Business systems · automation
Business systems: clients, contracts, calendar and automation
I build systems that take manual work off a company’s hands: a client and job database, contracts generated from templates with one click, pre-job questionnaires, a calendar, a client panel. I built the first such system for my own photography business and use it every day.
What runs in my own company before I offer it to you
The roland4foto.com panel runs the whole business: clients and their jobs, 12 contract templates generated from client data, 7 pre-job questionnaires the client fills in their own panel, versioned terms, a print shop, a job calendar in ICS format that shows up on the phone, an in-house newsletter, and reviews from Google, Facebook and Oferteo fetched automatically once a day.
I am not selling you an idea, but solutions I test on my own clients. I know which automations save time and which only look good in a presentation.
What I can build for your company
- Client and job database. One client card with history, documents and agreements, instead of Excel, Messenger and notes on the phone.
- Contracts and documents from templates. Enter the data once; the contract, offer or report generates itself, numbered and versioned.
- Client panel. The client logs in, sees the contract to accept, fills in a questionnaire, checks dates.
- Calendar and bookings. Job dates, team availability, reminders. Synced with the calendar on your phone.
- Automatic e-mails. Confirmations, reminders, follow-ups, a newsletter from your own domain.
- Integrations. Google Search Console, Google Business Profile, reviews, invoicing, payments.
Custom system or a subscription CRM
A ready-made CRM makes sense when your company works like thousands of others and the price list covers what you need. A custom system makes sense when you have your own way of working, several tools to connect, and no wish to pay per user every month for the next ten years. The data then sits on your server and the system grows with the company. I will tell you plainly which is better in your case, also when the answer is “buy the ready one”.
How a system is built
- A day in your company. I watch how a job goes today, from the phone call to the invoice, and note where time is lost.
- First version in a few weeks. First what hurts most, usually the client database and documents. You use it and send feedback.
- Further modules. Calendar, client panel, automation, in an order we set together.
- Care. Backups, fixes and new features under an ongoing agreement.
Questions and answers
Is this a CRM?
Yes, in the part about clients and jobs. But the system can also cover contracts, calendar, client panel and e-mails, which in ready-made CRMs usually takes three separate tools.
How much does such a system cost?
A first version with a client database and documents costs about as much as a larger company website. Further modules are quoted separately once the first version is in use. No per-user subscription.
Where is the data?
On your hosting, in your domain, with backups. You have full access and can export it at any time.
Does it work on a phone?
Yes. I build it as a web app that runs in the phone’s browser and can be added to the home screen like an app. When you need more, such as photos from the field, I add a mobile app.
Can it connect to my website?
Yes, that is the point: forms from the site go straight into the client database, and the client panel is part of the site.