CRM and automations

Requests, reminders and client data work on their own, without re-entry from paper to calendar.

• 6 hours – 2 daysImplementation
• individuallyScope
• AI and automationArea

Who this is for

Sales teams and service companies.

Problem

Requests from the form sit in email, those from Instagram are in messages, and the appointment written on a note is seen by one person while the schedule knows a different one. A client who didn't receive confirmation simply doesn't show up — and no one finds out until the appointment time. No one also knows how many inquiries there were last month because there's no single place where they would be stored.

What we do

We bring all channels into one funnel and disable manual re-entry where possible.

• Phone, form, messengers and Google Business card record in one place
• Confirmation right away, reminder a day before and a few hours before the appointment
• Cancellation automatically frees the slot and shows it as available again

What's included

We start with an automation audit — without it it's easy to automate a process that shouldn't exist at all.

• CRM setup: funnel, fields, stages, roles, automations, dashboards
• Automation audit: process map, manual work analysis, opportunities list, priorities by ROI
• Simple automation: triggers, notifications, data transfer, short processes
• Advanced automation: multi-stage processes, CRM, email and SMS, AI, webhooks, data synchronization
• Full business automation: CRM, lead routing, AI, notifications, sales processes, reporting, integrations

Timeline

Implementation takes 6 hours – 2 days: confirmations and reminders, full lead cycle with schedule and client database, plus full company operational automation. During the first month after launch we refine rules on live traffic because that's when real cases become visible.

Pricing

Setting up the CRM and reviewing the processes is done at the start and once. After that complexity decides: one reminder after a booking is hours of work, while routing enquiries through four departments with conditions and exceptions is weeks. So the scope follows what your processes look like today, not what a package is called.

Rules do not stand still: the life of a company breaks them, new cases appear, so maintenance and fixes do not end with the rollout — without them automation quietly drifts apart, and after six months nobody remembers why it does what it does. We take no commission on bookings or orders in any variant.

What you get

No-shows drop because reminder always arrives at the right time. The team regains several hours per week that went to re-entry and callback. Client database grows on its own and is ready for campaigns. And next week's schedule stops being a surprise.

How to calculate what one missed inquiry actually costs

Before asking whether a CRM pays off, it is worth calculating what happens without one. The formula is simple: monthly_cost = missed_inquiries × average_deal_value × conversion_probability. You already have all three numbers today — nobody has just put them side by side.

• missed_inquiries — how many times a month someone wrote or called and did not get a reply within 24 hours
• average_deal_value — the average value of one sale or one booking in your industry
• conversion_probability — what share of answered inquiries end in a sale, calculated from your own data for the last quarter

At ten missed enquiries a month and your usual deal value, that gap regularly exceeds the cost of setting up the CRM within the first month. This is not our promise of a result, it is your own arithmetic on your own numbers.

Three ways to a single inquiry system: a spreadsheet, an off-the-shelf tool, a managed layer

The choice depends on how organised you already are and who will make sure the system survives longer than a month.

• A spreadsheet: free and familiar, but every field has to be filled in by hand and reminders will not send themselves
• An off-the-shelf tool bought on your own: the automations exist, but setup, integrations and upkeep stay on your side
• A managed layer (Aura): setup, integrations with inquiry channels and ongoing care sit on our side, business decisions stay on yours

The difference is not in the licence price — it is in who fixes the rule that stopped working three months in.

When implementing a CRM does not pay off

Four situations where it is better to wait or do it differently:

• There are only a handful of inquiries a month and the owner knows each one personally — automation solves a problem that does not exist yet
• The company is changing its sales model or closing in two to three months — a funnel configured today will not have time to pay back
• The team already has one system and works in it smoothly — adding a second one multiplies work instead of cutting it down
• Nobody on your side has the time or the mandate to adjust the rules on live traffic during the first month — without that a CRM stays an empty database

The honest answer in these cases is: not now — not: let's implement it and see.

What we need from your side for the CRM to start working

The system runs on your data and your decisions, not on our guesses.

• Administrative access to your current inquiry channels — the form, the inbox, messengers, the Google Business Profile
• The list of stages an inquiry actually goes through before it becomes a sale — not the one from a presentation, the real one
• One decision-maker who approves the automation rules and answers questions during the first month

Missing one of these three does not stop the work entirely, but it slows it down — most often it is the decision-maker who is missing, and then the rules wait weeks for approval.

How to check the effect after a month, without our report

Four numbers are visible directly in your own system and calendar, without logging into anything of ours.

• The number of inquiries left unanswered within 24 hours — a month ago versus now
• The share of cancelled and no-show appointments — visible in the booking calendar
• Time between the inquiry and first contact — visible in the timestamps of email and the CRM
• The number of inquiries with no stage assigned — if it grows, the rules are not keeping up with traffic

If these four numbers do not move month to month, that is a signal to talk about the rules, not to wait for another month.

What a CRM does not do

A CRM organises what is already happening — it does not create demand and does not fix an offer that does not sell itself.

It will not replace a salesperson's judgement when a client hesitates, and it will not improve the quality of data someone entered wrong — the system will surface the error faster, but it will not type in the correct value for anyone. And if the sales process is unclear, implementing a CRM will not clarify it — it has to be described first, then automated.

The most common mistake when implementing a CRM

Automating a process that is broken instead of fixing it first. The system gets a rule — 'send a reminder 24 hours after the inquiry' — and nobody checked that in the meantime the inquiry still lands with three different people who have no idea about each other.

The cost of this mistake is not visible at once — the CRM works, the reports are generated, only the numbers in them still describe the same mess, just formatted more nicely. That is why the process review comes before automation, not after — it is a separate step of the work, not a decoration.

Whose data lives in the CRM, and what happens when we part ways

Customer data, the inquiry history and the funnel configuration are yours — from day one they sit in your own account in the CRM system you chose, not on our server.

• When we part ways, we export the full database to a file that can be loaded anywhere else — we do not leave data hostage to a contract
• The administrative access we were given for the implementation is handed back or revoked — you decide which
• If the CRM vendor changes its interface or removes a feature a rule relied on, that rule stops working until it is fixed — we report it as soon as we notice, but we do not promise to notice first

To be honest: that is a risk of any work built on someone else's system, not just ours. That is why we document the key rules separately from the tool itself — so they can be rebuilt even in a different CRM.

What you get

• Pipeline, fields and statuses aligned with the sales process
• Automated CRM tasks, status changes and reminders
• Configuration documentation and a short team onboarding

When the problem lies elsewhere

If your problem sounds different, neighbouring areas of the same system stand right next to it — AURA connects them to each other rather than selling them separately:

• AI Reports — Weekly summary of leads, campaigns and sales, written in simple language and sent on its own. Instead of a dashboard that nobody checks.
• Integrations — We connect what you already use: POS, calendar, spreadsheet, warehouse, booking system. Instead of replacing with new.
• Automatic messages — Confirmations, reminders and thank-yous go out on their own — by SMS, email or through WhatsApp.
• AI reception and telephony — Answers the phone when no one can. Takes notes, schedules, qualifies and passes the case along with the full context.