A CRM that fits how you sell — not the other way around.
We design and implement custom CRMs for small businesses and nonprofits. Your pipeline, your stages, your fields, your automations. Built around the way your team actually works.
42 active opportunities · Q3 weighted forecast $284,400
| Account | Stage | Owner | Value | Close |
|---|---|---|---|---|
| LBLake Bluff Builders | PROPOSAL | Jesse | $42,000 | Jul 14 |
| GLGreat Lakes Foundation | QUALIFIED | Jesse | $28,000 | Aug 02 |
| CCCream City Health Co-op | NEW | Jesse | $18,000 | Aug 18 |
| RBRiverbend Mortgage | WON | Jesse | $36,000 | Jun 28 |
| NSNorth Shore Tech | PROPOSAL | Jesse | $54,000 | Jul 22 |
| BVBay View Legal Group | QUALIFIED | Jesse | $22,000 | Aug 09 |
The building blocks.
Every engagement ships with the same foundation. We customize the model, the views, and the automations to match how your team actually works.
Custom pipelines & stages
Your sales motion mapped to clear stages with the fields and required exits your team actually needs to advance a deal.
Contact & account models
People, organizations, relationships. Automatic summaries on every record. Search in plain English. Custom fields and consent tracking built right.
Multi-step nurture automations
From inquiry to nurture to scheduled call. Confirmation, day 1, day 3, day 7. Drafts in your voice; you edit and send.
Reporting your team will use
Ask the pipeline questions in plain English. Weekly digest emails. Dashboards for the metrics that matter.
Clean integrations
Your website forms, calendar, email, accounting, and team chat — wired into one place. Auditable, replaceable, yours.
Migration & data import
From HubSpot, Salesforce, Salesforce NPSP, Pipedrive, Airtable, spreadsheets, that one CSV you've been hauling around. Mapped, cleaned, landed — including custom-field history, soft credits, and the workarounds your team built on top.
A great fit if you nod at most of these.
Right fit
- Outgrown spreadsheets, Notion, or DIY tooling
- Paying a SaaS CRM that doesn't fit your workflow
- Want to own your customer data, not rent it
- Nonprofit balancing donors, grants, and program data
- Want a system that can flex as your operating model changes
Probably not yet
- Five-person team with no real pipeline yet
- Just need a deal tracker — buy a SaaS, save the money
- Enterprise compliance scope (SOC 2 audited, HIPAA)
- No one on staff to own the system after handoff
The shape of an engagement.
You see working pieces every week. Custom integrations or messy data migrations can extend the timeline; we'll tell you up front if they will.
Discovery
Shadow the sales motion. Audit existing data. Map the pipeline.
- Stakeholder interviews
- Data audit + cleanup
- Pipeline + field map
Design
Model, views, automations, and reporting spec. Reviewed and locked.
- Data model spec
- Automation flows
- Permissions & roles
Build
Schema in place. Automations wired. Integrations connected. Data migrated.
- Schema + views
- Automations
- Data migration
Handoff
Training, SOPs, recorded walkthroughs. Optional ongoing retainer.
- Live training
- SOPs & videos
- 30-day post-launch
Common questions.
Can we migrate from HubSpot / Pipedrive / Airtable?
Yes. Migration is a standard part of the engagement. We map your existing fields and history into the new model, deduplicate, clean redundant data, and import. Most migrations land cleanly inside the build phase; very messy data sets can add a week.
Do we need to learn AI to use this?
No. When the build includes AI features — and not every CRM does — they sit behind buttons your team already uses. Automatic summaries on records, plain-English search, drafted nurture you edit and send. We pick when AI fits and when it doesn't, and we handle the model selection and the cost either way.
Will we still need a separate marketing tool?
Often, no. We can build email sequences, transactional notifications, and lifecycle automations into the system you already own. For high-volume broadcast email we pair with a specialized service, but the CRM stays the source of truth.
What does the build cost?
Two productized entry points have starting prices on the site: the [Diagnostic](/diagnostic) (audit + written recommendation, from $2,500) and [the Box](/box) (productized self-hosted CRM, from $7,500). Bespoke custom builds are scoped to the work — see the [engagement-level explorer on /approach](/approach) to understand what each level typically includes. We quote a fixed-fee number on the discovery call. No hourly billing on anything we sell.
What does it cost to run after launch?
Two costs to consider. Tooling: typically $150–$400/month for hosting, model usage when AI features are in scope, and infrastructure. Optional operating partnership with Wholeshift: $400–$3,000/month depending on system size — we host, monitor, maintain integrations, and ship small improvements monthly. Most clients pair the build with an operating partnership for the first 6–12 months, then either continue, downshift to advisory, or take it fully in-house. All fixed-fee.
What does ownership actually look like?
From day one, the code lives in your Git repo, the data lives in your database, the credentials are yours, and the documentation is written for your team. You aren't renting access to a Wholeshift-owned system — you're building an asset your business operates. If we ever stop working together, the system keeps running with you and any competent operator can step in.
Do you offer ongoing managed hosting?
Yes — that's the Operating Partnership retainer. Fixed monthly fee that covers hosting, monitoring, integration maintenance, and a defined slice of monthly improvements. Typically $400–$3,000/month depending on system size and integration count. Smaller setups start lower; larger multi-integration systems scale up. One bill, one point of contact, clean ownership of the underlying code throughout. Cancelable on 60 days notice.
Let's see if this is the right call.
Thirty minutes, no deck. We walk your current setup, find the leaks, and tell you straight if this is the right shift.