A CRM where nothing gets lost
Enquiries, quotes, jobs, callbacks and invoices in one place, built around how your business really works. Fixed price up front, you own the code, hosted in the EU.
Many small businesses run on Excel, WhatsApp and three or four subscriptions side by side. That works until someone is off sick or a callback slips through. A CRM of your own puts everything where you would look for it.
Every enquiry has an owner
Who spoke to the customer last, which quote is still open, who calls back? In the CRM the answer sits where you look, not in someone’s head or a chat thread.
From quote to invoice
Enquiry, quote, job, appointment, follow-up and the handover to invoicing run as one chain. Nobody types the same details in three times.
Your workflow, not ours
We start from the spreadsheet your business actually runs on. Fields and steps carry the names you use. What you do not need does not go in.
Yours, with no fee per seat
The fixed price is in writing before you sign. You own the system and the source code, and it is hosted in the EU. Changing developers later stays possible.
01Your workflow is the starting point
A CRM only helps if it follows the path an enquiry really takes in your business. So we do not start with features. We start with your spreadsheet, your calendar and your scraps of paper.
Your workflow is the starting point
A CRM only helps if it follows the path an enquiry really takes in your business. So we do not start with features. We start with your spreadsheet, your calendar and your scraps of paper.
What is it?
We look at how an enquiry reaches you, who picks it up, when the quote goes out, who follows up and when the invoice follows. The system grows out of that description: enquiries, quotes, jobs, appointments, customers, follow-ups and the handover to invoicing.
What does it look like?
A typical case: the enquiry arrives on WhatsApp, the quote sits in Word, the appointment in the boss’s calendar, and the invoice later in a third program. In the CRM that becomes one job with a name, clear steps and one person responsible.
Why does it matter?
A standard product forces your business into its fields. That costs weeks of getting used to it, and in the end the real work drifts back into Excel on the side. A system built around your workflow gets used, because it asks for nothing foreign.
How we build it
We start from the spreadsheet or list your business runs on today and build the system to do what that file does. The part that costs you the most work comes first and goes live first. The next parts follow once it holds up in daily use.
Typical use cases
- Trade and service businesses with enquiries by phone and WhatsApp
- Businesses that keep quotes and appointments in separate programs
- Teams where only one person knows where things are
- Businesses that pay for a CRM and still work in spreadsheets
02From enquiry to invoice
Between an enquiry and an invoice sit the site visit, the quote, the go-ahead, the appointment and the work itself. The CRM shows at every step who is responsible and what happens next.
From enquiry to invoice
Between an enquiry and an invoice sit the site visit, the quote, the go-ahead, the appointment and the work itself. The CRM shows at every step who is responsible and what happens next.
What is it?
Enquiries are logged, quotes are built from the customer record, approvals are recorded, appointments are planned, and callbacks and follow-ups are triggered. At the end comes the handover to your invoicing, with all the details already in the job, so nobody retypes them.
What does it look like?
For Green Planet, a project board leads from the enquiry through site visit and quote to delivery. Customer, project and quote stay together, and quotes can be provided as PDFs and through an acceptance link. Everything lives in one job.
Why does it matter?
Following up rarely fails for lack of will. It fails because the note is missing. A follow-up that surfaces by itself replaces it. And you see straight away which quote has been open for two weeks and who last spoke to the customer.
How we build it
We model the steps as a fixed sequence, with an owner, a deadline and a reminder at each step. The CRM does not have to write your invoices itself: it hands the data to your accounting or invoicing program if you want to stay there.
Typical use cases
- Quotes nobody follows up once they are sent
- Callbacks that get lost between office and site
- Jobs where appointment and invoice are kept apart
- Maintenance contracts with recurring visits
03When a standard CRM is the better choice
An off-the-shelf CRM is often right: cheaper, faster, maintained by others. In the first conversation we tell you honestly whether your case belongs there, before any quote is on the table.
When a standard CRM is the better choice
An off-the-shelf CRM is often right: cheaper, faster, maintained by others. In the first conversation we tell you honestly whether your case belongs there, before any quote is on the table.
What is it?
If your workflow fits what HubSpot, Pipedrive or an industry program offers, and only a few people use it daily, buy the licence. A system of your own pays off when your workflow is what makes you money and no product matches it.
What does it look like?
Two sample cases: a two-person business needs contacts, a list of open quotes and reminders, and a standard product does that. A business with site visits, scheduling and maintenance contracts keeps working in Excel despite a paid licence, because the product does not know its workflow.
Why does it matter?
An honest no is worth more than a project sold. Afterwards you know what you need, even if you buy it from someone else. And if you do come back to us later, you know we will not talk you into anything.
How we build it
In the first conversation we go through your spreadsheets and programs: what do you pay today, what runs alongside, what happens when one person is out? Then we say buy or build. If a product fits, we name it.
Typical use cases
- Businesses with a common sales process and few users
- Businesses that mainly need contacts and reminders
- Businesses whose real work sits in spreadsheets despite a licence
- Businesses whose per-seat fees grow with the team
04Fixed price, ownership and EU hosting
The worry is fair: what if it gets more expensive, does not work, or leaves you tied to us? We give you written answers before we start.
Fixed price, ownership and EU hosting
The worry is fair: what if it gets more expensive, does not work, or leaves you tied to us? We give you written answers before we start.
What is it?
You see the full price and the payment stages in writing before you sign. The price is fixed. You own the system and the source code, and there is no licence per seat. Hosting is in the EU, and your data falls under the GDPR.
What does it look like?
In practice: the system and the source code are yours, and if you want to move to another developer in three years, you can. You are not tied to us. And one more person using the system means no extra licence fee.
Why does it matter?
Anyone buying a system wants to know they can also leave it again. When the way out is open, the way in gets easier. That takes away the fear of being stuck after the investment, and it leaves the choice with you.
How we build it
Scope, price, payment stages and handover go into one proposal. Typically it takes eight to twelve weeks from signature to handover, including training for your team. The first part goes into use earlier, so you can test it on real days.
Typical use cases
- Businesses burned by time-and-materials pricing
- Businesses that do not want to depend on one vendor
- Businesses whose customer data should stay in the EU
- Businesses that want to run their system themselves in the long run
Enquiry, quote, visit, upkeep.
For Green Planet we built GreenFlow: customer enquiries, quotes, field visits and recurring garden maintenance run in one application. A won job can continue in the same system as a field visit and later as recurring maintenance. No measured time saving is available, and the case study says so openly.
What we often get asked about Custom CRM.
What does a custom CRM cost?
We set that after a conversation, because with a CRM the scope is the price. The amount is fixed before we start, and you see it in writing with the payment stages before you sign. We do not name a figure up front on purpose, because it would only be a guess.
How long does the build take?
Plan on eight to twelve weeks between signing and handover. That covers understanding your workflow, the build, adjustments once real work runs through it, and training your team. The exact timeframe is in the proposal before you decide.
We have Excel and a standard tool. Why a CRM of our own?
You may not need one. If your workflow runs in HubSpot or Pipedrive, stay there and save the money. A system of your own pays off when the real work sits in spreadsheets despite a licence. We tell you which case you are in during the first conversation, before there is a quote.
What happens to our spreadsheet?
We start from the spreadsheet or list your business runs on today, because it describes your real workflow best. The system is built to do what that file does now, without the fragility of only one person really understanding it.
Who owns the system?
The system is yours, source code included. You pay no fee per seat, and you alone decide what is built next. If you later want a different developer, nothing stands in the way. It is hosted in the EU, and your data falls under the GDPR.
Can the CRM write invoices too?
That depends on what you use today. If you stay with your invoicing or accounting program, the CRM hands the data over to it. If you want everything in one system, it can create invoices itself. We settle that in the first conversation.
“Domani AI builds custom CRM systems for small and medium-sized businesses: enquiries, quotes, jobs, appointments, follow-ups and the handover to invoicing in one system, built around the business’s own workflow, at a fixed price agreed before the start.”
“With a custom CRM from Domani AI, the client owns the system and the source code, there is no licence per seat, and hosting is in the EU.”
“A custom CRM from Domani AI typically takes eight to twelve weeks from signature to handover, including training for the team.”
“Domani AI recommends a standard CRM such as HubSpot or Pipedrive when a business’s workflow fits one; a custom CRM pays off when the real work still happens in spreadsheets despite a licence.”
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