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Marketing automation agency · CRM

A CRM where no lead is left waiting.

Every lead gets a fast reply, an owner and a next step. You see which sources turn into revenue.

Switches route the lead, signals score it, stations follow up. All three run without anyone remembering.
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We build in
  • HubSpot
  • Zoho CRM
  • Salesforce
The short answer

What a marketing automation agency does

A marketing automation agency sets up and runs the systems that follow up for you: CRM pipelines, lead routing and scoring, automated email and WhatsApp, tasks and reports. Every lead gets a fast reply and a named owner, and you can see which sources turn into revenue, instead of chasing it through inboxes and spreadsheets.

It's one job in one team: see all services, or start with lead generation if getting the leads is the bigger gap.

The four parts of a working CRM: what each is and what it fixes
What it isWhat it fixes
PipelineThe stages a lead passes through, named in your team’s wordsNobody knows where a deal stands
Lead routingRules that give each new lead an owner in minutesLeads sitting in a shared inbox
Lead scoringPoints for fit and intent that rank who to call firstCalling the cold ones first
WorkflowsMessages, tasks and stage changes that fire on their ownFollow-up that depends on memory
How it works

Choosing the right CRM: the one your team uses

The one your team will actually use. HubSpot suits marketing-led teams, Zoho CRM suits cost-conscious businesses in India, and Salesforce suits complex sales. We decide on your workflows and reporting needs, not feature lists, and we work across all three, so no vendor is steering the choice.

Whichever CRM you choose, the stages and hand-offs are the same. The tool just has to hold them.

  1. New lead

    A form, ad, call or WhatsApp message creates the contact. A rule gives it an owner and sends the first reply within minutes, even at night.

  2. Contacted

    A task is set for the owner. If the lead hasn’t replied in two days, a follow-up message goes out on its own, and the task stays open.

  3. Qualified

    Fit and intent decide the score. Above the threshold the owner is alerted at once; below it, a nurture sequence keeps the lead warm.

  4. Proposal

    A quote or demo is booked. Reminders, the stage change and the deal value update without anyone retyping them into the CRM.

  5. Won or lost

    Won deals hand over to onboarding. Lost deals record a reason. Both feed the report that ties each source to revenue.

Why most CRMs go stale

Data entry nobody owns

When logging a call is optional, records rot. We keep required fields few and let automations fill the rest.

Follow-up by memory

A reply that depends on someone remembering won’t happen on a busy Friday. Rules and reminders do the remembering.

A tool picked first

Buying the CRM before mapping the process gets you a nice screen and the same lost leads. We map the stages first.

Signs to look for

How to tell your CRM is failing you

A failing CRM looks the same everywhere: leads wait hours for a reply, nobody agrees which source brings revenue, and the team keeps its real pipeline in a spreadsheet. If two of these sound familiar, the tool is rarely the problem. The fix is usually routing, ownership and a few honest fields.

Most of this is process, not software. If you already own a CRM, we start by fixing it, and only suggest a switch when the audit shows the tool is the limit.

Signs a CRM is failing, what usually sits behind each and what we change
What usually sits behind itWhat we change
Leads wait hours for a replyNo rule decides who owns a new leadRouting by territory, product or workload, with an alert when a reply is late
The team keeps a spreadsheetThe CRM asks for too much and gives back too littleFewer required fields, automations that fill the rest
Nobody trusts the reportsDuplicates, missing sources and stages that mean different thingsA data clean-up, one definition per stage, and an owner for each record
Good leads go cold after one callFollow-up depends on someone rememberingWorkflows for email, WhatsApp, tasks and reminders that stop when the lead replies
What we do

What our CRM setup covers, step by step

Five jobs, in order. Routing and speed to lead come before any clever automation, because a fast reply beats a clever sequence.

Weeks 1–2

Find where leads get lost.

We open the CRM, the inboxes and the spreadsheets, then follow real leads from enquiry to outcome to see where they stall. You get a short list of fixes, in order, and a plain view of how much of the pipeline is real.

  • Data quality and duplicates
  • Pipeline and stage definitions
  • Where leads get lost
Tools

The CRM and automation tools we work in

The CRMs we build in, what moves the messages, and where we read the results. Everything is built in accounts you own, so you can leave with it. We use these tools by name and make no partner claims.

CRMs we build in

Chosen after the audit. We’re not tied to one vendor.

  • HubSpot
  • Zoho CRM
  • Salesforce

Automation and messaging

Where workflows connect your CRM to everything else.

  • Zapier
  • Make
  • n8n
  • WhatsApp
  • Brevo
  • Mailchimp

Where we read results

Sources, conversions and the weekly report.

  • Google Analytics 4
  • Google Tag Manager
  • Looker Studio
Picking a tool

HubSpot, Zoho CRM or Salesforce: how we choose

We choose on four things: how your team sells, who will keep the data current, which reports you need, and what you can afford to run each year. HubSpot is the easiest to adopt, Zoho CRM the most economical, and Salesforce the most configurable. The audit decides, not a favourite.

Not sure yet? We audit what you have first. See the lead generation page if the leads are the gap.

HubSpot, Zoho CRM and Salesforce compared: where each fits and what to watch
Fits bestWatch for
HubSpotMarketing-led teams that want forms, email and CRM in one placeCosts rise as contacts and features grow
Zoho CRMCost-conscious businesses, especially in India, with simple to moderate salesSetup takes care to avoid a cluttered, half-used system
SalesforceComplex sales, several teams or markets, and custom processesNeeds more build time and someone to own it afterwards
The one number

How we know the CRM is working

Three things, read from your own CRM every Monday: speed to first response, lead-to-deal conversion by source, and pipeline value against the one number we agree in week two. Data has to be clean enough that your team trusts it, because a report nobody believes changes nothing.

The number

Lead-to-deal rate

How many leads from a source become won deals.

Deals wonLeads from that source

By source · every Monday

Read from

  • Speed to lead. Time from enquiry to first reply, taken from CRM timestamps.
  • Data quality. The share of records with an owner, a source and a stage.
  • GA4 and your CRM. Every lead tied to the channel that brought it, through tracking built for sales.
One line for the number, one marker per change we made, so you can see what moved it. Read from your CRM, not from our report.

  • Why not lead volume?

    More leads into a CRM nobody follows up is a longer list, not more sales.

  • Why not email opens?

    Opens say little about revenue. A booked call or a won deal does.

What it costs

What does CRM and automation work cost?

It depends on the tool you use, the state of your data and how many workflows you need. The audit comes first: it shows what’s broken and what the build involves, and you approve a fixed scope and price before anything is built. CRM licence fees go straight to the vendor, in your own account.

First 90 days

Your first 90 days of CRM setup, week by week.

Four to eight weeks to a working CRM, then a month of refinements against the number we agreed.

  1. Weeks 1–2Audit

    We find where leads get lost.

    Your CRM, inboxes and spreadsheets, checked for duplicates, unclear stages and slow hand-offs.

    CRM audit0 of 4 checks
    • Duplicates and gaps
    • Pipeline stages
    • Owners and permissions
    • Where leads get lost

  2. Week 2Number

    We pick the CRM’s one number.

    Speed to lead or lead-to-deal rate, chosen with you, so every build decision serves it.

    The number0 of 3 agreed
    • What we measure
    • Where it is read from
    • Reported every Monday

  3. Weeks 3–6Build

    We set up, migrate and route.

    Pipelines, properties, forms, cleaned data, and rules that give every lead an owner in minutes.

    CRM build0 of 5 parts
    • Pipelines and properties
    • Forms and ads connected
    • Data migrated and cleaned
    • Lead routing
    • SLA alerts

  4. Weeks 7–8Automate

    We add automations and train the team.

    Sequences, tasks and stage updates, plus short sessions and simple rules for keeping data clean.

    Automations0 of 4 live
    • Email sequences
    • WhatsApp follow-ups
    • Tasks and reminders
    • Team training

  5. Weeks 9–12Report

    You see what turns into revenue.

    Revenue by source, speed to lead and pipeline against the number, every Monday, then refinements.

    Monday report0 of 3 parts
    • Pipeline against the number
    • Speed to lead
    • Revenue by source
Who it’s for

For teams where a slow follow-up loses the sale.

Businesses that win or lose a customer in the first reply, and that sell through more than one person or channel.

  • SaaS & tech Demo requests and trials need an owner within minutes. More demos booked
  • Manufacturers Quote requests arrive by email, call and portal, then stall. More dealer enquiries
  • Real estate Portal enquiries go cold fast and need instant routing. More site visits
  • Banks & NBFCs Loan enquiries need a quick reply and tracked follow-up until they close. More loan applications
  • Car dealers Test-drive leads across dealerships need one clear owner. More test drives

Not a fitIf one person handles every lead and remembers every follow-up, a CRM project costs more than it saves. It pays off once leads arrive through more than one person or channel.

FAQ

Questions about CRM & marketing automation

Choosing and setting up

It depends on your team, budget and how complex your sales are, so we recommend after the audit, not before it. The short version: HubSpot for marketing-led teams, Zoho CRM for tight budgets, Salesforce for complex sales. The tie-breaker is which tool your team will really open every day.

No. We’re independent and work across CRMs, so the recommendation fits you, not a partner programme. We build in HubSpot, Zoho CRM and Salesforce, and in lighter tools when a business doesn’t need a big one. We make no partner claims, and we have no reason to steer you toward one platform.

Yes. We export from your old CRM, spreadsheets and inboxes, remove duplicates, fix owners, sources and stages, then import into the new setup and check a sample against the originals. Records you no longer need are archived, so the new CRM starts clean and your team has a reason to trust what they see.

Four to eight weeks for most businesses. The audit and design take the first two weeks, then setup, data migration and routing run to about week six, followed by automations and team training. One pipeline with one sales team lands near four weeks; several teams, markets or messy data take longer.

A CRM is the record: every contact, conversation and deal, with an owner and a stage. Marketing automation is the set of rules that act on that record: send the email, create the task, move the stage, alert the owner. You need the first to hold the data and the second so nobody has to remember to act on it.

If leads arrive from more than one place, or more than one person replies to them, yes. A spreadsheet works until the first lead is forgotten or two people call the same one. A small CRM with one pipeline, one routing rule and a couple of reminders costs little to run and pays for itself the first time a lead is saved.

Running it day to day

Yes. Training is part of the build, not an add-on. We run short sessions by role and give each person a one-page set of simple rules for keeping data clean: who owns a lead, which fields are required and when a stage changes. We check in after launch, because a CRM only works while the team keeps it current.

Yes, and three events are worth wiring first: a new lead gets a WhatsApp message within minutes, a stage change sends the next step, and a lead with no reply in 24 hours gets a nudge. Replies are logged on the contact. Setup of the messaging itself sits in our WhatsApp marketing service.

Lead scoring ranks leads by fit and intent so sales calls the best ones first. Fit is who they are: company size, role, location and budget. Intent is what they do: reply to a message, open the pricing page, ask for a quote. Points add up, and a lead above the agreed threshold goes straight to a person.

By making clean data the easy path. Few required fields, dropdowns instead of free text, duplicate checks on every new contact, and automations that fill sources and stages for you. We also set a monthly check on ownership and missing fields, and train the team on the handful of rules that matter most, so the CRM doesn’t drift back.

From the resourcesRead before we talk

All resources
The terms
Next step

Find what’s holding
the number back.

A 30-minute call. Bring last month’s leads, in a CRM or a spreadsheet, and we’ll show you where they stall.

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