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Services · Custom CRM

Custom CRM development, built around the way you sell.

Scribbify develops custom CRM systems that bring your sales pipeline, follow-ups, client records and reporting into one place, without forcing your team to work around another software template.

Start a project How it pays back

Follow-ups that happen, a pipeline you can forecast from, and one record per client.

Part of Internal SaaS & custom CRM

You’ll recognise this

  • The CRM has fields nobody fills in and stages that don’t match how deals really move.
  • Follow-ups live in people’s calendars and memories, so warm deals go quiet.
  • Sales and delivery keep separate records of the same client.
  • Every report starts with an export to a spreadsheet.

What it’s costing you

The expensive part is the part nobody invoices.

The cost of a CRM that doesn’t fit is rarely the licence. It is the deals that go quiet because nobody was reminded, the forecast nobody trusts, and the hours spent reconciling sales records with delivery records every month.

  1. Lever 01

    Fewer deals lost to silence

    Rules that create the next action automatically, so no proposal or warm lead is left without one.

    Moves: Win rate on qualified opportunities

  2. Lever 02

    A forecast you can act on

    Stages with clear exit criteria and data the team actually enters, because entering it is part of doing the work.

    Moves: Forecast accuracy

  3. Lever 03

    Revenue from existing clients

    Renewal dates, project history and account owners on one record, so expansion is planned rather than accidental.

    Moves: Renewals and repeat work

Built for

Who brings us this work.

The people who usually start these engagements, what they are measured on, and the question they arrive with.

  • Agencies & consultancies

    Founders and operations leads at agencies and consultancies running many clients at once.

    Measured on: Margin per client, utilisation and retention

    • Every client lives in a different mix of tools, and account managers spend hours on status updates.
    • Reporting is assembled by hand each month, so senior people do junior work.
    • New business depends on referrals, because nobody has time to run outbound properly.

    What changes: More billable hours per head and clients who can see the work without asking for it.

    “We have tried tools before and the team went back to spreadsheets.”

    We build around how your team already works, start with one workflow and release it early, so adoption is earned before anything else is built.

  • Ops, sales & growth leaders

    Heads of operations, sales or marketing inside mid-size companies, with a mandate and no spare engineering team.

    Measured on: Cost to serve, cycle time and cost per acquisition

    • IT has a long queue, and your team’s workflow is not at the top of it.
    • You are paying for overlapping SaaS that still does not match how your team works.
    • Leadership wants AI in the business, with no clear view of where it is safe and useful.

    What changes: The system your team needs, delivered alongside IT rather than queued behind it, with security and ownership handled properly.

    “Will it pass our security review, and who supports it afterwards?”

    We build in accounts you control, document everything, work to your security requirements and either run it with you or hand it to your team.

Before and after

The same week, run two ways.

Today

  • Pipeline in a spreadsheet and three inboxes
  • Follow-up depends on memory
  • Sales and delivery records disagree
  • Reports built by export every Monday

With the system in place

  • One pipeline with your real stages
  • The CRM creates the next action
  • One client record across the business
  • Reports that update themselves

What we build

Custom CRM, designed around your work.

A CRM built around how you sell: your stages, your follow-up rules, your records, migrated from the spreadsheets and tools you use today.

  • Your pipeline, your stages

    Deal stages, required fields and exit criteria that mirror how your team qualifies, proposes and closes.

  • Follow-up rules

    Tasks and reminders created by the CRM when a deal stalls, a proposal goes unanswered or a renewal approaches.

  • One record per client

    Contacts, companies, deals, projects and documents linked, so sales and delivery see the same history.

  • Permissions by team and region

    Who can see and edit which accounts, deals and fields, with a change history on what matters.

  • Integrations

    Email, calendar, WhatsApp, forms, ads and accounting connected, so activity is logged without anyone typing it.

  • Migration

    Records moved over from spreadsheets and your current CRM, cleaned and de-duplicated, with old and new running side by side.

  • Website & ad forms
  • Email & WhatsApp
  • Calendar
  • Accounting

Your custom CRM

Built for one business, owned by it

  • Pipeline & forecast
  • Follow-up tasks
  • Client history
  • Sales reporting
Sources: Website & ad forms, Email & WhatsApp, Calendar, Accounting. The system: Your custom CRM. What it produces: Pipeline & forecast, Follow-up tasks, Client history, Sales reporting.

Working thesis

A CRM fails when it is a second job.

Most CRMs are abandoned not because they lack features, but because updating them is extra work that helps the manager more than the salesperson. The data decays, the forecast stops meaning anything, and the team drifts back to spreadsheets.

We design the CRM so that the easiest way to do the work is inside it: replies, proposals and follow-ups happen from the record, and the record fills itself in as a result.

Built in-house

We build this for ourselves first.

Scribbify runs software products of its own. Each one is the same kind of work, tested on our own business before yours.

  • Prosvano · LinkedIn automation

    Pipeline board, list and workflow views, one inbox across many accounts and reply rates per segment: the core of a CRM, running daily.

    About Prosvano

  • LeadSpidey · AI SDR for inbound leads

    Leads from forms, sheets and webhooks merged into one record per person, scored and routed to an owner.

    About LeadSpidey
Prosvano’s homepage: an always-on AI lead agent for LinkedIn.

How it runs

Working software early. Then the next step.

Phases, not promises: every engagement starts with a scoping sprint, and each step is decided on evidence.

Our approach
  1. 01

    Weeks 1–2

    Map how you sell

    Walk through real deals with the team, define stages, fields and follow-up rules, and plan the migration.

  2. 02

    Weeks 3–8

    Pipeline live, data migrated

    The core CRM in use with your records moved over, running beside the old system until the team switches.

  3. 03

    Ongoing

    Automate and connect

    Integrations, follow-up automation and reporting added in small releases, each measured in use.

Works with the tools you keep

  • Gmail
  • Outlook
  • Google Calendar
  • WhatsApp Business
  • Meta lead ads
  • Typeform
  • Stripe
  • Xero
  • QuickBooks
  • Slack
  • Google Sheets
  • Any REST API

Build, buy or configure

An honest comparison.

Sometimes software you can buy is the right answer, and we will say so. This is how we weigh it.

How a Scribbify build compares with off-the-shelf software and low-code builders
What matters Off-the-shelf SaaS Low-code builder Scribbify build
Fits how your team actually works Partly: You adapt to its fields Partly: Until the rules get complex Yes: Designed around your workflow
You own the code and the data No: Rented Partly: Locked to the platform Yes: Yours, documented
Joins every tool you already use Partly: Where integrations exist Partly: Simple connections Yes: Any API or export
Cost stays flat as you hire No: Priced per seat No: Priced per seat Yes: No per-seat licence
AI agents with approvals built in Partly: Generic assistants Partly: Add-ons Yes: Built for your rules
Someone accountable for the outcome No: A support ticket No: Your own team Yes: Measured with you

Questions

Before you write.

Should we build a custom CRM or configure HubSpot, Salesforce or Zoho?
Configure an existing CRM when your sales process is close to standard and the workarounds are small. Build when the CRM has to hold delivery, contracts or a client portal too, when your process is how you compete, or when per-seat costs and workarounds already exceed the cost of a system you own.
What does a custom CRM project involve?
A short scoping sprint to map how you sell, then the core pipeline and records, migration from your current tools, and integrations and automation in small releases. Your team uses the CRM early and shapes it as it grows.
Can you migrate our existing data?
Yes. We move contacts, companies, deals and history from spreadsheets and existing CRMs, clean and de-duplicate them on the way in, and run old and new side by side until you are ready to switch.
Will it work with our email and calendar?
Yes. Gmail, Outlook and Google Calendar integrations log emails and meetings against the right record automatically, so nobody has to copy activity in by hand.
Can the CRM send WhatsApp messages?
Yes, through the WhatsApp Business Platform, with conversations stored on the client record and templates approved where WhatsApp requires them.
Who owns the CRM once it is built?
You do: the code, the data and the accounts it runs on. We document it so your team or another developer could take it on, or we keep running and improving it with you.
How long does it take to build a custom CRM?
A first version covering your pipeline, records and follow-ups, with your data migrated, is usually live within weeks of a short scoping sprint. Automation, integrations and reporting are then added in steps, each released as it is ready, rather than in one long project.
What drives the cost of a custom CRM?
Mainly how many workflows the first version covers, the number and quality of integrations, how messy the data to migrate is, roles and permissions, any client-facing portal, and reporting depth. The scoping sprint turns those into a written scope before you commit to a build.

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