Core CRM Concepts for Contractors
Keep the data model lean so everyone uses it daily.
- Company/Contact (name, phone, email)
- Project (type, service area, target start date)
- Bid value (range or estimate), bid due date
- Lead source (web, referral, repeat, ad, PM, architect)
- Status (pipeline stage) and a single Next Step + due date
- Tags (trade, vertical) for quick filtering
Build a Simple Pipeline (Stages & Definitions)
Use clear, unskippable stages so forecasting is trustworthy.
- New Lead → Qualified → Site Visit → Estimate Out → Follow-Up → Negotiation → Won/Lost → Nurture
- Define “entry/exit criteria” for each stage (e.g., Estimate Out = proposal sent and logged)
- Require a Next Step with date at every stage
Lead Capture & Intake That Actually Works
Make it effortless to get leads into the pipeline and routed fast.
- Website form with required fields and auto-assign by service area
- Phone intake script: scope, address, photos, timeline, budget
- Track source on every lead for ROI reporting
- Respond within 15–60 minutes during business hours
Follow-Up Cadence & Light Automations
Consistency beats heroics. Use simple reminders and templates.
- Follow-up after proposal at 24h, 72h, and 7 days
- Templates for: “Thanks for the inquiry,” “Proposal sent,” “Follow-up,” and “Last check-in”
- Set tasks at stage changes; roll overdue tasks into a daily list
From CRM to Operations: Clean Handoff
When a deal is marked Won, convert it immediately into operations so nothing is retyped.
- Create the estimate/proposal in Werx Estimates or import your final numbers
- Convert to a Contract Project with a Schedule of Values (SOV)
- Set billing method: AIA/progress or T&M; define retainage/stored materials
- Enable online payments and sync to QuickBooks Online
Reporting & KPIs You Should Watch
These few metrics tell you if the pipeline is healthy.
- Win rate by lead source and project type
- Average response time to new leads
- Pipeline value and aging (days in stage)
- Cycle time (lead → estimate sent → won)
Common CRM Mistakes (and Fixes)
Overcomplication kills adoption; vagueness kills forecasting.
- Too many fields → keep essentials; add tags for nuance
- No stage definitions → write entry/exit rules
- No owner → assign every lead to a person, not “Team”
- No next step → require one dated task per open deal
Rollout Checklist for Small Teams
Launch fast, then improve with feedback.
- Pick a tool (starter CRM or spreadsheet) and load fields/stages
- Import active leads; assign owners; set first Next Step
- Create four email templates and a follow-up schedule
- Review pipeline weekly; update KPIs monthly
Where Werx Fits After the Win
Use CRM for pursuit; use Werx to deliver and get paid.
- Turn approved proposals into SOVs, contracts, and pay apps
- Track time in the field with the Werx Field App
- Collect deposits and progress payments online
- Keep books clean via QuickBooks Online sync
FAQs About Contractor CRMs
Do I need a dedicated CRM or can I start with a spreadsheet?
Start simple—many small teams launch with a shared spreadsheet using the fields/stages above. As volume grows, move to a lightweight CRM to automate tasks and reminders.
What fields should every new lead capture?
Contact info, project type/location, bid value or range, bid due date, lead source, status, and a single next step with a due date.
How often should I follow up after sending an estimate?
Try a 24h, 72h, and 7-day cadence with short, helpful messages. Every open deal should always have a scheduled next step.
TL;DR Recap
- Keep CRM fields and stages lean so the team uses them daily
- Require a dated Next Step on every active deal
- Measure win rate, response time, aging, and cycle time
- After the win, hand off to Werx for estimates, SOVs, billing, and QuickBooks sync
