Professional Services Industry
If you run a service-based business, you know how important it is to keep communication flowing, both with your clients and inside your team. Whether it’s sales talking to prospects or marketing getting the word out, everyone needs to be in sync for things to run smoothly.
But for one commercial cleaning company we worked with, that just wasn’t happening. Their systems were outdated, their client data was scattered, and their teams were working in silos. Sound familiar? It’s a common challenge we see with small businesses, and it’s one we love helping solve.
Where Things Were Getting Stuck
This business had been using ACT! as their CRM, but the platform was being phased out—and it was already showing its age. Instead of upgrading or switching sooner, things had been patched together over time, and that led to some pretty common pain points:
An outdated CRM (ACT!) that was on its way out
The software just wasn’t keeping up with their growing needs. With ACT! being decommissioned, they needed a modern, reliable system that could evolve with their business.Client and prospect data was stored in multiple places
Between spreadsheets, old systems, and email threads, tracking down accurate contact info or past interactions was time-consuming and frustrating. It was hard for anyone on the team to see the full picture.Marketing and sales weren’t sharing updates consistently
The marketing team was running campaigns, generating leads, and doing great work—but there was no easy way to loop in the sales team. Opportunities were getting missed, and there was no clear handoff process between departments.
How ABCO Advisors Stepped In
We came in as an extension of their team, not just to recommend changes, but to walk alongside them every step of the way. Our goal was to get them organized, aligned, and using tools that actually supported their day-to-day workflow.
Here’s what we tackled together:
Consolidated all customer and prospect data into one place
We helped pull contact info, notes, and historical data from multiple systems and spreadsheets, and brought it all into one centralized platform. No more hunting for files or wondering which version was up to date.Vetted and set up a new CRM (Zoho)
After looking at their business needs, team size, and goals, we recommended Zoho CRM as a flexible, affordable option. We helped them get their account up and running, customized it for their workflow, and made sure it was set up to grow with them.Created easy-to-follow usage guides for the sales and marketing teams
A tool is only helpful if your team actually uses it. So we created clear, simple procedures to show each team how to use the CRM in a way that supported their role. This helped build buy-in and kept everyone on the same page.Developed admin processes for the internal team
We worked with their admin staff to build out internal procedures for managing the CRM—adding users, updating records, and keeping things clean and organized long-term.Integrated marketing tools with the CRM
To close the loop between marketing and sales, we helped connect their marketing tools directly to the CRM. That way, campaign results, new leads, and engagement data flowed straight into the system—no extra steps required.
The Result: Less Chaos, More Collaboration
By the end of the project, their team had a modern, reliable CRM system, a streamlined way to share data, and the confidence to use it all effectively. Sales and marketing could finally communicate clearly and work together without dropping the ball. And perhaps most importantly—they had a system that worked for them, not one that constantly needed workarounds.
This is what we do at ABCO Advisors. We help small businesses untangle the mess and find systems that actually make life easier. If your business is growing and you’re feeling the strain of disconnected tools or teams, we’re here to help.