CRM setup
A CRM built around how you already sell.
Your stages, your fields, your records. We move your data over, build the pipelines and forms, and stay on to run it with you.
Sound familiar?
Software you pay for. Work it doesn't fit.
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The stages are someone else's.
The pipeline came with the software, so half your team uses it and half keeps a spreadsheet.
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Everything is one big list.
Sales leads, service calls and filter orders all sit together, so nothing is easy to find.
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Switching feels impossible.
Years of customers, open quotes and notes, and nobody has a week to move them.
Pipelines
A pipeline for each kind of work, in your words.
Sales leads, installs, service visits and filter orders move differently, so each gets its own pipeline with its own stages. The names are yours: if your team says "bid sent", the stage says "bid sent".
- Leads
- Installs
- Service visits
- Filter orders
- Past customers
New inquiry2
1st attempt1
Home visit2
Bid sent1
Won1
What we set up.
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Pipelines for each kind of work
Sales, installs, service visits, orders or commissions, each with stages in your words.
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Fields and records that fit
The details your team actually needs, and custom records like sales reps when a contact isn't enough.
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Outcome forms reps fill in
Sent before each appointment, already filled in, so every visit ends with what happened.
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Assignment and territories
Leads go to the right person by time of day or in turn, tagged with their service area.
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Agreements signed online
Proposals and maintenance agreements with an alert when they are opened and signed.
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Safeguards
One switch stops every text, email and AI reply to someone who asks, and bounced emails unsubscribe themselves.
Between pipelines
A won deal moves itself along.
When a deal is won, it doesn't sit in the sales pipeline waiting for someone to retype it. It moves into the install pipeline on its own, and if a detail is missing, like the contract price, someone gets a task to fix it before it causes a problem.
- WhenDeal marked won
- ThenOffice alerted
- If / elseContract price entered?
- Yes ThenMoves to the install pipeline
- ResultSite survey scheduled
- No ThenTask to add the price
- ResultFlagged until it is in
Before and after
A spreadsheet, or one record per customer.
Drag the slider. On the left, the shared spreadsheet most teams start with. On the right, the same customer as one record: every call, text, visit and order in one timeline.
- Source
- Website
- Owner
- Mike R.
- Installed
- Mar 14
- Next filter
- Feb 2027
- Form filled · water test booked
- Home visit · outcome: sold
- Agreement signed online
- Installed · review requested
Fields and records
Fields that do work.
A field is only worth adding if something uses it. A service area tag shows which team should take the lead. An install date starts the maintenance reminders. A first-purchase date puts a past customer in the right group for a seasonal offer.
When something deserves its own list, it gets its own record. Sales reps are the common one: a record per rep with their details, kept in sync with a contact so assignments and notifications follow it.
- Role
- Closer
- Service areas
- North county, Coast
- Gets leads
- Weekday afternoons
- Open deals
- 14
A solar installer
Territory from the address
Each contact is tagged into a service zone from its city, with a satellite map link of the property for the rep.
A water treatment dealer
Equipment due dates
Replacement dates on the record start a reminder two weeks ahead, and a call task if nobody answers.
A home services company
The service on every lead
Every lead carries which service it wants, so its follow-up is written for that job.
Text · 10:02 AM
Hi Tom, your annual maintenance agreement from ClearFlow Water is ready. Review and sign here: clearflow.water/sign
- Opened · 10:41 AM
- Signed · 10:44 AM
- Deal moved to Active plan
Agreements
Signed online, followed up on its own.
Proposals and annual maintenance agreements go out by text and email with a link to sign. Your team hears the moment one is opened, and again when it's signed, and the deal moves to the next stage without anyone dragging it.
No more printing, scanning or asking "did you get the email?" A renewal that used to take a week of reminders can be done before lunch.
How it works
From the old system to one that fits.
About 10 days for most setups. Bigger custom builds take 4 to 8 weeks.
Talk to Trent and Jared
A free 30-minute call. We look at what you use today and what has to come over.
We build and move it
Pipelines, fields, forms and automations built and tested, then your contacts and open deals moved into the stage they are actually in.
We run it with you
Training for your team, then fixes and new pieces as your business changes.
What you get, and when
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Week 1Map and build
- Your stages, fields and records, agreed on the call
- Pipelines for each kind of work
- Texting registration started first
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Week 2Move and test
- Contacts with their source and tags
- Open deals, each in the stage it is actually in
- Past customers with their purchase dates, plus the dates that matter (install, last service)
- Opt-outs, so nobody who asked to stop hears from you again
- Calendars, phone numbers, logins and roles
- A test run with practice leads before the switch
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Month 1 and afterRun it with you
- A short training for each role
- Fixes and new pieces as you use it
- A check that the numbers match what you expect
Three ways to set up a CRM.
- Pipeline stages Setting it up yourself: The defaults, mostly The software's onboarding: A template for your industry Clutch City: Your stages, in your words, one pipeline per kind of work
- Your old data Setting it up yourself: A spreadsheet import The software's onboarding: A how-to article Clutch City: Moved for you, open deals in the right stage
- Forms and fields Setting it up yourself: Name, phone, email The software's onboarding: Name, phone, email Clutch City: The questions your team asks, as fields
- Automations Setting it up yourself: Whatever you find time for The software's onboarding: Examples to copy Clutch City: Built, tested and maintained with you
- When something breaks Setting it up yourself: A support ticket The software's onboarding: A support ticket Clutch City: Trent and Jared, and the team that built it
What we've built
Built for real businesses, running today.
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For a water treatment dealer
A pipeline for each kind of work
- The problem
- New sales, product orders and service visits were all mixed together in one list.
- What we built
- A leads pipeline from new inquiry to installed, plus separate pipelines for product orders and service visits, each with its own stages and its own shipped and booked texts.
- What changed
- The office can see every open order at a glance without scrolling past sales leads.
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For a home services company
Sales reps as their own records
- The problem
- Rep details lived in a spreadsheet that never matched the CRM.
- What we built
- A custom Sales Rep record in the CRM menu. Creating or editing one keeps a linked contact in sync, and leads are assigned to setters by time of day.
- What changed
- Rep information has one home, and assignments follow it.
See 4 more examples
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For a solar installer
From signed to paid, in three pipelines
- The problem
- Once a deal was signed, nobody could say where the install or the commission stood.
- What we built
- Sold deals move on their own from the leads pipeline into a sold pipeline (site survey, engineering, permitting, install, permission to operate) and a commissions pipeline that runs to "everyone is paid".
- What changed
- Reps and the office look at the same stage instead of asking each other.
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For a solar installer
Territories set from the address
- The problem
- Leads had to be sorted into service zones by hand.
- What we built
- Each contact is tagged into a service zone from its city, and gets a satellite map link of the property from its address.
- What changed
- The right team sees the right leads, and a rep can look at the roof before calling.
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For a home services company
Maintenance agreements signed online
- The problem
- Annual agreements went out on paper and came back slowly, if at all.
- What we built
- Generator customers get their annual maintenance agreement to sign online. The team gets an alert when it is opened and when it is signed, and the deal moves along on its own.
- What changed
- Renewals happen without a stack of paper, and nobody wonders whether the customer saw it.
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For a home services company
Catching the gaps between two systems
- The problem
- Quotes lived in the job-management software and leads in the CRM, and things fell through between them.
- What we built
- An alert when a quote is sent but the job is not in the job-management software yet, a duplicate-quote flag, and a separate follow-up for each service over about three weeks after the quote.
- What changed
- The office hears about a gap the day it happens.
Want this running for your business?
30 minutes with Trent and Jared. We'll look at how leads reach you today and tell you honestly what we'd change.
Want this running for your business?
30 minutes with Trent and Jared. We'll look at how leads reach you today and tell you honestly what we'd change.
Questions
Questions owners ask
Can you move our data from our current CRM?
Yes. We move your contacts, open deals and the notes and dates that matter, and each open deal lands in the stage it's actually in, so follow-up picks up where it left off instead of starting over.
Do we have to stop using our job-management or accounting software?
Not always. Plenty of teams keep their job-management and accounting tools and use the CRM for leads, follow-up and reporting. We set up what can connect, and alerts for the gaps, such as a quote that hasn't reached the job software yet.
Can it hold more than contacts and deals?
Yes. We add the fields your team needs, and custom records when something deserves its own list, such as sales reps with their territories and schedules.
How long does a migration take?
Most setups go live in about 10 days. Bigger builds with several pipelines, custom records and integrations take 4 to 8 weeks. You get the timeline in writing before anything starts.
What happens to texting when we switch?
We register your business for texting before anything else, so messages deliver from day one, and we keep your opt-outs so nobody who asked to stop hears from you again.
How much does it cost?
Every build is different, so after the call you get a written quote before anything starts. No surprises. On a tight budget? We start with the piece that'll make the biggest difference and build from there.