Your CRM
Where your leads and customers live, and whether your team actually keeps it up to date.
Business systems review and mapping
Your website is only the front door. We map the tools behind it, like your CRM, forms, calendar, email and payments, and find the spots where work gets lost, typed twice or stuck waiting on someone.
Every tool mapped
Broken handoffs found
A plain written plan
What we map
We look at every tool your business runs on and, more importantly, how information moves between them.
Forms
Contact, quote and booking forms, and where every submission really ends up.
Calendars
How appointments get booked, confirmed and changed, and who has to do it by hand.
Follow ups, notifications and the messages that should go out but sometimes do not.
Payments
Invoices, deposits and payment links, and how they connect back to the customer record.
Analytics
Whether you can see where customers come from, and whether the numbers match up.
Ecommerce
Online orders, inventory and order emails, if you sell anything online.
A map you can actually read
Everything goes into a plain written plan: what you use, how it connects, what is broken, what is doubled up and what to fix first.
Signs it is time for a review
Most businesses do not need more software. They need the tools they already pay for to work together.
Talk it through with Sprout- Typing things twice
The same customer details get entered in more than one place.
- Leads slip through
A form comes in and nobody is sure who should follow up.
- Nobody trusts the data
Your CRM and your inbox tell two different stories.
- Follow ups depend on memory
Reminders only happen when someone remembers to send them.
- New staff take forever
Learning the system means learning a pile of workarounds.
- Paying for overlap
Two or three tools are doing the same job.
What the review leads to
The review gives you a clear plan. You decide what happens next, and nothing changes without your OK.
Fix what you have
When your tools are the right ones, we clean up how they connect and remove the doubled up steps.
- Repair broken handoffs between tools
- Remove steps that get done twice
- Set up the tools you already pay for properly
- Keep what is working exactly as it is
Connect and then automate
When work keeps moving by hand, we connect the tools you approve and let repeat tasks run on their own.
- Send form leads straight into your CRM
- Route new leads to the right person
- Automate booking follow ups and reminders
- Move data between apps without copying it
How a systems review runs
Six clear steps, with a real person leading each one. The review itself happens in the first three.
- Discover
Your goals, customers, tools and what is not working.
Read more - Audit
A close look at your current site and systems.
Read more - Map
A plan for what to keep, rebuild, connect or automate.
Read more - Build
Design and code, plus any approved integrations.
Read more - Test
Phones, forms and notifications, checked for real.
Read more - Handoff
Notes, training and a list of next steps.
Read more
Common questions about systems reviews
Straight answers about what a business systems review is and what you get from it.
Have a different question? Sprout can help, or point you to a real person.
Ask SproutWhat is a business systems review?
It is a close look at the tools your business runs on, like your CRM, forms, calendars, email, payments and analytics. We map how information moves between them and find the handoffs that are broken or doubled up.
Do I have to switch to new software?
No. The goal is to make the tools you already use work together. If something truly is not working, the plan will say so and explain why, and you decide what happens next.
What do I get at the end?
A plain written plan that shows what you use, how it connects, what is broken, what is doubled up and what to keep, fix, connect, automate or leave for later.
How much does a systems review cost?
Pricing depends on how many tools and workflows are involved, so it is scoped for each business. Send a project request and a real person will follow up with you.
Do you need access to my accounts?
We only ask for the access we need to understand how things connect, and we explain why before asking. You stay in control of your accounts.
Can you fix the problems you find?
Yes. Fixes, integrations and automation can be part of the same project, but only the ones you approve.
Pairs well with a systems review
Once you know how your tools connect, these are the services that usually come next.