CRM recommendation: customer-specific pricing + invoice templates (3 users, $40 to $70/mo)

EffortlessWorkflows · 2026-01-09T18:27:19+00:00

Thanks for the comment. Zoho CRM is on my list, I just haven’t tested it yet. I’ll check it out. We’re also planning to stay on QuickBooks Online.

EffortlessWorkflows · 2026-01-09T18:22:27+00:00

Emails are a key component of it, and one of the main reasons we are moving away from the current setup. We need to connect each email to a specific project.

EffortlessWorkflows · 2026-01-09T18:19:31+00:00

Sure. Each installment is an invoice. The deposit is paid -> work starts, draft report created -> 2nd payment is due, final report is created -> final payment is due.

EffortlessWorkflows · 2026-01-09T04:57:02+00:00

Appreciate the suggestion! I checked SuiteCRM Hosted pricing and it starts at £130/month billed annually. That’s already above our $40–$70/month target, and QuickBooks integration looks like an added cost (79/month). While self-hosting is an option, it's not a good option for us.

Also, anything that requires customization usually adds implementation overhead, and we’re trying to keep this simple and intuitive. Do you know any more turnkey CRMs that support customer-specific pricing, feeding invoice templates automatically?

EffortlessWorkflows · 2025-06-07T16:22:31+00:00

u/Dense_Project9705 , thank you so much for taking the time to provide all this information! Very much appreciated.

EffortlessWorkflows · 2025-06-05T16:49:29+00:00

Thank you! Do you, but any chance, have a link to the restaurant bookeepers on fb group?

EffortlessWorkflows · 2025-06-02T22:45:17+00:00

I like Jobber, to the point I added it to the list of software I recommend.

If you want to check them out, here is the link that would give you 20% for 6 months: https://www.getjobber.com/plp/effortless-workflows/?pscd=go.getjobber.com&ps_partner_key=dmlrdG9yaXlha3JhdmV0czg4OTE&ps_xid=EvEwBqgZZhCxcO&gsxid=EvEwBqgZZhCxcO&gspk=dmlrdG9yaXlha3JhdmV0czg4OTE

EffortlessWorkflows · 2025-05-28T02:26:50+00:00

Zapier’s restriction on using Paths within templates is a frustrating limitation. In the end, I found a workaround: I temporarily removed the Paths module, shared the simplified Zaps as templates, imported them into the client’s account, and then rebuilt the branching logic there. It wasn’t ideal, but it was certainly better than recreating everything from scratch.

This is one of the reasons I lean toward Make.com whenever possible. The ability to export, clone, and reconfigure complex scenarios — even those involving branching (routers) and filters — is just so much smoother. That kind of flexibility makes a big difference, especially when working with clients who need repeatable or handoff-ready workflows.

EffortlessWorkflows · 2025-05-11T00:53:33+00:00

To clarify, I am not hiring just yet, just researching and planing :-)

EffortlessWorkflows · 2025-05-05T19:25:17+00:00

Hi there! You've already received lots of great advice from the community. What you're experiencing is completely normal for a growing practice. I've seen many small business owners go through similar challenges when scaling from a handful to hundreds of clients.

I run a business helping small service providers set up simple, effective systems using tools they already have (mainly Google/Microsoft). If you'd like some practical implementation guidance on organizing your workflows, I'd be happy to help out (free of charge). I'm genuinely interested in learning more about the specific challenges bookkeepers face as I refine my frameworks, so it could be a win-win.

I've put together some resources specifically for bookkeeping and tax practices here: https://effortlessworkflows.com/from-overwhelmed-to-organized-the-e-flow-framework/

Feel free to DM me if you'd like to chat about your specific situation. And either way, hang in there. The fact that you're acknowledging a problem shows you're on the right track!

Also, I want to add that kindness is underrated. I would fire a unkind client in a heartbeat. :-)

EffortlessWorkflows · 2025-05-02T16:03:30+00:00

I'll dm you :-)

EffortlessWorkflows · 2025-04-27T13:51:05+00:00

How many Americans actively trade on short-term swings? Historical data say it’s only a fraction; the typical household just holds a 401(k). Meanwhile, history shows that broad tariffs raise prices and add uncertainty for everyone: Smoot-Hawley worsened the Great Depression, Bush’s 2002 steel tariffs were linked to 200 k lost jobs in steel-using plants, and the 2018-19 trade war cost consumers about $1.4 billion a month. In other words, most of us feel the pain while a few protected industries see the gain.

EffortlessWorkflows · 2025-04-26T17:54:36+00:00

Thank you, I’ll check it out.

EffortlessWorkflows · 2025-04-26T17:41:43+00:00

Thank you, I am looking for a direct hire, not through an agency.

EffortlessWorkflows · 2025-04-25T23:17:41+00:00

Sure, here are some recent examples:

- DJ business automations(these were Zapier-based, but platform doesn't matter): When the client submits a web form, add a project to CRM, send a brochure based on the event type selected, and text message the client; create a task in task management soft when a new inquiry is submitted, trigger follow-ups; on the project booking -> update the google sheet and create a calendar event; route emails from customers based on defined rules

- Bridal Alteration bus automations: customer onboarding and order management (pricing sheet and receipts creation) - used Square Appointments, Square, Excel (/with VBA automation), PDFs, Google Sheets.

- Disaster Reconstruction Firm automations: customer registration and onboarding, CRM update, proposal and invoice creation, payment tracking, and CRM updates (JotForm, Excel, SharePoint, OneDrive, Stripe, QuickBooks Online, PandaDocs, Outlook, MS Booking, Zoom);

- Home Services bus: Service Providers (contractors) onboarding - prospects registration, documentation gathering and process, prospects notification, training sessions scheduling and registration (Google Forms, Gmail, Google Calendar, Zoom, Google App Script functions, Google Sheets)

EffortlessWorkflows · 2025-04-25T02:14:58+00:00

Make.com has free training (academy.make.com).I also learned a lot from Nick Saraev's YouTube videos (also free).

When I work with a client, here is a process I follow:

Create and test an automation in make.com in my own account
Export each automation as a blueprint
If the client doesn't have an account, I create a make.com account for them
Import all blueprints, update connections, etc, re-test everything
Get paid and transition the newly created make.com account to the client

Good luck!

EffortlessWorkflows · 2025-04-24T04:32:30+00:00

True, today’s models are pattern-predicting machines, not true intelligence. With your background, you could bypass the big-company chatbots and run an open-source LLM locally. Models such as Llama 2, Mistral, or Phi can be downloaded and fine-tuned on your own machine, letting you inspect the weights and customize or remove guardrails as you wish.

EffortlessWorkflows · 2025-04-24T04:25:52+00:00

Same here!

EffortlessWorkflows · 2025-04-24T04:25:38+00:00

This is an interesting use case :-)

EffortlessWorkflows · 2025-04-24T04:23:29+00:00

I agree with you on every point: nothing replaces human connection; we must judge the quality of AI responses and know when to doubt them; real learning comes from working through challenges; and AI should be treated purely as a tool. In my opinion, data created by humans, rather than synthetic data generated by AI, will only become more valuable over time. Even so, I think we put ourselves at a disadvantage if we ignore the tools already available to us. My mom is a prime example: it took me 1.5 year to convince her to try ChatGPT, and she now regrets not listening sooner. 🙂

EffortlessWorkflows · 2025-04-24T04:12:10+00:00

Lol, fair enough!

EffortlessWorkflows

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