Custom CRM Build for a National Cleaning Company

Custom CRM Build for a National Cleaning Company

1. Project Overview

A rapidly expanding national cleaning company needed a centralised, easy-to-use CRM system to manage leads, contracts, client communications, scheduling, and team coordination — all in one place. Their existing process relied heavily on spreadsheets and disjointed tools, limiting their growth.

2. The Challenge

The client was struggling with:

• Disorganised customer data across multiple platforms
• Missed follow-ups due to lack of automation
• No visibility into employee availability or job status
• Difficulty scaling operations efficiently

They needed a scalable system that matched their workflows and gave them better control over operations.

3. Our Approach

We started with a discovery workshop to map out their internal processes, pain points, and ideal workflows. We created a blueprint for a custom CRM that could handle sales pipeline management, job tracking, task assignments, and customer communications.

4. The Solution

We built a fully customised CRM with:

• Lead intake forms integrated into their website
• Automated task assignments based on job location and staff availability
• Contract and document management
• Internal notes and communication logs
• Client portal for quote approvals and service tracking
• Dashboards with real-time metrics for admin and managers

The system was cloud-based, mobile-friendly, and designed to grow with their business.

5. Results & Impact

• 70% increase in lead response time
• Time saved: Reduced manual data entry by 60%
• Improved client retention: More consistent follow-ups
• Operations scaled: CRM now supports 5 regional branches

6. Client Feedback

"This CRM transformed how we run our business. Everything’s connected and simple. Our team can focus more on customers instead of chasing paperwork."
– Operations Manager, CleaningCo

7. Tech Stack / Tools Used

• Laravel
• Postgresql
• Twilio for SMS notifications
• AWS for hosting and file storage
• **3rd-party integrations (e.g., QuickBooks)
  **

8. Screenshots / Visuals

9. Next Steps / Ongoing Support

We continue to provide monthly support, CRM enhancements, and reporting upgrades as the company expands into new territories.