Curious how other small agencies handle this.

Once you have several leads and deals going at the same time, I feel like follow-ups are one of the easiest things to lose track of.

You might know a deal needs attention next week, but then a few other things happen and suddenly you're trying to remember who you were supposed to contact and when.

I've been working on a Notion CRM for small agencies specifically around this kind of workflow, and one thing I found useful was having follow-ups tied directly to the deal rather than keeping a separate to-do list.

I also added a simple deal health indicator so it's easier to spot things that are coming up, late, or still on track.

Curious what other agency owners are doing for this — dedicated CRM, Notion, spreadsheets, or just calendar reminders?

What actually works for you?

I built this mainly around keeping the sales side organized when you're managing multiple leads and deals.

It has:

→ Follow-ups, so you can quickly see what needs attention

→ Deal health to get a quick overview of how things are progressing

→ Weighted pipeline to estimate the value of your current opportunities

→ Connected companies, contacts and deals

→ Won/Lost views to keep the active pipeline clean

→ A “Why Lost” field to keep track of patterns over time

I’ve been refining the workflow for a while and thought I’d share it here in case it’s useful for anyone managing a similar pipeline.

I’m also doing a small discount for the first 5 people who pick it up

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I’ve been working on a Notion CRM for small agencies and service businesses, and I’m at the point where I’d rather get honest feedback than keep adding random features.

The main workflow is built around:

Leads, companies, contacts and deals being connected

Deal health based on expected dates

Weighted pipeline value based on deal stage

Automatically organizing connected information when a deal becomes Won or Lost

I’ve included an example with realistic data so you can actually click through the workflow instead of just looking at screenshots.

If you were using this for your own business, what would you change, remove, or add?

Especially interested in anything that feels confusing, unnecessary, or like it would become annoying once the database gets bigger.

is this actually useful, or am I missing something obvious? And if you've sold Notion templates before, any advice on what actually gets sales

Would love honest feedback is this actually useful, or am I missing something obvious? And if you've sold Notion templates before, any advice on what actually gets sales

I'm curious.

For people who work with clients and leads:

What was the moment you realized spreadsheets weren't enough anymore?

Was it:

Missing follow-ups?

Losing track of deals?

Too many active clients?

Reporting?

Something else?

I'd love to hear your experience.

You're getting leads.

You're getting deals.

But suddenly things start getting messy.

• You forget a deal because nobody reminded you.

• You check every active deal manually just to see what's due tomorrow.

• Your database gets crowded with old deals and completed projects.

• You know follow-ups matter, but keeping track of everything takes too much time.

• Calculating your real pipeline value manually becomes impossible.

And yes...

You could build your own CRM.

But most agency owners should be spending their time getting clients, not building systems.

That's why I built this.

✅ Automatic weighted pipeline value

✅ Deal health tracking

✅ Follow-up visibility

✅ One-click Won / Lost organization

Instead of manually cleaning databases and moving things around.

If you're running a small agency or service business, I'd love to hear what you currently use to track deals.