We are in that annoying stage where our deal flow is too big for spreadsheets but not big enough to justify hiring someone to manage a heavy CRM setup.

Four people on the commercial side, two founders, one AE and one part time SDR. This is the current state:

1. Deals live in a google sheet that started simple and then turned into a monster.
   
2. Follow ups are all individual inboxes with random starts and labels.
   
3. Proposals live in different folders because everyone has their own naming logic.

Every time i want a clear picture of where a deal is standing, it turns into a scavenger hunt across email, drive, slack messages and the sheet. It is not even a "we are bad at process" thing anymore, the tools are just not helping.

I've been trying to figure out the best way to keep deals organized as a small team. An option would be a deal room style tool where each opportunity gets a shared space for proposals, tasks, timelines and customer communication and keeps everything in one place making the next steps clear. The other is a more traditional CRM with strong pipeline view, simple task management and email integration. While the CRM is better for managing the overall pipeline, i'm wondering if using both is worth the extra admin work or if it's smarter to just pick one.

What are the other teams using?