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Admin Services for Trades Businesses – Office Support That Keeps You Moving

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Admin Services for Trades Businesses – Office Support That Keeps You Moving Running a trades business means long days on the tools, tight schedules, and constant problem-solving on-site. What often gets pushed to the side is the office work — emails, enquiries, calendars, paperwork, follow-ups, and customer service. That admin doesn’t disappear. It piles up. Hello, I’m Mara, your Office Administrator at BlueWood Office. If you need help staying on top of the admin and customer service side of your trades business, send us a few details about your current setup. We’ll review it and come back to you with a  practical admin support plan  that fits how you actually work. Why Trust BlueWood Office with Your Admin and Customer Service? I work with tradespeople every day to clear administrative clutter and bring structure back to their business. From handling first enquiries and scheduling jobs, to managing emails and digital paperwork — we make sure everything is: Sorted Filed Follo...
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How I Organise My Trades Business with Zoho CRM and WhatsApp (The Easy Way)

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How I Use WhatsApp & Zoho CRM to Stay on Top of Client Enquiries


📲 How I Use WhatsApp & Zoho CRM to Stay on Top of Client Enquiries

Running a busy carpentry and handyman service means juggling calls, texts, voicemails, quotes, and bookings. For a long time, it felt like I was chasing my tail trying to keep track of who said what and when.

But now, with a bit of help from Zoho CRM and WhatsApp for Business, I’ve built a simple system that keeps everything organised — and I think it’s something other tradespeople could benefit from too.

✅ Step 1: Start of Day Routine

Every day, my admin assistant (or me, if I’m solo) starts with a 2-hour work block. Here's the process:

1. Check CircleLoop

  • Listen to any voicemails.
  • If there's a message, save the number to CircleLoop and Google Contacts.
  • Let it sync (~15 mins) before moving to WhatsApp.

2. Message via WhatsApp Business

“Thanks for your voicemail. To help us estimate accurately, please complete the form at https://www.bluewood.pro/enquiry with your site address. You can upload photos/videos of the task area there, or send more here on WhatsApp. Cheers!”

3. Use the Sync Delay

  • Check Zoho CRM leads
  • Follow up on messages
  • Plan next actions

🧰 Zoho CRM Pipeline for Handyman Carpentry Jobs

I use Zoho CRM’s 'Deals' feature to forecast and track jobs. My custom pipeline has these stages:

  1. Needs Analysis 🤔
  2. Estimate Sent ✍️
  3. Booking Scheduled 📆
  4. Closed Won ✅
  5. Closed Lost ❌
  6. (Optional) Closed-Lost to Competition 🕵️‍♂️

🏷️ WhatsApp Labels to Match the CRM

Because most of my client chats happen on WhatsApp, I’ve matched my CRM stages with WhatsApp Business labels:

Prospect Journey

  • New Enquiry 🤝
  • Needs Analysis 🤔
  • Estimate Sent ✍️
  • Booking Scheduled 📆
  • Follow Up ⏱
  • Lost 😩

Contact Types

  • Lead 👀
  • Contact 👤🙏
  • Account 🏪🦺

Misc

  • Avoid 😶 (cold callers, time-wasters)
  • Supplier 🔗
  • Tenant 🏘️

💡 Tips & Tools That Help

  • Use Quick Replies in WhatsApp (e.g., /thanks, /formlink)
  • Use a Contact naming SOP like “caller-0001” if no name is known yet
  • Consider a shared Tracker Sheet for early contacts
  • Visual Workflow Diagram coming soon!

If you’re a tradesperson trying to stay organised without spending a fortune, give this workflow a go. I’m refining it with my own admin assistant right now and rolling it out to clients like Bluerock Electrical via BlueWood Office.

Got questions? Drop me a message or connect on WhatsApp!



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