CRM Setup and Integration

The CRM should be understandable

A team should be able to open one record and know the source, current stage, owner, last touch, next step, and what information is still missing.

If that is not true today, the first fix may be stages, required fields, roles, or reporting before any AI is added.

What we can evaluate

• Lead sources
• Pipeline stages
• Duplicate records
• Required fields
• Task ownership
• Reports
• Integrations
• Staff adoption

What to bring to a CRM review

Bring one recent inquiry that shows the whole path from first contact to the next action, and one example that got stuck. Redacted screenshots or sample records are enough to start; keep sensitive customer details out of the initial contact form. Show the fields your team actually uses and where staff check for the latest status.

List the tools involved, who can access each one, and any account permissions that may limit a proposed connection. We can use those examples to decide whether the next step is a staff routine, CRM cleanup, or a scoped integration. The specific systems and test plan depend on what the review finds.

No automatic rip-and-replace

JobNimbus, ServiceTitan, spreadsheets, forms, and other tools may still be useful. We only recommend a change when the current tool cannot support the agreed workflow.

One record, one accountable next step

For example, an inquiry record may contain source, contact consent, service requested, job address, assigned owner, stage, last contact, and next action. A scheduled visit can then create a field task using the same record ID; the completed visit can return notes for an estimate review. The exact fields depend on the business and its tools.

Before migration or synchronization, decide which system owns each field, how duplicates are resolved, how staff correct errors, and what happens when an integration fails. Test with a small sample and compare records before changing the live workflow.

When to keep the current tool

If the existing CRM can represent the stages and staff can use it reliably, cleaning up fields, permissions, and reports may be the sensible first step. Consider a replacement only after documenting missing capabilities, migration effort, training, and interruption risk.