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Facility management companies · CRM

Hold the contract end date for every site you want, not only the ones you run.

A CRM for a facility management company is a record of sites rather than leads: the contract, the headcount deployed, the expiry date, the named admin head and the escalation history. GullySales sets up the fields your business development team must fill and the read-out your directors get from them.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of facility management companies at work in India

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for facility management companies

Sales and marketing for facility management companies, the overview.

Last updated 5 Oct 2026.

For facility management companies

Where it usually goes wrong, and what we would do.

  • “The most valuable field is somebody else's expiry date”

    A target campus becomes worth chasing when its incumbent contract nears its end. Record the current vendor and that date for every site on your list and the pipeline schedules itself.

  • “A site is several people, and they all move on”

    The admin head transfers, the procurement contact retires, the facilities manager joins a competitor. When the relationship lives in one manager's phone, the account walks out with him.

  • “The complaint log belongs with the sales history”

    A renewal is argued from the escalation record: what was raised, how fast it closed and what the audit scored. Keep that apart from the sales notes and nobody can assemble the argument.

What we do

What we deliver for facility management companies.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. Site records rather than lead records

    One record per building holding the service lines, the headcount deployed, the contract value, the start and end dates and the notice window.

    Result: You can list every contract coming up for renewal on one screen.

  2. The incumbent and the expiry date on every target

    The vendor currently running each campus you want, and when their contract ends, researched and entered so a target becomes a dated task.

    Result: Business development works a calendar instead of a wish list.

  3. Two named contacts minimum per account

    The admin or facilities head and the procurement contact held separately, with the person who signs marked and the reporting line noted.

    Result: An account survives the day one of them changes jobs.

  4. Escalations and audit scores joined to the account

    The complaint log, response times and SLA scores sitting in the same record the renewal conversation will be built from.

    Result: Your renewal case is assembled from evidence, not memory.

  5. A compliance file attached to each site

    PF and ESI registration, licences, insurance and police verification status kept current, so an RFP question is answered without three people searching.

    Result: A compliance query stops taking two days to answer.

  6. A directors' read-out

    Contracts by expiry, target sites by stage, and sites running under the agreed headcount, reported against the baseline recorded before work began.

    Result: Renewal risk shows up before the tender notice does.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

What to record, and when

What a facility management company should record about every site, and whether it needs software yet.

Incumbent provider and expiry date
For a target site, write who runs it now and when the contract ends. Reaching the admin head well before expiry beats arriving at the tender, when every rival has the same notice.
Scope and headcount deployed
Record the services (housekeeping, security, MEP, pantry, horticulture) and the staff deployed on each. A site with only housekeeping is a cross-sell target for the rest, and a larger headcount changes the renewal conversation.
Named contacts: admin head and one more
Hold at least two people on every site, such as the admin head and the procurement or finance contact. When one is transferred, the account is not left with nobody who knows you.
Escalations and how they closed
Log each complaint with the date, what was raised, who handled it and whether the client accepted the fix. A renewal meeting goes better when you can speak to the record, not to your memory.
Compliance papers per site
Attach or point to the labour licence, PF and ESI proof and insurance for each site, with the date each needs renewing. Ask your own adviser for the list, as it differs by state and service.
Do you need software yet?
A shared sheet with one row per site is enough while one person runs business development. When operations and sales both need the same account, move to a CRM. Staff data such as Aadhaar copies belongs in the HR system.

Who it is for

This is written for these facility management companies.

  • Corporate office and IT campus FM providers
  • Mall and retail FM providers
  • Hospital and healthcare facility contractors
  • Residential welfare association service providers
  • Industrial and warehouse FM contractors
  • Integrated single-vendor FM companies

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the CRM work runs

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Do we need CRM software, or will a shared sheet do?
A sheet holds a couple of dozen sites well enough while everyone updates it. Once you bid across cities with several people, version control alone justifies software. We set up either and recommend the paid one only when the volume calls for it.
Who updates this, business development or operations?
Both, on different fields. Business development owns the contacts and the stage. Operations owns the headcount, the escalations and the audit scores. We write down who owns which field so nothing sits unowned.
We know a contract's expiry but have never met the client. Do we record it?
Yes. Record it as a target with the incumbent, the expiry date and how you learnt it. Set a reminder to approach the admin head well before the date. A sheet of expiries is a calendar of tender opportunities, which most firms never write down.
Our site supervisors know the client better than head office does. How do we capture that?
Ask each supervisor to send a short note when the client's contact changes or a complaint is raised, and have business development enter it against the site. One person should own the update, otherwise two people each assume the other did it.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

From the blog

Further reading for facility management companies.

All articles

More for facility management companies

Everything else we would do for you.

Closest to this: leads and follow-up

Also for facility management companies

Or start from the overview: sales and marketing for facility management companies.

Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

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