How to make the tools you already pay for do the follow-up work.
Plain-English setup guides. Do it yourself, or have me build it.
Gong vs Fathom vs Fireflies: call summaries into your CRM
Get each call's summary and next steps onto the right CRM record automatically, and choose between Gong, Fathom and Fireflies on what each syncs.
Apollo.ioHow to auto-enrich new CRM contacts with Apollo.io
Auto-fill empty fields on new HubSpot or Salesforce contacts with Apollo data, without overwriting edits or flooding the CRM with new records.
PipedriveHow to automate lead assignment and follow-ups in Pipedrive
Route every new Pipedrive lead or deal to the right rep and give it a dated call and follow-up activity, without anyone doing it by hand.
CloseHow to set up speed-to-lead Workflows in Close CRM
Use Close Forms and Workflows so every inbound lead gets a call task in minutes, an email from its owner, and follow-up that stops when they reply.
HubSpotHubSpot lead routing: round robin vs territory, with the workflow
Pick round robin or territory routing in HubSpot, then build one workflow that assigns every new lead to the right rep, with a fallback for the misfits.
HubSpotHubSpot stalled-deal alerts and stage-based follow-up tasks
Make HubSpot create the right follow-up task when a deal changes stage, and alert the owner when a deal sits untouched for 14 days.
HubSpotHubSpot: post a weekly pipeline summary to Slack
Get a pipeline snapshot into a Slack channel every Monday at 8am, either from a native HubSpot report share or a small Zapier or API job.
HubSpotHubSpot: turn call recordings into deal notes and updates
Set up HubSpot call recording, transcripts and AI summaries so every sales call leaves a usable note and suggested deal property updates behind.
SalesforceSalesforce lead assignment with Flow: rules, territory, fallback
Choose between lead assignment rules and Flow in Salesforce, then route leads by territory with a fallback queue so nothing sits unowned.
SalesforceSalesforce stale opportunity alerts and next-step hygiene
Build a daily scheduled flow in Salesforce that flags stale opportunities, creates a task for the owner, and nags when Next Step is blank or out of date.
Speed-to-leadSpeed-to-lead: test how fast your team answers a web lead
A simple self-test: submit your own website form five times, time the first real reply, find where the minutes go, and fix the slowest link first.
Zapier & MakeZapier vs Make vs native CRM workflows: which to use
A plain decision guide for small teams: when to use your CRM's own workflows, when Zapier or Make is worth it, and how to estimate the monthly bill.
Zoho CRMZoho CRM lead assignment and workflow rules for small teams
Set up Zoho CRM so web leads get a fair owner automatically, manual leads don't slip through, and every new lead gets a dated follow-up task.
How to automate client receipt collection in Xero and Hubdoc
Set up Hubdoc or Xero's Smart Document Capture so client bills and receipts arrive on their own, then chase only what's still missing.
TaxDomeHow to move TaxDome jobs automatically when clients act
Build a TaxDome pipeline where client requests, reminders and automove push each job to the next stage the moment the client submits, signs or pays.
QuickBooks OnlineHow to send QuickBooks Online clients their uncategorized list
Send each client a monthly list of uncategorized QuickBooks Online transactions to explain, using Ask client, Request more info or a scheduled report.
CanopyHow to set up Canopy client requests and portal reminders
Invite clients to Canopy's portal, send document requests with scheduled reminders, and use automations to confirm receipt and hand off the next step.
KarbonHow to set up Karbon client requests and automatic reminders
Build Karbon client requests into your work templates so missing documents get requested, reminded and tracked without anyone chasing by hand.
Financial CentsHow to set up recurring work and requests in Financial Cents
Set up Financial Cents so monthly bookkeeping projects create themselves and client document requests go out and follow up on their own.
QuickBooks OnlineQuickBooks Online client onboarding checklist for bookkeepers
A 10-day checklist for onboarding a new bookkeeping client in QuickBooks Online, plus which steps to automate and which to keep by hand.
TaxDomeTaxDome vs Karbon for chasing client documents
An honest side-by-side of how TaxDome and Karbon request, remind and track missing client documents, with real plan prices and a way to test both.
Automate estimate follow-ups and reviews in Housecall Pro
Set Housecall Pro to chase open estimates on a schedule and ask every finished job for a Google review, without anyone remembering to do it.
WorkizHow to auto-reply to new leads and track lead source in Workiz
Make Workiz reply to every new lead in minutes and tag each one with the ad that brought it in, so you can see which ads book jobs.
JobberHow to automate quote follow-ups in Jobber that close jobs
Build a three-touch quote follow-up in Jobber that stops when the client says yes, tags big quotes for a call, and archives dead ones.
ServiceTitanHow to follow up on unsold estimates in ServiceTitan
A follow-up routine for small ServiceTitan shops: a daily call list from the Follow Up screen, a weekly report, and optional SMS via Marketing Pro.
Housecall ProHow to get website and Google leads into Housecall Pro
Route your website form, online booking and Google Local Services leads straight into Housecall Pro's Job Inbox, tagged by source, with no retyping.
JobberHow to set up missed-call text-back and instant replies in Jobber
Text every caller you miss within seconds and send new web requests an instant reply, using Jobber's Receptionist, request settings and Zapier.
JobNimbusJobNimbus automations for roofing lead follow-up and job stages
Build JobNimbus automations that text new roofing leads, chase stalled ones, and update homeowners and crews as jobs move through your workflow.
Google LSARoute Google LSA and Business Profile leads to your job software
Get Google Local Services bookings, calls and messages, plus Business Profile texts, into Jobber or Housecall Pro fast, with a fallback for the rest.
AgencyZoom: set up lead pipelines, automations and renewals
Build AgencyZoom lead sources, a sales pipeline, stage automations and a renewal pipeline in the right order, with texting settings checked.
AMS360AMS360: renewal and follow-up automation for small agencies
Use AMS360's Renewal List Tool, Suspense Utility and default suspense days so renewals and routine follow-ups get worked without anyone remembering.
Applied EpicApplied Epic: build a renewal workflow from the expiration list
Set up Renewals Manager stages, filters and follow-up activities in Applied Epic so every expiring policy has an owner and a status.
EZLynxEZLynx: complete quote intake and follow-up on open quotes
Set up EZLynx Consumer Quoting, Sales Center and Automation Center so quote requests arrive ratable and open quotes get followed up on day 2, 5 and 10.
HawkSoftHawkSoft: stop renewals slipping with suspenses and notes
Set HawkSoft download rules, uprate alerts, suspense categories and log note templates so every renewal creates a follow-up someone has to close.
QQCatalystQQCatalyst: renewal reminders for small agencies with Smartflows
Use QQCatalyst's Expiring Policy Smartflow, Expiring Policies module and tasks to send renewal reminders and assign follow-ups automatically.
RenewalsRenewals: a 90/60/30-day outreach cadence with email templates
A renewal outreach schedule any independent agency can run from its AMS, with six ready-to-edit emails and rules for texting and E&O review.
Show me the manual work. I'll show you the system.
20 minutes by phone or video. You show me the task that eats the most time. Within 24 hours you get a one-page written plan with a fixed price. Yours to keep either way.