CRM Setup: How to Get Started

September 6, 2023

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Today’s episode is all about diving headfirst into the world of CRMs – yes, those three little letters that might’ve caused you a few sleepless nights. Customer Relationship Management software. Sounds fancy, right? But don’t worry, I’m here to take the confusion out of the equation and make sure you’re ready to ride the CRM wave like a pro.

First things first: you’ve probably heard CRMs are like a puzzle, but you can’t put the pieces together if you don’t know what the picture looks like. So before you dive into the CRM whirlpool, you’ve got to get your process straight. Imagine you’re baking a cake – you need a recipe before you even preheat the oven, right? Same here.

Know Your Process Before you Dive into the CRM

Step One: Know Your Process. How do potential clients get in touch with you? From website forms to Instagram messages, gather all the ways they reach out and bring them into one central spot. Direct them to your website’s lead capture form; it’s like the front door to your biz!

Step Two: Email Magic. What emails do you send after they inquire? A bunch, probably. From the “Welcome to the Fam!” to the “Your Project is Complete!” emails, write them all down and keep them handy.

Step Three: What’s Next? After that first contact, what’s your game plan? Do you chat on a call, send a quote, or maybe hit them with a questionnaire? A questionnaire’s like your secret weapon – it helps you understand their needs even before they do!

Step Four: The Quote Game. Generating quotes can be a puzzle in itself. Make sure you have templates for different types of quotes you offer – itemized, flat fee, or hourly.

Step Five: Seal the Deal. Do you need a contract? Of course! Protect yourself and your clients by having a clear contract. And don’t worry, your CRM can handle it.

Step Six: Money Matters. How do they pay? What happens after they do? Map it out. Make sure they know you’re diving into their project like a champ.

Step Seven: The Magic Happens. You’re working on the project now. Regular updates keep them in the loop and excited about the progress.

Step Eight: It’s a Wrap. You’re done! How do you wrap it all up? Feedback, deliverables, and a clear signal that your time together is coming to an end.

Step Nine: Offboarding. Don’t just vanish! Send them off with a “You Rock!” email or any final touches you have.

Put Your Email Copy and Contracts into the CRM

Once you’ve got your process down, grab those emails you’ve been sending on the fly, and put them in writing. These templates will save you time and make your communication snazzier.

Got Contracts? Put those in too. And don’t worry, we’re not talking about editing contracts each time you change your price – that’s what the invoice is for!

Build Your Automation

Time for the Fun Part: building out your process in your CRM. But remember, Rome wasn’t built in a day. Break it down into phases like booking, onboarding, project, and offboarding. It’s like building a LEGO set – one step at a time.

Which CRM should you use?

Now, what CRM should you use? There’s a whole buffet out there. I’ve got a fave – 17 Hats. It’s like a Swiss Army Knife of business management. Plus, you can snag a discount with my referral code in the show notes. But, take your pick: HoneyBook, Dubsado, HubSpot. Choose the one that vibes with your brain.

Still Feeling Lost? Hey, I get it. That’s why I’m here. I offer CRM setup services. Just book a consultation, and I’ll guide you through setting things up smoothly. You can book a consult at

Don’t Miss Out! My 17 Hats Workshop is coming in October. Shoot me an email at and I’ll make sure you get all the deets.

Remember, CRMs aren’t your enemy; they’re your business’s BFF. Let’s turn that confusion into clarity, and streamline your biz for success. Until next week, Dream Biz Rockstars! Keep chasing those dreams.


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