What does your customer record say?
If the same customer sits on two rows, which proposal went out becomes an argument and the report is assembled by hand every time. A matching rule, duplicate merging and a required field check close that argument at the start.
The infrastructure we build on
HubSpot
Supabase
PostgreSQL
Airtable
Gmail
Slack
Google Sheets
Keeping a record is easy.Keeping one record is hard.
The same customer held in two systems drifts apart one day, and then which one is right becomes an argument. A matching rule, a merge suggestion and a required field check prevent that drift; an incomplete record is not hidden, it is flagged in the list.
An incomplete record is flagged in the list
You decide which fields are required. An incomplete record is not hidden, it sits there with a mark on it; so which data the report rests on never stays in doubt.
A duplicate merges without losing its history
A matching rule is written, a merge is suggested and the correspondence history of both records moves onto one. The chance of two separate proposals reaching the same company closes.
The health of the pipeline shows on its own
Records per stage, average time to close and the records that have not moved for a long time sit on one screen. Nobody scans the list by hand.
A customer record kept in a spreadsheetsplits in two one day.
A record that starts in a spreadsheet multiplies as the team grows; who edited which version gets lost, and preparing the report takes up Monday morning. When the record sits in one place the history stays complete, and the report is produced on its own in a defined format.
A ready platform,or your own infrastructure?
We build both routes. The choice is not a brand preference, it is about data ownership and how much customisation you need. If you use HubSpot today we do not suggest moving; the build sits on top of it.
1
Record per customer
A matching rule is written and duplicates merge without losing their correspondence history. Which proposal went to whom is answered from one record.
0
Fields cleaned silently
During migration the missing and conflicting fields are listed and you make the call. No data is deleted or overwritten without you being told.
4-8
Weeks to the first live workflow
It changes with data volume, migration quality and the number of processes; we give the date in writing in the discovery report.
Speed to start
HubSpot opens within days, your own infrastructure takes weeks. If the need is urgent, we start with the platform.
Data ownership
On your own infrastructure the data stays entirely with you. Organisations carrying sensitive data take this route.
Customisation
A platform arrives with its own ceiling; if your process is unusual, your own infrastructure gives you flexibility without a limit.
Cost structure
A platform costs per user per month, your own infrastructure is weighted towards the build. As the team grows the second one pulls ahead.
Reporting
If standard reports are enough the platform gives them out of the box; if you need custom reports, they are written during the build.
CRM and customer managementFrequently asked questions
No. If you use HubSpot the build sits on top of it. Moving is only discussed when you hit the platform's ceiling and you want to.
They are migrated. During migration duplicate records are flagged, missing fields are listed and the merge rules are written together with you. No data is cleaned without you being told.
If we build on your own infrastructure, entirely with you. If HubSpot is chosen, on the platform; which fields go there is written during the build. The records are not used for model training.
Yes, but the score comes out of the criteria you write and it shows with its reasoning. If you cannot see why a score is high, that score does not help the sale.
Weekly and monthly reports are produced in a defined format and go to the right people. You decide what goes into the report and who receives it.
The build follows how your team works today. Cutting the number of fields is the fastest way to shorten the learning time; we simplify it together during discovery.
Discovery takes a week. In that week we work out how many separate places the customer record is kept in and which fields conflict. The first live workflow opens within 4-8 weeks; the timing changes with data volume, migration quality and the number of processes. Your own timeline is written into the discovery report.
Three figures are measured at the start: the share of complete records, the number of duplicates, and the time it takes to prepare a report. All three are measured again after the build and sit in the report next to the earlier ones.
Related products
Where this is used
- WhatsApp automation: one number, approved messages, a kept historyWhatsApp automation is a setup in which a business runs its WhatsApp conversations through the WhatsApp Business API on one number, and notifications go out by rule. ALTAI Digital builds it so that several people can answer from the same number. Booking, order and payment notices go out as templates approved by Meta. Replies to common questions are drafted, and a person decides what is sent. The conversation history stays with the business and links to the customer record.
- Estate agent CRM: every enquiry recorded, matched and followed upAn estate agent CRM keeps buyer and seller records, incoming enquiries and the link to your listings in one system. ALTAI Digital builds it around how your office already works: an enquiry lands in the same list whether it came from a portal, WhatsApp or Instagram, and is assigned to an agent. What a buyer is looking for stays on the record, so a new listing can be matched against it. Migrating an existing archive is part of the build.
- Clinic CRM: the enquiry is recorded, the clinical record stays putA clinic CRM keeps enquiries, contact history and follow-up scheduling in one system. ALTAI Digital does not touch the clinical record: consultation notes, diagnoses and treatment details stay in your own clinical software. The CRM holds who enquired, through which channel, who is dealing with it and where the process stands. Health data is kept out of that flow, which keeps the GDPR position simple.
- Booking system: clients pick the time, your business sets the rulesA booking system is an online calendar where clients pick their own time and reminders go out automatically, on the business's own rules. ALTAI Digital builds it for salons, studios, clinics and restaurants in the Netherlands and the UK. Service length, buffer time, staff availability and holidays are set as rules. The calendar syncs both ways with Google Calendar or Outlook. Reminders go out a day and two hours before, with a cancel link inside. A cancelled slot returns to the calendar and the waitlist is notified.
- CRM implementation: customer records move out of scattered spreadsheetsCRM implementation means bringing customer records, incoming enquiries and the sales pipeline into one system. ALTAI Digital builds it around how your team already works: you decide the required fields, duplicates merge without losing their history, and incomplete records stay visible rather than hidden. The system runs either on the platform you already use or on your own infrastructure, and the reason is written down. Weekly and monthly reports are produced in a set format.
- Estate agent website: listings on your own domain, area pages that get foundAn estate agent website holds the agency's listings, area pages and enquiry forms on its own domain. Portals collect the listings: Funda in the Netherlands, Rightmove and Zoopla in the United Kingdom. The agency's own site keeps the portfolio at its own address and appears for area searches. ALTAI Digital builds the site for that job. Listings come from the portfolio system, valuation and enquiry forms land in the CRM, and WhatsApp sits on every listing page. The footer carries company details and GDPR notices. Live in four weeks.
Terms explained
- CRMCRM is software that keeps customer and enquiry records in one place and ties every contact to the same record. It splits the sales process into stages. The letters stand for customer relationship management. A CRM resembles a spreadsheet, but the difference is the rules. Which fields are required, which stage a record sits in and who owns it are written into the system.
- WhatsApp Business APIWhatsApp Business API is business access to WhatsApp that connects a company number to an account, so messages are sent and received through a system rather than a phone app. Several people can answer from the same number, notifications can be triggered automatically, and the conversation history stays with the business. Messages sent outside a customer-initiated window use templates approved in advance by Meta.
- Booking engineBooking engines sit on a hotel's own website and let a guest pick dates, read the terms and reserve a room without an intermediary. Availability, room types, price rules and cancellation terms are all defined inside the engine. The guest picks the dates, sees the conditions and finishes the booking. The reservation lands with the hotel directly.
The process first, the proposal after
In a short discovery call we map the process together and tell you plainly whether it is worth automating. If it is not, we say that too.
30 minutes · no preparation needed
