Business Automation
CRM setup and workflow automation
One organized pipeline for every lead and job, with clear handoffs and a record of every step.
Customers, leads, and tasks live in too many places.
An organised pipeline with clear handoffs, connected to the systems you already use where appropriate.
$1,000–$5,000 setup + up to $200/mo Estimate
We work with your existing tools where it makes sense rather than replacing everything.
Overview
How it works
When leads sit in an inbox, customers live in a spreadsheet, and tasks are on sticky notes, things get missed. Nobody is quite sure who called back, which quote went out, or what happens next. Vyybe sets up one pipeline where every inquiry lands, every lead has a clear status, and every change is recorded.
Every source feeds the same lead record: your website form, chat assistant, phone receptionist, and replies by email or text. Contact details are cleaned up on the way in, and a returning customer is matched to their existing record instead of becoming a duplicate.
We work with what you already use. If you have a CRM you like, we send each lead to it through a signed webhook with retries, so nothing is lost when that system is busy. If you don't, the pipeline and dashboard we set up become your lead inbox. Scope and price are confirmed in writing after a short conversation.
What it looks like
A typical walkthrough
For example, here is a day with a connected pipeline at a landscaping company.
A new inquiry arrives
A homeowner fills in the website form about a backyard redesign. A lead record is created with their name, email, phone, the service they picked, and what they wrote, so nobody retypes it.
The right person is alerted
Your estimator gets an email with the full request and a reply-to set to the customer, so answering is one click. The lead is assigned to them and sits in the New stage.
A returning customer writes in
Later that day, a past customer asks about fall cleanup from the same email address. The system recognizes them, adds the request to their existing record, and marks the alert as a returning contact.
The estimate goes out
Your estimator moves the redesign lead to Qualified after sending the estimate. That status change can start an estimate follow-up sequence using a message you approved.
The customer gets an update
When the job is booked, you pick the new status and add a short note. The customer gets an update by email, and by text if they opted in, and the dashboard tells you who was notified.
Nothing quietly slips
The next morning, a summary email lists yesterday's new leads, returning contacts, replies, and anything that failed, so you start the day knowing what needs you.
Under the hood
How our system does it
One standard lead model
Every lead has the same fields no matter where it came from: name, email, phone, service, what they need, source, status, consent flags, and who it is assigned to. A separate activity history records each inquiry, message, call, and status change with the channel and who did it.
Clean contact details and duplicate detection
Email addresses are lowercased and phone numbers are converted to one international format before anything is saved. If the email or phone matches an existing lead, the new inquiry is attached to that lead as a repeat inquiry instead of creating a second record. A retried form submit returns the original reference instead of writing twice.
A status workflow with an audit trail
Leads move through clear stages: new, contacted, qualified, booked, then won or lost, plus spam. Moves that skip the rules are refused, and every change is written to the activity history and an audit log.
Assignment and urgent flags
New leads go to the owner, rotate round-robin across staff who receive new-lead alerts, or route by service to the person who handles that work. Words you choose as urgent flag the lead and send an immediate alert to the staff who handle urgent requests.
A signed webhook to your CRM
When your CRM is the system of record, each lead is posted to it as JSON with a timestamp, an HMAC signature, and an idempotency key, so your CRM can confirm the message came from us and ignore repeats. A field map lets us match your CRM's field names.
A retry queue with replay
Every outbound action, from a CRM sync to an email, is a job with bounded retries and backoff. If a job still fails, it is marked failed on the dashboard with the error, and we replay it once the cause is fixed. It is never reported as a success.
Works with
What it does
What it does
Pipeline setup
Clear stages for your leads and jobs, with the statuses your team uses every day.
Duplicate protection
A returning customer is matched by email or phone and their new request is added to their history.
Assignment and routing
Leads go to the owner, rotate across your team, or route by service, with an alert to whoever is responsible.
Status changes that do something
Moving a lead can start a follow-up sequence, stop one, or send the customer an update.
CRM sync
New leads and status changes are sent to your CRM through a signed, retried webhook.
Failure visibility
Anything that did not go through shows up as failed, with the reason, ready to replay.
What it can do for you
Why it helps
See everything in one place
You can open one view and see who is new, who is waiting on a quote, and what is stuck.
Clearer handoffs
Everyone knows who owns each lead and what the next step is, even when you are out on a job.
Fewer forgotten follow-ups
Status changes trigger the next action, so it is harder for a lead to go quiet without anyone noticing.
A record you can trust
Every message, status change, and failure is logged, so you can always answer what happened and when.
What you control
Your rules, your approvals
- Your pipeline stages and which status changes start or stop follow-up
- How leads are assigned: to you, round-robin, or by service
- Who receives new-lead, urgent, booking, failure, and daily summary alerts
- The keywords that flag a lead as urgent
- Whether leads stay in the Vyybe inbox or sync to your CRM, and how fields map
- Daily and monthly sending limits
- A kill switch that pauses every outbound action at once
Who it's for
Is this a good fit?
- Owners whose leads and customer details are spread across inboxes, spreadsheets, and notebooks
- Small teams where handoffs between the office and the field get lost
- Businesses that already have a CRM but still enter leads into it by hand
- Probably not the right fit if you get a handful of inquiries a month and a shared calendar already covers it
How we work
From first conversation to live
Discovery
We talk through where your leads come from today, who handles them, and where things get dropped. Scope and price are confirmed in writing after this conversation.
Setup on your business profile
We record your services, staff, routing, stages, alert recipients, and CRM connection in one validated business profile. Credentials are stored as secure references, never in the profile itself.
Test in safe mode
Everything runs in dry-run first. We send test leads through every path, check routing and duplicates, and confirm your CRM receives and verifies the signed webhook.
Go live
We switch on live providers and watch the first real leads with you. Test records are marked synthetic and stay out of your numbers.
Ongoing review
We review failed jobs, routing, and stages with you, and adjust the profile as your team or services change.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- Pipeline stages and status workflow
- Lead intake from your website form and Vyybe assistants
- Duplicate detection by email and phone
- Assignment rules and staff alerts
- Signed CRM webhook with retries and replay, or the Vyybe lead inbox
- Status-triggered customer updates
- Dry-run testing before go-live
Not included
- Replacing a CRM that is working for you
- Fuzzy matching of leads by name alone
- Writing your sales scripts or estimates
- Fees charged by your CRM, email, or texting provider
What you'll provide
- A list of where leads come from today and who handles each kind
- The stages and status names your team uses
- Admin access to your CRM, or a decision to use the Vyybe inbox
- Staff names and how each person wants to be alerted
Safeguards
Controls built in
- Duplicate leads are attached to the existing record, not created twice
- Retried submissions and replayed jobs never send or write twice
- Webhooks are signed so your CRM can verify every delivery
- A failed sync is shown as failed with the reason, never as a success
- Each business's data is isolated, and setup test records are never counted or synced
- A kill switch pauses outbound actions for one module or your whole account
FAQ
Questions owners ask
Do I have to switch CRMs?
No. If your CRM is doing its job, we send leads to it through a signed webhook and keep your existing workflow. If you don't have one, the Vyybe dashboard works as your lead inbox.
What happens when the same customer contacts us twice?
We match them by email or phone. The new request is added to their existing record as a repeat inquiry, and your alert says it is a returning contact.
What if my CRM is down when a lead comes in?
The delivery waits in a queue and retries with increasing gaps. If it still fails, it shows as failed on your dashboard with the error, and we replay it once your CRM is back.
Can different people handle different services?
Yes. Leads can route by service to the person who handles that work, rotate across your team, or all go to you. Each person chooses which alerts they receive.
Who owns the data?
You do. Your leads and history belong to your business, and you can export them. Your CRM and provider accounts stay in your name.
Put crm setup and workflow automation to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.