A quote request sits in your inbox while you're on a job
Route website enquiries into a record and send an acknowledgement, so the customer knows it arrived.
Fix forgotten enquiriesIf enquiries keep slipping through
Stop losing your next customer to an email you forgot to send
An enquiry arrives while you're working. You reply later, write a quote and make a note to follow up. Meanwhile, another person books a job and needs their next instructions. By Friday, those small tasks have spread across several apps.
Simple CRM automation for small businesses gives you a record, a status and a next action for each person. The repeat steps you choose run on their own. You still decide what needs a personal reply.
What changes for you
Swap a scattered inbox for one record that shows each customer's next step
Before
- Enquiries wait in your inbox while you're on a job.
- Customer details sit in email, phone messages and spreadsheets.
- Quote follow-ups rely on you remembering.
- Follow-ups keep going after a customer replies or buys.
- A failed connection goes unnoticed until a customer tells you.
After
- Each enquiry lands in a customer record with its source.
- One record holds the details, notes and current stage.
- A reminder appears when a quote is still waiting.
- Replies, purchases and opt-outs stop the follow-ups.
- You get an alert when a connection needs attention.
What you can automate depends on your tools, access and the agreed scope.
Where your replies go missing
Spot the gap that is costing you replies and go straight to the fix
Pick the gap that sounds like your week to jump straight to the service that closes it.
Customer details are split between email, phone and spreadsheets
Bring contacts, notes and stages into one record for each customer.
Put my customers in one placeNew customers have to ask what happens next
Send the next-step information after a confirmed booking or purchase.
Guide my new customersQuotes go out and nobody follows them up
Get a reminder when a quote is still waiting and send an approved follow-up.
Follow up my quotesYou are unsure who agreed to receive marketing
Sort customers by permission before any reactivation email is sent.
Check my email permissionsFollow-ups keep going after someone replies or buys
Add stop rules and test them before launch, so customers only get relevant messages.
Stop the wrong messagesTwo apps show different details after a silent sync failure
Add error alerts and duplicate checks to the connections between your tools.
Get alerts when a sync failsNot sure which gap is costing you most?
Describe what keeps slipping in a few lines. You get a written next step.
Get my written next stepFind your fix in one click
Choose the problem you want off your plate and see the service that solves it
Tap the situation that sounds familiar. The matching services appear below.
Showing all services.
Work you can hand over
Hand over CRM setup, follow-ups and email automation and keep every customer's next step moving
Get every customer in one organised record
Each enquiry and customer gets a useful home: contacts, relevant fields, notes, ownership, stages and a view of what needs doing next. Your data is only moved or tidied to the scope you agree, with suitable access.
What gets done
- Contact setup
- fields and tags
- duplicate checks
- enquiry stages
- customer records
Get every enquiry recorded and routed for a reply
Your website forms and other suitable enquiry sources connect to the system you use. Each enquiry is recorded with its source and sent to the right place for a reply, with an acknowledgement where appropriate.
What gets done
- Form-to-CRM connection
- notifications
- source tracking
- basic qualification
See which quotes are waiting and follow them up before they go cold
Your sales pipeline shows which quotes are waiting, which jobs have moved on and who needs a response. Reminders and follow-up messages go out on schedule and stop as soon as the status changes.
What gets done
- Pipeline stages
- quote reminders
- owner alerts
- reply and sale stop rules
Send useful emails the moment subscribers take action
Your subscribers get useful emails when they join, request information or take another agreed action. Lead nurture sequences are built around the messages you want to send, with permission and unsubscribe rules checked before launch.
What gets done
- Welcome series
- segmented messages
- scheduled campaigns
- permission checks
Give new customers their next steps without writing each email
Your new customers get what they need after a confirmed booking or purchase: the next step, a request for any details you need and a consistent process. Transactional and marketing emails are handled separately.
What gets done
- Booking confirmations
- onboarding instructions
- document requests
- progress notifications
Reconnect with past customers who agreed to hear from you
You find the customers who might welcome a relevant follow-up and confirm who can lawfully receive marketing. Each message gets suitable timing and an exit rule, focused on real customer relationships.
What gets done
- Customer segments
- reactivation campaigns
- suppression lists
- unsubscribe handling
Get your apps sharing details and alerting you when one fails
Your CRM integration links compatible forms, calendars, payment events, spreadsheets and other software through Make.com, webhooks or APIs. You get clear error handling, sensible retry rules and an alert when something fails.
What gets done
- Make.com workflows
- webhooks and APIs
- field mapping
- deduplication
- alerts
Go live knowing every step has been tested
Your journey is checked before it goes live, using realistic examples, duplicates, replies, purchases, opt-outs and failed steps. You get clear handover instructions and a personalised recorded walkthrough of your finished setup.
What gets done
- Workflow map
- test scenarios
- approval rules
- recorded handover
No service matches that yet. Describe your problem and get a written next step.
Want more of your week back beyond customer follow-up? See business automation for admin and workflows or AI implementation for chatbots and AI tools.
Can't see your exact problem? Get a written scope for it with no sales call
Share the tools you use and where follow-ups slip. You get a written next step before you commit to anything.
How your customer journey runs
Automate customer follow-up from first enquiry to next step, with a check at every stage
Every enquiry gets captured
The customer fills in a form or contacts you through an agreed channel. Their details enter the right record where the connection allows it.
You see the next step
The CRM records the enquiry type, owner and current stage so you know what is waiting.
The right response goes out
A suitable acknowledgement, reminder or approved email is triggered when the agreed condition is met.
Follow-ups stop when things change
Replies, purchases, bookings, opt-outs and other status changes prevent irrelevant follow-ups wherever the integration supports those checks.
You check what happened
You can see the status of the process, spot exceptions and take over when a personal response is needed.
Tools you can connect
Keep the tools you already pay for and link them through Make.com, webhooks or APIs
Each of these can often pass details to the others, so you stop copying information by hand.
Website forms
A new enquiry can create or update a customer record.
Calendars and booking tools
A booking can send a confirmation and update the record.
Payment events
A confirmed payment can start the onboarding emails.
Spreadsheets
Existing lists can be tidied and synced to the scope agreed.
Email platforms
A new subscriber can join the right sequence when they opt in.
CRMs
Records, stages and owners can update as work moves on.
Whether a specific tool can connect depends on its available integrations, your plan and the permissions on your account. This is checked during scoping, before anything is agreed.
Jobs you can hand over
Free up time by automating a job you already repeat
The busy tradesperson
A quote request goes into a customer record. You get the details you need, send the quote and receive a reminder if it is still awaiting an answer. Once the job is accepted, the follow-up sequence stops.
The independent consultant
Someone requests a useful resource. If they have opted in to relevant marketing, a welcome sequence provides the promised information and sends agreed follow-ups. A reply is flagged for a personal response.
The appointment-based business
A customer books an appointment and receives the information needed beforehand. The record updates after the appointment, and any separate promotional follow-up follows the correct permission rules.
These are example workflows. What you can automate depends on your existing tools, access and agreed scope.
Is this right for you?
Built for you if you do the work and answer the enquiries
You might be a sole trader, freelancer, self-employed professional or a team of up to 10. You may already have a CRM, or you may manage everything in email and spreadsheets. Your starting point is what you use today.
You are a good fit if you run a service business, trade, consultancy, local professional service or another small firm that talks to the same customers again and again.
Who you can email
Know who you can email before a campaign goes out
UK marketing email is covered by the Privacy and Electronic Communications Regulations (PECR). The rules depend on who you are emailing.
Sole traders and some partnerships
UK rules treat them like individuals. Marketing emails generally need their consent or a qualifying soft opt-in.
Limited companies and other corporate bodies
Different rules apply. Personal data and opt-out requests still need handling properly, so not every business list is safe to email.
Sending at high volume
If you send more than 5,000 emails a day to personal Gmail accounts, Google requires SPF, DKIM and DMARC checks and one-click unsubscribe.
This is general information, not legal advice. Your intended use is reviewed during scoping. Read the ICO guidance on business-to-business marketing and Google's email sender guidelines.
Your brief in five lines
Get an accurate written scope first time by including these five details
A short note on each is enough. Leave passwords and login details out of your brief. Access is agreed after the scope.
Get my fixed-price proposal- Where enquiries arrive: website form, email, phone or booking tool.
- The names of the tools you use now, including any CRM, email platform or spreadsheet.
- The point where work gets missed or delayed.
- The messages you want sent, and when.
- How you collected permission, if you plan to email past customers.
What happens after you send your brief
Know what's being changed before anything goes live
Everything happens remotely and in writing, from your first brief to your recorded handover.
You describe what's happening
Share the customer journey, the tools you use and the point where work gets missed.
You get a written scope and fixed price
It shows what is included, what access is needed, any software costs and the agreed price. Where a defined service has a working instant checkout, you can pay directly.
Your setup is built and tested
Connections and messages are configured within the agreed scope. Triggers, permissions, stopping rules and failure alerts are tested with suitable example records.
You get your handover
You'll receive the working setup, useful written instructions and a personalised recorded walkthrough. Any ongoing support or later changes are agreed separately unless expressly included.
Get my written scope and price
Third-party software subscriptions, sending costs and paid add-ons are quoted separately where relevant. No call is required for the standard written enquiry route.
Who builds your system
Get your system built by a consultant with over 30 years in websites and digital operations
Your work is handled by the independent digital and business-systems consultant who leads PassivAi®. Past work includes lead capture forms, CRM-linked customer journeys, automated email follow-ups and integrations between business tools.
You end up with a working process you understand, with ownership and access agreed before anything is built.
Your questions answered
Get the details before you hand over customer information
Do you need an existing CRM to start?
No. What you use now is reviewed first, to see whether a straightforward small business CRM setup would help. Any tool suggestion depends on the features you need, the pricing and its integration options.
Will it work with your current email platform?
Often, yes. It depends on your provider's available integrations, permissions and plan limits. Your existing setup is reviewed before a new platform is suggested.
Can you approve the emails before they go out?
Yes. Drafts and proposed sequences can be reviewed before activation. You can also keep important decisions and sensitive messages subject to manual approval.
Will customers get messages after they've replied or bought?
The workflow should include exit and suppression rules to prevent irrelevant follow-ups. Those rules are tested before launch, subject to what your connected systems can report.
Can you email all your previous customers?
That depends on why their details were collected, the type of recipient, the marketing permission or qualifying exemption and the content you plan to send. The intended use is reviewed, and appropriate consent, opt-out and suppression steps are configured. Legal advice may be needed for uncertain cases.
Does it suit a one-person business?
Yes. One clear process can be enough for a first project. There's no requirement to buy a large CRM system or automate every part of your business.
Who owns your customer data?
Your permissions, accounts, responsibilities and handover arrangements are agreed before implementation. Data protection roles and agreements should reflect the actual service and tools used.
What happens if an integration fails?
Where your chosen tools allow it, monitoring and error notifications can be added. Any limits are explained, together with how to identify and handle exceptions.
Do you need to book a sales call?
No. Describe the problem in writing. You'll receive a written next step and a scoped proposal if the work is a fit. A call is only an option for larger projects when useful and mutually agreed.
What's included in the price?
You'll receive an itemised written scope showing the deliverables, agreed price, third-party costs, delivery conditions and handover arrangements before you commit. Fixed-price packages can be paid directly when a verified checkout is available.
More ways to free up your week
Fix the rest of your business admin with the service that matches it
Find the right service for the problem costing you most
Compare every PassivAi® service for very small businesses in one place.
Find my best-fit serviceGet routine admin running in the background
Business automation covers wider admin and workflows beyond customer follow-up.
See the automations that fit my businessGet AI tools set up, tested and handed over
AI implementation covers chatbots and AI tools built into your daily work.
Get my AI set-up built and testedYour next step
Get your customer records and automated follow-ups working together
Share where enquiries arrive, where they go next and which message you keep meaning to send. You get a review of what you use now and a written scope with a fixed price.
Get my fixed-price proposalNo compulsory calls. No purchase until you've seen the scope and price.
P.S. Each week a quote waits without a follow-up is a week that customer could choose someone else. Send your brief with the name of any CRM or email platform you use, and you see what can connect before anything new is suggested.