CRM and automation shaped around your actual workflow

What is it?

CRM and automation work connects information and repeat actions that otherwise sit in separate places. A CRM can hold the records a team needs to follow up. Automation can move a defined task from one step to another. Which records and steps matter depends on your business, so the first deliverable is a clear account of the current process.

Focus Box Gym in Bogotá is moving from a disconnected third-party app and an unused CRM to one branded portal on its own domain. The portal is in development for member login, class booking, online payments, profiles and staff access. That example shows why a workflow discussion can cross the boundaries between a CRM and a portal.

Cleopatra Solutions serves the United States and Colombia in English and Spanish. Current platforms and data flow must be reviewed before naming integrations or promising an automation.

• Cleopatra Solutions serves the United States and Colombia.
• Projects can be discussed in English and Spanish.
• The business address is 316 3rd Ave, Brooklyn, NY 11209.
• The Focus Box Gym member portal is in development on the gym’s own domain.

Who is it for?

CRM and automation work is for a team that needs to understand how information moves from first contact through the next actions. It is also for a business whose staff repeat the same administrative steps and want those steps documented before deciding which should be automated.

• The project may be useful if a public website, a member portal and internal records all touch the same person. The scope must state which system owns each record and what staff should be allowed to change. is required for that decision.

What is included?

We map the existing steps, the people responsible for them and the information each step uses. The result is a written scope for the system, not a claim that every task should be automated.

Records

The agreed project identifies the records a team needs to create, read or update. must be supplied before an implementation can be described in detail.

Automation

Candidate actions are reviewed one at a time. We define the trigger, intended outcome and exception path before including an automation in the quote.

Connections

A website or member portal may be part of the workflow. Member portals use Supabase for authentication and data; public websites are built on Next.js and deployed on Vercel. Connections to other systems are scoped separately.

Review

The agreed workflow is checked with the people who will use it. belong in the implementation plan.

How long does it take?

There is no stated standard duration for CRM and automation work. is needed for a real schedule. The number of records, exception paths and existing systems can change what must be built and checked. A call comes before any timeframe claim.

How do we work?

We begin with a call to learn what the work must do, what already exists and which decisions are still open. Cleopatra Solutions then records the proposed scope and quotes the work in stages. A project starts against that agreed scope; any additions are discussed and quoted separately. The precise handover and support arrangements are written down for the project rather than borrowed from a generic package.

1. Map We document the current journey of a lead, customer or member and name each system involved. This makes gaps and duplicate steps visible without assuming a new tool is automatically the answer.
2. Scope We agree which records and actions belong in the build. is required before implementation starts.
3. Review Staff review the agreed paths and exceptions. is recorded in the staged plan.

What does it cost?

Cleopatra Solutions quotes work per project after a call about the required scope. The written quote identifies the work to be delivered and how it is billed in stages; it is not a charge presented in full only at delivery. If requirements change after scope is agreed, the additional work is quoted separately before it is added.

Monthly support is a separate discussion. A support plan states its included change hours, and work beyond those hours is quoted separately. The quote depends on the actual deliverables and dependencies, so a public figure would not tell you what your project requires.

What else should you know?

A CRM proposal depends on the current workflow. These answers mark what still needs checking.