Custom CRM & client portal
A custom CRM for small business owners tired of bending their process around off-the-shelf software. We build the pipeline, client portal and automations around how your team actually sells, delivers and gets paid.
The short answer
A CRM for small business keeps leads, customers, deals and follow-ups in one place. Most owners start with an off-the-shelf tool; when the team keeps a spreadsheet beside it, a custom CRM is worth considering. We build them on our own client CRM base, with a client portal if you need one, and quote a fixed price after a short call.
We built our own first. Our agency runs on a CRM and client portal we wrote: leads, projects, approvals, invoices and booking in one system that our team uses every day. When a client approves a design or pays an invoice, it happens in our portal. Building and running it ourselves taught us what small teams actually use and what they quietly ignore.
That work produced a reusable base for client CRMs. It already handles what every CRM needs: staff and permissions, your branding, email, a calendar with ICS feeds, protected files, and built-in help with an AI assistant. Your budget goes into the part that makes your business different, such as your pipeline, pricing rules or service workflow.
Custom isn't always the answer. If an off-the-shelf CRM fits your process with light setup, use it and save the money; we'll connect your website to it. A custom CRM pays off when your workflow is specific, when several tools are glued together by hand, or when customers need a portal of their own. We'll tell you which case you're in.
Leads are where most small-business CRMs break down first. In the systems we build, every form, call-tracking event and landing page inquiry arrives with its source attached, so reports show real leads by channel instead of clicks, and nobody has to copy an email into the pipeline by hand.
What you get
Everything is designed from your process: how leads come in, who follows up, and how work gets delivered and paid.
Website forms, tracked calls and landing pages feed the CRM with UTM tags and Google or Meta click IDs.
Stages, fields and tasks named the way your team talks, with reminders where follow-ups tend to slip.
Jobs, deliverables and client approvals tracked from accepted quote to final invoice.
Invoices and appointment booking in the same system as the customer record.
A login where your customers check status, approve work, download files and pay.
Roles that control who sees what, so sales, operations and subcontractors each get the right view.
Branded emails sent from the CRM, and calendar sync through ICS feeds.
How it goes
Every step ends with a clear deliverable and your approval.
We map how a lead becomes a paying customer in your business today.
Clickable screens for the main pipeline and portal, reviewed with your team.
The core workflow goes live on our CRM base, with your data imported.
Your team learns it on real cases, and the built-in help answers the rest.
Automations, portal features and reports are added as use shows the need.
Pricing
Starting prices, before taxes. After a 20-minute call you get a fixed quote — no hourly surprises.
5–8 custom pages, keyword basics, technical SEO, quote form, GA4, Google Business Profile setup.
10–20 pages with service and city pages, wireframes, custom UX/UI, SEO copy, conversion tracking, CRM connection, 30 days of fine-tuning.
WooCommerce or Shopify, booking and payments, integrations, load testing.
Local SEO and Google Business Profile, technical monitoring, review requests, monthly report.
Everything in Local, plus 2–4 SEO articles a month, Google Ads, landing-page optimization and a monthly call.
SEO, Google Ads and Meta, social content and creative, link building, a quarterly strategy workshop.
Ad spend is paid directly to Google or Meta and is not part of our fee. Website and marketing together? Ask for both in one quote.
Questions
The one your team will actually keep updated. For a simple sales pipeline, a well-known off-the-shelf CRM is often enough. If your process has steps those tools don't model, like site visits, approvals, permits or recurring service, or your customers need a portal, a CRM built around that process tends to get used where a generic one gets abandoned.
We don't publish a price, because a CRM for a small service company and one for a multi-location team are very different projects. Our client CRM base covers the common parts, so you only pay to build what's specific to you. After a short call about your workflow, you get a fixed quote for the first release.
Yes. We run one ourselves: our clients log in to see projects, approve work, view files and pay invoices. For your business, the portal shows customers what they need, such as job status, documents, appointments or invoices, and it cuts down the calls that only ask where things stand.
Yes. We map your existing fields to the new structure, clean up duplicates, and import contacts, deals and history wherever the old system can export them. The import runs on a test copy first, so your team can check it before you switch over.
That's one of the main reasons to build it. Website forms, tracked calls and landing page inquiries arrive with their source, including UTM tags and Google Ads or Meta click IDs. You can see cost per lead by campaign, and conversion data can flow back to the ad platforms through server-side tracking.
Keep exploring
In 20 minutes, tell us how leads come in and work gets delivered; we'll say whether off-the-shelf or custom fits, and quote if custom does.
