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Business automation and RPA companies · CRM

Record the process, not just the company, or the quote starts from nothing.

A CRM for an automation firm holds the account, the named process, the systems it touches, the stage from discovery to support contract and the people who decide. GullySales defines the stages and fields, then builds the read-out that shows which pilots are ageing and which clients have a second process waiting.

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

An operations manager reviews an invoice workflow with an automation consultant

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 business automation and RPA companies

Sales and marketing for business automation and RPA companies, the overview.

Last updated 6 Oct 2026.

For business automation and RPA companies

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

  • “One record for a company hides five processes”

    A client with invoice entry, reconciliation and onboarding to fix has three deals. A single line for the company hides which one moved and which is stuck.

  • “Support and licence dates live in someone's inbox”

    A support contract that lapses or a platform licence due for renewal is remembered only when the client complains. The date belongs on the account, with a name beside it.

  • “Partner-sourced leads live in the partner portal”

    A referral recorded only in the vendor's portal is invisible to your own team, and nobody can say how many pilots came from that source.

What we do

What we deliver for business automation and RPA companies.

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

  1. One opportunity for each process

    A client with three processes has three opportunities on one account, each with its own stage, owner and next step.

    Result: You can see which process is stuck at which stage.

  2. Stages with an exit rule

    Discovery held, process walked, proof of concept scoped, proof passed, proposal sent, signed, live and under support, each defined by one thing that must be true.

    Result: A deal cannot sit in proof of concept without a pass mark.

  3. Systems and owner fields

    The software the process touches, the person who owns it on the client's side and the person who signs, held as separate contacts.

    Result: A deal does not die when the champion changes jobs.

  4. Support and licence dates on the account

    Go-live date, support contract end, licence renewal date and the person responsible, with a view of the ones coming due.

    Result: A renewal is a call you make, not one you receive.

  5. Source and partner fields

    Vendor referral, ERP partner, search, own client or event on every enquiry, with the partner's name where there is one.

    Result: You can tell a source that sends pilots from one that sends names.

  6. A pilot ageing read-out

    Open pilots by stage and by days in that stage, with the second-process opportunities on live accounts beside them.

    Result: A pilot that stopped moving is seen while it can still be saved.

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 an automation firm should record about every account and process, and whether a CRM is needed yet.

The process, in the buyer's words
Write what the team calls the chore, such as vendor invoice posting, not what you call it. This wording drives your pages and your first reply to the next buyer.
Systems and the person who owns the process
Record the software the work moves through and the process owner as a separate contact from the signer. Without the owner, the process walk cannot be booked.
Volume as the owner counts it
Note what the buyer says about items handled and time taken, marked as their estimate. Replace it with what the process walk shows, and keep both.
Proof of concept scope and pass mark
Record what was promised, on which data and who signs the verdict. A pilot with no recorded pass mark has no way to end except by argument.
Support contract and licence dates
Store the go-live date, the support end date, the licence renewal and who holds the licence, and have the list of dates coming up read out in each pipeline conversation.
Do you need software yet?
A sheet is enough while one person sells and processes are few. Move to a CRM when a second person sells, when partner leads arrive, or when renewal dates start to slip.

Who it is for

This is written for these business automation and RPA companies.

  • UiPath, Automation Anywhere and Blue Prism implementation partners
  • Power Automate and Microsoft 365 consultancies
  • Workflow studios building on Zoho, n8n, Make and Zapier
  • Document processing and OCR specialists for invoices, KYC and claims
  • Finance back-office automation firms covering GST, TDS and bank reconciliation
  • Software houses adding an automation practice
  • Shared-service and BPO teams turning their own bots into a product
  • Freelancer-led teams becoming a registered company

Not for

It is not the right fit if.

  • You have five live accounts and one person who holds them all, so a spreadsheet already does what a CRM would do.
  • Nobody on the delivery side will update stages, and a record kept only by sales would be out of date by the next call.
  • You want the CRM to track bot runs and incidents, which belong in your monitoring and support tools.

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
Our developers never update the CRM. What do we do?
Ask them for less. Only the delivery lead updates the stage, from a short list of fields that change a decision. Developers keep their tickets where they already work, and a link on the account points to them.
Buyers message us on WhatsApp. How does that reach the CRM?
Someone logs it. After any chat that changes a deal, the owner writes the process, the next step and the date in the record, and saves the key message. Ask the buyer before using the chat, and do not leave the history only on one phone.
Do we track partner leads in the vendor portal or our own CRM?
Both, with your CRM as the record. The portal holds the registration the vendor requires, and you copy its status into your own account so the pipeline is whole. Never let the portal be the only place the lead lives.
Who owns the data if we change CRM later?
You do, if the account is in your company's name with you as admin. Export the data in a usable format regularly, and give outside people named users you can remove. Check the data terms in the vendor's contract.
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.

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