Here’s some examples of business that have transitioned, and questions that you might ask to help you decide if you need a CRM system.

Example #1

A service business that is so busy that the owner hasn’t been able to send out invoices, despite the clients still booking their sessions. This has left the owner with a frustrating cashflow issue (to say the least) and a full calendar – with little time left to catch up on the backlog.

Example #2

The second example a service business that offers packages of sessions for clients, but struggles to remember which session each client is up to. They have a spreadsheet they use occasionally, but sometimes forget to update it.  If there’s no simple process to keep track of the packages, and session numbers (and they change to do appointment re-scheduling etc) then it can become embarrassing and confusing.

Example #3

The third example is all about the lead process. There are lots of enquiries received, but they’re on different platforms. The enquiries are in the form of questions, so there are a lot of conversations occurring on different platform, which becomes time consuming to respond to and follow up over time, and with more and more enquiries. Sending the enquiries to a simple landing page to book a free chat would reduce that and capture them!

Essentially if you do any of the following for your clients, or can relate to any of the examples above, then you need a CRM system!

  • Send contracts
  • Schedule appointments
  • Ask clients to complete forms
  • Have packages of multiple sessions
  • Invoice your clients
  • Manage projects (although this one probably needs a PM/CRM solution!)
  • Send out standard emails

The administration involved in managing leads, taking leads through to become clients, booking appointments and receiving money can form a huge part of your business – but it’s mostly operational.

Imagine how much more time you would have if you didn’t have to answer any enquiries, but your email templates and discovery calls provided your leads with all the info they need to make their decision?

Imagine if your clients could take control of their own flow through the funnel – without waiting for you to respond at each step!

You would have so much more time to make an impact.

If you think you need a CRM, or just need to get some clarity on your client flow and funnel, or find out what automations you could set up, then book a free Systems Audit with me and we can discuss some options. I’d love to hear more about your business!

Your Next Steps

Decide which one you need to revisit so that you can focus on transitioning to your new system successfully.  Document it and then review it again.


If you want some support to help fast track this process, or help you transition to a new system that you actually use, then can book a  free systems audit with me so we can determine where to start, and what you need to get up and running with systems.


systems audit, small business coaching


aerlie small business coach




Aerlie Wildy is a business designer. business coach and mother based in the Adelaide Hills. I specialise in designing and systemising business for growth. You can connect with me on Facebook, join my Chief Executive Entrepreneurs Facebook Group, check out my Youtube Channel or Pin with me on Pinterest.