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Architecture firms · CRM

Hold every enquiry, plot and fee proposal where any principal can read it.

A CRM for an architecture practice is the record of every enquiry: the plot and its locality, whether it is bought, the budget stage, who else decides, the fee proposal sent and the stage reached. It is not the drawing register. GullySales sets up those fields and gets the studio typing into them.

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

Realistic editorial illustration of architecture firms 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 architecture firms

Sales and marketing for architecture firms, the overview.

Last updated 5 Oct 2026. Rules for this trade differ by state and professional body, and they change. We describe restrictions in general terms, so check the current position with your own council or adviser before you publish anything.

For architecture firms

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

  • “The fields are about the plot, not about the person”

    Locality, plot dimension, whether the khata and the approval path are clear, and what the client believes a square foot costs. A practice that records those can tell within a week whether an enquiry is real.

  • “Project software is not an enquiry record”

    The tool that tracks drawing issues and site visits begins at the agreement. Everything before it, including every enquiry that never signed, is the part nobody keeps, and it is the part that explains a quiet studio.

  • “Two people must be able to answer the same call”

    A principal on site cannot brief a colleague from memory. What was discussed, what was quoted and what the client is waiting on has to be readable by whoever picks up the phone.

What we do

What we deliver for architecture firms.

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

  1. An enquiry record with the fields a practice needs

    Plot locality and size, ownership status, budget stage, project type, who else signs, where the enquiry came from and the stage it has reached.

    Result: An enquiry can be judged without ringing the principal.

  2. A source field short enough to be filled

    Builder, interior designer, past client, search, Instagram or a tender portal, picked from a list rather than typed out.

    Result: You can see which referral source is quietly carrying the practice.

  3. Stages named after your own steps

    Enquiry, studio meeting, fee proposal, agreement and lost, with a reason required before anything is marked lost.

    Result: The pipeline reads the way the practice actually works.

  4. The fee proposal filed against the enquiry

    The document, the figure and the date attached where anyone can find them, instead of sitting in one person's sent items.

    Result: Nobody rewrites a proposal that already exists.

  5. A short read-out for the principals

    Live enquiries by stage, the ones with no next date against them, and the ones lost since the last review, on one page.

    Result: A review meeting starts from facts instead of recollection.

  6. Training for the people who answer the phone

    Half an hour agreeing the shortest thing that must be recorded on a first call, so the habit survives past the first fortnight.

    Result: The record stays true.

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 practice should record about every plot enquiry, and whether it needs software yet.

Plot, locality and ownership status
Write the survey number or address, the locality and whether the plot is bought, under agreement or still being considered. A client who has not closed the purchase moves slowly, so know that before you draw a concept.
Who else signs off
Name the spouse, parent, partner or builder's director who approves the design and the fee, not only the person on the phone. Record it at the first meeting, while the client is still explaining the family.
Budget, in the client's own words
Note whether you were given a figure, a range or only a wish, and copy the words used. A client with a sanctioned bank loan needs a different follow-up from one who says the budget will be decided after seeing sketches.
Fee proposal sent
Record the date, the basis (percentage of project cost, rate per square foot or lump sum) and the scope covered. File the PDF against the enquiry so any principal can answer when the client rings.
Why a proposal went cold
When a proposal stalls, write one reason: another firm chosen, scope cut, plan dropped, no reply. Read these reasons before you change your fee basis or your presentation.
Do you need software yet?
A shared sheet with one row per plot is enough while one principal handles every enquiry. Move to a CRM when two principals or a business-development person must see the same proposals. Keep client IDs and plot papers in the drawing folder.

Who it is for

This is written for these architecture firms.

  • Residential and villa architecture practices
  • Commercial and corporate campus architecture firms
  • Hospitality architecture practices
  • Institutional architecture firms, schools and hospitals
  • Interior-architecture hybrid practices
  • Sustainable and green building specialists
  • Practices working on government and public sector tenders
  • Boutique single-principal practices

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

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

    Enquiries by source, reply time, conversion and cost per order, 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 reply time, a follow-up sequence, the page buyers land on 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 a CRM for twenty enquiries a year?
You need a record, and at that volume a shared sheet with the right columns does the job. The columns matter more than the software: plot, budget stage, who else decides, and the date of the next contact. Move to a proper system when two people start chasing the same enquiry.
Can the same system hold our drawings?
Keep them apart. The enquiry record is read by whoever answers the phone, while the drawing register belongs to the project team and carries versions that must never be confused with a proposal. Link the two by project name instead of merging them.
Our old enquiries are in a principal's email and phone. Can they be moved in?
Yes, but start with proposals still open and past clients likely to refer you again. Enter name, plot, last proposal sent and outcome. Cold contacts from long ago can wait. Tell people you hold their details before you message them in bulk, and check your data-protection obligations with your adviser.
Clients send site photos and plan changes on WhatsApp. Is that chat a record?
A chat is a conversation, not a record. Keep drawings and revisions in your project folder, and write one line in the enquiry saying what the client asked for and when. That line is what a second principal can read when the first is on site.
How soon would we see more enquiries?
Fixing follow-up discipline is mostly a habit change, so it can start helping as soon as your team follows the new process. Ranking for project-type searches and building referral relationships takes sustained work over a longer stretch.
Do we need to respond to every tender?
No, only the ones matching your team's real capacity and experience, since a mismatched proposal wastes effort on both sides.
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 long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
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.

From the blog

Further reading for architecture firms.

All articles

More for architecture firms

Everything else we would do for you.

Closest to this: leads and follow-up

Also for architecture firms

Or start from the overview: sales and marketing for architecture firms.

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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