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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 8 Nov 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 receive a few enquiries a year and the principals remember each one, so a system would hold less than their memory
  • Your old enquiries sit in personal email and phones and nobody will agree to move them, so the record would start empty
  • You hope the system will hold drawings and site photographs, which belong in your project files and not in an enquiry record

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

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 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.
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

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