. If a connection stops, the system should show the failure and the last successful update instead of silently presenting old information.
Inconsistent historical data may need manual cleanup. Formal legal, security or industry compliance is reviewed and scoped separately.
Build around a valuable, repeatable customer process, not every possible feature.
If an established product handles the need well, we should recommend it instead of building custom software.
Usually a good fit
The process is important and shared
- The customer and job process is important and repeated every day
- Standard products require too many workarounds
- Sales and delivery teams need to share the same records
- Several files or systems hold different parts of the customer history
- Missed follow-ups or handoffs cost meaningful time or revenue
Probably not a good fit
A simpler product or clearer process is needed first
- A standard product already handles the process well
- The sales or job process changes constantly and has no owner
- The business only needs a simple contact list
- The process happens rarely
- Nobody can agree how records, ownership or stages should work
Map the real customer journey before building the system around it.
These stages and ranges are indicative, and some may overlap. Poor historical data or limited access to existing software can extend delivery.
What we need from you
Real examples and people who know the work
- A named process owner
- Staff who handle enquiries, sales, customers and jobs
- Example spreadsheets, customer records, quotes and job documents
- Current stages, responsibilities and exceptions
- Required staff roles and sensitive fields
- Access to current software and representative data
- Known customer and job examples for testing
- Prompt testing and feedback
Included in every build
Use this service when staff manage the customer journey and related jobs.
This is custom staff software. We do not configure HubSpot, Salesforce or another standard CRM. Customer logins and advanced reporting use separate services.
Questions to answer before customer records move into a new system.
Show us how a new enquiry becomes completed work today.
Bring the current spreadsheet or system, the stages a customer moves through, the staff involved and examples of where information or follow-ups are lost.