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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 quote 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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