Increased Efficiency
Automating routine tasks such as updating lead stages and sending follow-up emails reduces manual workload and allows the sales team to focus on high-value activities.
Improved Lead Management
The system ensures that no leads are forgotten or mishandled by automating status updates and follow-ups, leading to better lead nurturing and higher conversion rates.
Enhanced Data Org
The CRM’s structure and customization options allow for organized data storage, making it easy to track leads and monitor their progress through the sales pipeline.
Scalibility
The system is designed to scale with the business. As the number of leads grows, the automation ensures that the CRM remains manageable and efficient.
The CRM is set up in a project management tool called ClickUp, though the method could be applied to other tools like Google Sheets or Monday.com.
Essential columns such as "Lead Name," "Date Updated," "Contact Email," and "Prospect Status" are created.
The "Prospect Status" column tracks the lead's progress through stages such as "Interested," "Meeting Booked," "Waiting Proposal," "Proposal Sent," "Won," and "Lost."
Additional fields like "Stage," "Source Platform," and "Lead Email" are added to further categorize and track the lead information.
Dropdown menus and color coding are used to make the CRM visually organized and user-friendly.
Trigger: Stage Change to "Awaiting Proposal": When a lead's status changes to "Awaiting Proposal," a webhook is triggered in ClickUp, which sends a notification via Make.com to automatically send a follow-up email to the lead.
Trigger: Meeting Booked: The system automates the update of the "Stage" field to "Meeting Booked" when a lead books a meeting through an external calendar like Cal.com. This ensures that the CRM is always up-to-date without manual intervention.
Personalized Follow-Up Emails: Based on the lead’s interaction, the system sends customized follow-up emails. For instance, if a lead books a meeting, the system can send a confirmation email and additional follow-ups leading up to the meeting.
Moving Leads to Client List: When a deal is marked as "Won," the system automatically moves the lead from the CRM to a "Clients" list, transitioning the responsibility from the sales team to the fulfillment team.