--- title: "Workflow CRM | Less admin. More business. | Virtual Innovation" description: "Your customers and your work, in one place. Custom workflow CRMs built around your business. Start with a free 30-minute conversation." canonical: "https://virtualinnovation.co.nz/workflow-crm/" language: en-NZ --- [Skip to content](#main-content) # Less admin. More business. A Workflow CRM. Your customers and your work, in one place. [Book a free 30-minute chat](https://go.virtualinnovation.co.nz/widget/bookings/discovery-call-vi) ![Davis custom CRM showing lead ownership and follow-ups, with demonstration customer details](/_astro/case-study-davis-lead-system.D2bZQ6yJ_ZzMkkV.webp) A custom CRM we built for Davis.[Read their story](/custom-crm-case-study-davis/) ## Get ahead. One better process at a time. Sick of doing the same things every day and getting the same result? You know things could work better. We can build the software that makes those improvements happen. [Let’s chat about your business](https://go.virtualinnovation.co.nz/widget/bookings/discovery-call-vi) ## Built around your day. Owned by you. Your know-how, built into your own business asset. Your custom code and documentation, handed over to you. ### Do the work once. Stop copying the same details between tools. Connect the steps so your team can get on with the job. ### Build your advantage. Turn what makes your service different into your own software. Improve it as you learn, instead of waiting for a generic tool to catch up. ### Make handover easier. Put your processes into the system, so less depends on what’s in your head. A stronger foundation for growth or a future sale. ## Small changes. Time back. Imagine what one useful improvement could do. **2 hours**saved each week **96 hours**back each year **Nearly $5k**worth of your time NZ$4,800 at $50/hour over 48 working weeks. Illustrative time value, not guaranteed savings. Build and running costs also apply. ### How many small changes could we build into your Workflow CRM? Explore 30 possibilities ## Small fixes. Big possibilities. Close A few ideas to get you thinking. We’ll work out what fits your business and your tools together. ### Win the work - Create proposals from customer details - Follow up quotes automatically - Send enquiries to the right person - Book discovery calls - See which leads need attention ### Keep jobs moving - Turn accepted quotes into jobs - Allocate work to your team - Schedule recurring servicing - Send reminders before deadlines - Track approvals in one place ### Cut the double handling - Match expenses to jobs - Connect job details to Xero invoices - Capture receipts on the go - Keep customer details in sync - Bring online enquiries into your CRM ### Look after customers - Send progress updates - Keep notes and conversations together - Collect feedback after a job - Remind customers about renewals - Let customers check progress in a portal ### Help your team - Give new starters a clear checklist - Keep training videos in one place - Record time against jobs - Make handovers easier with checklists - Give each person a useful daily task list ### See what matters - See workload across your team - Track time and costs against a job - Spot overdue work - Summarise notes with AI - Build reports around your business Something here sound familiar? [Let’s talk about it](https://go.virtualinnovation.co.nz/widget/bookings/discovery-call-vi) ## Less double handling. More business. Cornerstone Security replaced disconnected tools with a Workflow CRM built around their team, connected to Fergus. [![Cornerstone Security’s custom CRM sales pipeline with demonstration customers and deal values](/_astro/case-study-cornerstone-workflow.CHfb35mP_ZvaU0h.webp)](/custom-crm-case-study-cornerstone/)[Read Cornerstone’s story](/custom-crm-case-study-cornerstone/) ## “It is so refreshing to be heard.” > “They can quickly deliver a solution better than we asked for! Feeling spoilt!” Davis Method Administrator, custom CRM client. Excerpts. ## See how it works. A look inside Project Hub with Stephen. Your browser does not support this video. [Open the walkthrough video](/%5Fastro/workflow-crm-walkthrough.bj0m-x%5Fd.mp4).Less admin. See it in action.Watch the walkthrough2 min 36 sec We couldn’t load the walkthrough here. [Open the walkthrough video](/%5Fastro/workflow-crm-walkthrough.bj0m-x%5Fd.mp4). Stephen’s Workflow CRM walkthrough. ## Your questions. Answered. Search all 34 questions ### What is a custom workflow CRM? Workflow CRM is the name we’ve given our approach at Virtual Innovation. It starts with customers and sales, then goes further into the work that happens next: production, training, jobs and whatever else your business needs. Got an idea? Let’s talk it through. This becomes part of how your business runs. ### Who do these CRMs work for? Usually teams of 3 to 15 people, sometimes more, who know inefficient processes are holding them back. You might not want to hire another full-time person just to keep up with admin. If a tool could fill that gap and help your current team do more valuable work, we should have a chat. ### Will the CRM work for e-commerce? It really depends. We don’t integrate heavily with e-commerce platforms yet, but in the right circumstances it could work. Our Workflow CRM is a stronger fit for businesses with higher-value sales, where understanding what each customer needs and following up properly can make a big difference. Tell us how you sell and we’ll be honest about whether it’s a good fit. ### Can we start small? Yes, 100%. Pick one thing that’s driving you a bit mad and let’s make it better. That might be following up enquiries, allocating jobs or getting approvals. Once it’s working well, we can build on it. You don’t need to tackle the whole business at once. ### Do I need to know what system we need before we talk? Not at all. You know your business; we’ll help with the software side. Bring us the messy spreadsheet, the process that takes forever or the thing everyone keeps forgetting. We’ll work out together whether a custom system makes sense. ### Do I need to be technical to use it? Nope. If your team needs a technology degree to use it, we’ve missed the point. We use familiar wording and straightforward screens, built around what people actually need to do each day. ### What happens in the first chat? We spend 30 minutes getting to know your business and where things get frustrating. No presentation needed, and no pressure to go ahead. If we can help, great. If another option makes more sense, we’ll say so. ### Where are you based, and how big is your team? We’re a team of around 10, with three of us in Auckland, New Zealand, and team members in the Philippines. Our Auckland base is Stonefields. We’re happy to come to your office locally, and we meet plenty of clients online too. With a name like Virtual Innovation, that probably makes sense! ### How long have you been in business? We’ve just passed 10 years! That’s a big milestone for a Kiwi company, and we’re pretty excited about it. We love getting to know the people behind a business and building things that make their working day better. ### Can the CRM match the way we already work? That’s the whole idea. We build around your day, your language and the way your team gets things done. We’ll also ask whether a few steps could be simpler. There’s not much point turning a clunky manual process into a clunky digital one. ### Can different team members see different things? Yes. Your sales team, production team and business owner don’t all need the same view. We’ll work through who needs to see and change what, so people have the information they need without everything else getting in the way. ### Can it handle leads, customers and jobs in one place? Absolutely. An enquiry can become a customer, then a job, without your team typing the same details all over again. We can bring in production, training and other steps too. We’ll start with the connections that make the biggest difference to your day. ### Can we use our new CRM with AI? Yes. We can connect it using your own AI API keys, so it works directly with your chosen provider. Think drafting replies, summarising notes or helping with repetitive admin. We’ll agree what information it can use and where a person should check the result. AI is optional; it needs to be useful. ### Can we use it on our phones? Yes. We can make the things you need on the go work nicely on phones and tablets. Checking a customer, adding a note or updating a job shouldn’t mean waiting until you’re back at your desk. Tell us where you work and we’ll design around that. ### Can you build an iPhone or Android app too? Yes, we can build a dedicated iPhone or Android app for an extra charge if you need one. We also use PWAs a lot. These are web apps you can add to your home screen, so they can feel like an app with less upkeep and cost. We’ll help you choose based on what it needs to do. ### Can it connect to Xero and the tools we already use? Yes, we can build integrations with tools like Xero, Google Workspace (G Suite) and Microsoft 365\. We want you to keep using the tools you know, while the CRM takes away double handling and does more of the heavy lifting. How closely they connect depends on what each tool allows, which we’ll check with you first. ### Can you move our existing customer data across? Yes, we can help. We’ll look at where your information lives, what you want to keep and what needs a tidy-up. The aim is to bring across useful history, without dragging years of clutter into your fresh start. ### Can we move from Pipedrive? Yes. If you’ve outgrown Pipedrive, or just want something simpler that fits you better, let’s have a look. We’ll work through your customer data, sales stages and connected tools, then plan a move that makes sense for your team. ### Do we need to tidy our data before migration? A bit of a tidy-up helps, but you don’t have to sort it all before talking to us. We’ll help spot duplicates, missing details and old records. Then we can decide together what’s worth keeping and what can be left behind. ### Will we need to stop work while we change systems? We know the business still needs to run. We’ll plan the changeover with you, test the important bits and agree when to make the switch. If any downtime is needed, you’ll know about it beforehand. ### Can we try it before the whole team changes over? Definitely. A small group using it on real work is a great way to see what feels right and what needs tweaking. We’d much rather hear “could this be easier?” early, then make it better before everyone jumps in. ### Will you train our team? Yes, happily. We can work through it with your team, and we love making short four- to five-minute training videos as needed. You can watch them again and again, because nobody remembers everything from one training session. They’re handy for new team members too. ### How much does a custom workflow CRM cost? The systems we’ve built have usually ranged from around NZ$10,000 to $50,000, depending on what’s involved. We’ll agree the scope and quote before starting. Get this right and it can help you grow without adding another admin role, or free your existing team for higher-value work that brings in more business. ### Are there ongoing costs? Yes. We look after the database and the technology that keeps it running, but our costs generally aren’t based on how many users you have. We’ve seen monthly software bills go from $2,000 to around $100\. That’s an example, not a quote for every business. We’ll show you the running costs for your setup, including any paid tools. ### What do we own at the end? You own the custom code we build for you, with the documentation handed over too. Your processes and know-how become part of your own business asset, and your data stays yours. Any third-party tools keep their own licences. We’ll talk you through that so you know exactly what you’re getting. ### How do we know it is worth it? Let’s put some numbers around what’s slowing you down. How much time goes into retyping details, chasing updates or fixing mistakes? Giving that time back could mean fewer extra hires, or your current people spending more time helping customers and bringing in business. We weigh that potential value against the build and running costs. ### Can we add more later? Absolutely, and you probably will as new ideas come up. The good part is that each new feature should have a job to do and a return on the investment. We’ll help you decide what’s worth building next, rather than adding buttons just because we can. ### How long does a first stage take? Six to twelve weeks is a realistic starting point. It depends on the scope, the integrations and how quickly we can make decisions together. Also how many people want to put their opinion in, haha! We’ll agree a sensible timeline before we start. ### What support do we get after launch? We don’t just hand it over and disappear. Our usual build includes 30 days of post-launch support to help everyone settle in. After that, we can keep looking after it and help with improvements. We’ll agree what’s included so you know who to call. ### Can the CRM change as our business changes? Yes, that’s one of the best parts of owning your system. New service? Different workflow? Bigger team? We can build on what’s already there. Your team’s real experience will help us decide which changes are worth doing next. ### Who looks after hosting and maintenance? We can take care of the database, hosting and technology behind the scenes, so it’s not another thing on your list. We’ll explain the ongoing arrangement and what it covers. If you have your own technical team, we’re happy to talk through that setup too. ### Can you help when something changes in Xero or another connected app? Yes. Other tools do change, and we can help keep the connections working. We’ll check what’s affected and explain any work or cost involved before going ahead. You don’t need to figure out the technical side on your own. ### How do you look after our data and backups? We’ll talk through who should have access, what needs backing up and how we’d get you running again if something went wrong. If your business has particular privacy or security requirements, tell us early so we can build those into the plan. ### Are we tied to Virtual Innovation forever? No. We’d love to look after you for as long as you want us to, but you own the custom code we build and can keep using it. The code and documentation can go to another team if you choose. Third-party tools have their own licence terms. Any questions about ownership or licences? Just ask us. No match. Try another word, or ask us when we chat. Browse all 34 answers ## Let’s get your time back. A free 30-minute conversation. If we can help, great. If not, no pressure. [Book your free 30-minute chat](https://go.virtualinnovation.co.nz/widget/bookings/discovery-call-vi)