Will I own my CRM account when we're done?

Yes. Your CRM account is in your name, with your billing, with your team as admins. Our access is added under our user, which you can revoke at any time. If you stop working with us tomorrow the system keeps running unchanged.

Can you migrate from a CRM we already have?

We can. Common migrations include HubSpot to HubSpot (replatforms or deduplications), spreadsheet to HubSpot, an old Salesforce instance into a clean modern build, or Zoho/Pipedrive into HubSpot. We have a defined migration playbook and a 90-day read-only safety net on the old system.

Do you charge a percentage of the contracts you close in the CRM?

Never. We charge a flat monthly retainer. Your CRM, your data, your bookings, your revenue. Our incentives stay clean.

How long until I see ROI?

Database hygiene and lifecycle automation usually pay back inside 60 to 90 days through reduced churn and faster lead cycles. Lead-scoring and full attribution take longer -- typically by month 6 you have enough data to see which channels actually drive bookings, which is when budgets stop being guesswork.

Do you do single-channel work, like just email?

Rarely. CRM is a system, not a deliverable. Standalone email or standalone forms work -- briefly -- but they decay fast without the rest of the loop. We do best on engagements where we own the full system. If you need something narrower, our Starter retainer covers a single channel for one year.

Service / CRM and automation

From five disconnected tools to one running system.

We take the booking system, the inquiry form, the email tool, the WhatsApp inbox and the spreadsheet -- and we connect them. Every lead in one timeline. Every guest in one record. Every inquiry routed automatically. You own the account from day one and you keep it forever.

Book a free 30-min stack audit See pricing

What CRM unification actually means.

Most boutique operators in Costa Rica run their marketing and sales out of three or four tools that don't talk to each other. The booking system has the reservations. The inquiry form drops messages into a shared inbox. The email tool sends the newsletter. WhatsApp is where the actual conversations happen. And the team's tribal knowledge -- the lead's birthday, the dietary preferences, the prior-stay notes -- lives in someone's head.

CRM unification is the work of pulling those threads into one place. A real CRM gives you a single timeline per contact: every form they filled out, every email they opened, every booking they made, every WhatsApp reply, every campaign they entered, ranked and dated. Once that timeline exists, every other system gets simpler. Reporting is real. Email segmentation is real. Lead scoring is real. The team stops asking 'who is this person again?'

Why most stacks stay broken.

We meet operators every month who have the right tools and a stack that still doesn't work. The reasons are familiar.

Each tool was bought for a single problem. Nobody designed the data model end-to-end.
An agency set it up six months ago, then went silent. The implementation rotted -- not from neglect but from changes nobody told the system about.
The team owns the day-to-day, but nobody owns the integrations. So when the booking-system field changed name, the Zap broke and nobody noticed for two weeks.
Lead-scoring exists on a Notion doc instead of in the CRM, so the salesperson is doing math in their head every morning.
The CRM holds 12,000 contacts, of which roughly 4,000 are duplicates and 3,000 have never opened an email. Reports are skewed by silent inactives.

What we build.

Every engagement starts with the same question: where does a lead actually come from, and what should happen to them next? Once that journey is mapped, we configure the CRM to reflect it.

CRM setup or rebuild -- pipelines, deal stages, lifecycle properties, contact properties matched to your buying journey
Database migration with deduplication, segmentation, tag mapping, and consented-contact verification
Lead scoring rules tuned to your booking calendar (a lead three weeks out is not a lead two days out)
Lifecycle email sequences -- welcome, post-stay, re-engagement, birthday, win-back, abandoned-inquiry
Daily ops automation -- WhatsApp briefings each morning, review-platform alerts, abandoned-inquiry follow-ups
Form integrations on every site, every landing page, with first-touch attribution preserved
Routing rules so leads land with the right person automatically (sales, concierge, escalation)
Internal dashboards built around the metrics that actually drive bookings -- not vanity charts
Documentation handover so your team can run the system without us

Platforms we work with.

HubSpotSalesforceMarketoClaude AIZapierMakeCloudbedsMindbodyTypeformMailchimp

How we run a CRM engagement.

Our engagements run on a 12-month default. The first 90 days are setup. The next 90 are tuning. Months 7 onward are when the compounding starts. Here's what each phase looks like for a CRM build.

Discovery and audit

Weeks 1 to 3

We document your current stack -- every tool, every integration, every place data lives. We interview your sales and ops people. We pull the existing database and audit health: duplicate rate, opt-in rate, last-activity rate, country and language splits. The output is a written assessment of what to keep, what to merge, what to retire.

Architecture and migration plan

Weeks 3 to 5

We design the new data model -- the lifecycle stages, the deal pipelines, the contact properties, the consent flags, the source attributions. We map every field in every old system to the new one. You sign off on the model before we touch a record.

Configuration and migration

Weeks 5 to 9

We build the CRM in a sandbox first. We migrate a sample, validate every field, then we cutover. Your team reviews the production environment before any automation goes live. Old systems stay read-only for 90 days as a safety net.

Automation rollout

Weeks 9 to 13

We turn on automations one workflow at a time, watching the first dozen contacts through each. Welcome sequence first. Post-inquiry follow-up second. Lead scoring third. Birthday and win-back last. Each rollout has a kill switch and a 48-hour observation window.

Reporting and ops handover

Weeks 13 to 16

We build the dashboards your principal actually opens on Monday morning. We train your sales lead, your marketing lead, and your ops manager. We document everything in a written runbook. By the end of week 16 your team can operate the system without us in the room.

Ongoing optimization

Months 5 to 12+

Monthly tuning of automations, segmentation reviews, deliverability monitoring, and quarterly reviews with the principal. Marketing compounds when the CRM keeps learning -- our job is to make sure it does.

What changes once it's running.

A working CRM doesn't generate revenue on its own -- but it makes everything else generate more. The numbers we point to from prior engagements include a 30 to 60 percent lift in email-engagement rates after database hygiene, a 2 to 5x improvement in lead-to-booking velocity once routing rules and follow-up sequences are live, and a measurable drop in 'leaks' (inquiries that go cold simply because nobody followed up in time).

One timeline per contact -- no more cross-checking three apps
Routing rules so no inquiry sits unattended for more than two business hours
Reporting that ties campaigns to bookings, not impressions
Cleaner database, lower email-bounce rates, better deliverability
Daily WhatsApp briefings so the principal opens the day with the right context
Documented systems your team can run when we're not in the room

How we price CRM work.

CRM unification fits inside our Growth and Premium retainer tiers as part of the monthly engagement -- you get a CRM build plus ongoing optimization plus social, content and reporting. For one-off database migrations or rebuilds we offer a fixed-fee project starting at $1,500. Software subscriptions (HubSpot, Zapier, Make, etc.) are billed by the platform directly to you so you keep ownership and we never mark them up.

See pricing

Common CRM questions.

Will I own my CRM account when we're done?: Yes. Your CRM account is in your name, with your billing, with your team as admins. Our access is added under our user, which you can revoke at any time. If you stop working with us tomorrow the system keeps running unchanged.
Can you migrate from a CRM we already have?: We can. Common migrations include HubSpot to HubSpot (replatforms or deduplications), spreadsheet to HubSpot, an old Salesforce instance into a clean modern build, or Zoho/Pipedrive into HubSpot. We have a defined migration playbook and a 90-day read-only safety net on the old system.
Do you charge a percentage of the contracts you close in the CRM?: Never. We charge a flat monthly retainer. Your CRM, your data, your bookings, your revenue. Our incentives stay clean.
How long until I see ROI?: Database hygiene and lifecycle automation usually pay back inside 60 to 90 days through reduced churn and faster lead cycles. Lead-scoring and full attribution take longer -- typically by month 6 you have enough data to see which channels actually drive bookings, which is when budgets stop being guesswork.
Do you do single-channel work, like just email?: Rarely. CRM is a system, not a deliverable. Standalone email or standalone forms work -- briefly -- but they decay fast without the rest of the loop. We do best on engagements where we own the full system. If you need something narrower, our Starter retainer covers a single channel for one year.

Stop running five tools. Start running one business.

30-minute stack audit. We'll map your current setup and tell you, plainly, what we'd connect first. No deck. No upsell.

Book a free 30-min stack audit See how we work