We are using HubSpot, in the past we've also used Salesforce, and several other ones. But all of these CRM seems to be built on the same structure with different color. It feels quite clunky to me.

Mainly I found myself switching between tabs, tables, and pages to trace down some information. It seems that CRM like HubSpot are built based on their underlying table schema, not for user experience. So I have to follow their tables, clicking, find the next link, click, etc. I have a technical background in the past and are reasonably savvy with a lot of tools. But this experience just feels 2020 to me. Can AI do something with it?

There are some custom workflows I do all the time, such as checking notes of a company/lead in the past before taking a call or writing a custom follow up email, or updating status of a lead after follow-up, etc. Although these are minor things, but given the fact that I pretty much live in CRM every day, I really wish there is something that is closer to Claude/ChatGPT experience.

Note that the workflow I'm referring to is different from the workflow feature in HubSpot. It's essentially an integration hub that plumbing things together, which is needed, but doesn't solve my experience and productivity issue.

Yes, they do have a AI chatbot on the right side, but it's nothing more than wall of text plus search and links. I didn't find myself gaining productivity leveraging it.

I have a technical background in the past, and I'm quite good at using all kinds of tools. I mean, the way CRM currently is, I can definitely do my work with it. But what makes me wonder is, am I alone feeling these kind of clunkiness? anyone else also has workflow that CRM doesn't build for you?

We are using HubSpot, in the past we've also used Salesforce, and several other ones. But all of these CRM seems to be built on the same structure with different color. It feels quite clunky to me.

Mainly I found myself switching between tabs, tables, and pages to trace down some information. It seems that CRM like HubSpot are built based on their underlying table schema, not for user experience. So I have to follow their tables, clicking, find the next link, click, etc. I have a technical background in the past and are reasonably savvy with a lot of tools. But this experience just feels 2020 to me. Can AI do something with it?

There are some custom workflows I do all the time, such as checking notes of a company/lead in the past before taking a call or writing a custom follow up email, or updating status of a lead after follow-up, etc. Although these are minor things, but given the fact that I pretty much live in CRM every day, I really wish there is something that is closer to Claude/ChatGPT experience.

Note that the workflow I'm referring to is different from the workflow feature in HubSpot. It's essentially an integration hub that plumbing things together, which is needed, but doesn't solve my experience and productivity issue.

Yes, they do have a AI chatbot on the right side, but it's nothing more than wall of text plus search and links. I didn't find myself gaining productivity leveraging it.

I have a technical background in the past, and I'm quite good at using all kinds of tools. I mean, the way CRM currently is, I can definitely do my work with it. But what makes me wonder is, am I alone feeling these kind of clunkiness? anyone else also has workflow that CRM doesn't build for you?

How do you find balance between system restrictions and CRM's ease of use ? To avoid garbage-in garbage-out, adding validation and rules does make sense, but user demotivation follows soon, resulting is lower adoption of system.

what is your experience, care to share.

--BeforeYouCRM

How do you find balance between system restrictions and CRM's ease of use ? To avoid garbage-in garbage-out, adding validation and rules does make sense, but user demotivation follows soon, resulting is lower adoption of system.

what is your experience, care to share.

--BeforeYouCRM

Spent a weekend going deep on HubSpot features and realized I knew maybe 50% of what it can do.

Turned it into a short interactive quiz.

15 challenges, 6 rounds. Takes about 3 minutes. No sign up.

You get a score out of 100 and a spider-web skill chart.

Spent a weekend going deep on HubSpot features and realized I knew maybe 50% of what it can do.

Turned it into a short interactive quiz.

15 challenges, 6 rounds. Takes about 3 minutes. No sign up.

You get a score out of 100 and a spider-web skill chart.

A number of my reps are reporting that in Veeva CRM they've run into issues when adding accounts from Network where they keep running into sync errors, but if they try multiple times, it gets through.

Activity logs show a connection error, but it seems strange that this wasn't an issue until a few months ago and I've confirmed with multiple reps that they weren't in a wifi/cellular dead zone that would have caused it.

Has anybody else run into this issue?

A number of my reps are reporting that in Veeva CRM they've run into issues when adding accounts from Network where they keep running into sync errors, but if they try multiple times, it gets through.

Activity logs show a connection error, but it seems strange that this wasn't an issue until a few months ago and I've confirmed with multiple reps that they weren't in a wifi/cellular dead zone that would have caused it.

Has anybody else run into this issue?

For the longest time our agency stack looked like this:

• Slack for communication

• Trello for tasks

• Notion for documentation

• Google Drive for files

• Email for clients

• And a bunch of random spreadsheets for tracking things

At first it felt “normal”. Everyone around us was doing the same.

But as the agency grew, things started to break in weird ways.

A client would ask about the progress of a task and the answer would be somewhere between Slack, Trello, and someone’s memory.

A designer would finish something but the client wouldn’t see it because the link was buried in a Slack thread.

Sometimes tasks were completed but the client still thought nothing had been done because they had no visibility.

The real problem wasn’t the tools themselves.

It was the fragmentation.

Every tool created another place where information could live, and over time the system became impossible to follow.

At some point we tried to “fix it” by adding even more tools.

Bad idea.

More tools = more fragmentation.

So we stepped back and asked ourselves a simple question:

What if everything lived in one system?

Not just tasks.

But the entire agency workflow:

• Projects

• Tasks

• Client communication

• Deliverables

• Files

• Updates

• Internal notes

All in one place where both the agency team and the client could clearly see what was happening.

So we started building our own internal system.

At first it was just for us.

But after a few months a friend who runs another agency tried it and said something interesting:

“This is the first time my clients actually understand what’s going on inside projects.”

That made us realize the real value wasn’t just productivity.

It was clarity between agencies and clients.

Most project management tools are built for internal teams.

But agencies are different.

You’re constantly working between two worlds:

Your team

And your clients.

If anyone here runs an agency, I’m curious:

How many tools are currently in your stack?

And what’s the most annoying part about managing projects between your team and clients?

If people are interested I can also share some of the workflow systems we built internally that made things much easier for us.

For the longest time our agency stack looked like this:

• Slack for communication

• Trello for tasks

• Notion for documentation

• Google Drive for files

• Email for clients

• And a bunch of random spreadsheets for tracking things

At first it felt “normal”. Everyone around us was doing the same.

But as the agency grew, things started to break in weird ways.

A client would ask about the progress of a task and the answer would be somewhere between Slack, Trello, and someone’s memory.

A designer would finish something but the client wouldn’t see it because the link was buried in a Slack thread.

Sometimes tasks were completed but the client still thought nothing had been done because they had no visibility.

The real problem wasn’t the tools themselves.

It was the fragmentation.

Every tool created another place where information could live, and over time the system became impossible to follow.

At some point we tried to “fix it” by adding even more tools.

Bad idea.

More tools = more fragmentation.

So we stepped back and asked ourselves a simple question:

What if everything lived in one system?

Not just tasks.

But the entire agency workflow:

• Projects

• Tasks

• Client communication

• Deliverables

• Files

• Updates

• Internal notes

All in one place where both the agency team and the client could clearly see what was happening.

So we started building our own internal system.

At first it was just for us.

But after a few months a friend who runs another agency tried it and said something interesting:

“This is the first time my clients actually understand what’s going on inside projects.”

That made us realize the real value wasn’t just productivity.

It was clarity between agencies and clients.

Most project management tools are built for internal teams.

But agencies are different.

You’re constantly working between two worlds:

Your team

And your clients.

If anyone here runs an agency, I’m curious:

How many tools are currently in your stack?

And what’s the most annoying part about managing projects between your team and clients?

If people are interested I can also share some of the workflow systems we built internally that made things much easier for us.

I'm still hunting for the best fit for my needs. One thing I'm struggling with, I need to manually log emails, be ause my IT department won't allow integrations or installs by employees. As background, I will be the single user, not a company sponsored CRM. Nothing will change that, even ChatGPT keeps saying "just convince IT to allow it". It's NOT an option. So the challenge I'm having is in every test case the crm expects integration. There are notes fields but they can't accept an email thread (too long for the field). Basically I'm looking for a CRM that has an activity tab for each opportunity that can be a chronological timeline/history that I can paste or send the emails to, that will be searchable with ai. Like old-school Salesforce classic.

I'm still hunting for the best fit for my needs. One thing I'm struggling with, I need to manually log emails, be ause my IT department won't allow integrations or installs by employees. As background, I will be the single user, not a company sponsored CRM. Nothing will change that, even ChatGPT keeps saying "just convince IT to allow it". It's NOT an option. So the challenge I'm having is in every test case the crm expects integration. There are notes fields but they can't accept an email thread (too long for the field). Basically I'm looking for a CRM that has an activity tab for each opportunity that can be a chronological timeline/history that I can paste or send the emails to, that will be searchable with ai. Like old-school Salesforce classic.

Hey everyone, I'm a part of a small 2 man plumbing shop and I'm seeking help on a simple CRM software. We don't need all the frills and analytics of service titan or the like. What I'm looking for is a simple way to store customer information and upload pictures that can be accessed from a web connected device. Is there any such program that exists? Thank you for your time.

Hey everyone, I'm a part of a small 2 man plumbing shop and I'm seeking help on a simple CRM software. We don't need all the frills and analytics of service titan or the like. What I'm looking for is a simple way to store customer information and upload pictures that can be accessed from a web connected device. Is there any such program that exists? Thank you for your time.

Most of our customer conversations happen on WhatsApp. Email sits unread. WhatsApp gets answered in minutes.

Problem: none of it syncs to our CRM. Customer history lives in two places.

Every "WhatsApp integration" I've found either needs expensive API access, only sends messages one way, or just means manually copying conversations over.

For people using WhatsApp with customers, how are you handling this?

Actually syncing somehow? Manually logging everything? Just living with the mess?

What's working in practice, not just in sales demos?

Most of our customer conversations happen on WhatsApp. Email sits unread. WhatsApp gets answered in minutes.

Problem: none of it syncs to our CRM. Customer history lives in two places.

Every "WhatsApp integration" I've found either needs expensive API access, only sends messages one way, or just means manually copying conversations over.

For people using WhatsApp with customers, how are you handling this?

Actually syncing somehow? Manually logging everything? Just living with the mess?

What's working in practice, not just in sales demos?

For the last year my agency used multiple tools:
CRM, email marketing, funnels, scheduling, and automation.

The biggest issue was everything was disconnected. Leads slipped through the cracks and follow-ups were inconsistent.

I tested several platforms including:

• HubSpot
• Pipedrive
• Zoho CRM
• ActiveCampaign
• GoHighLevel

Most tools were good at one thing but weak in others.

HubSpot → great CRM but expensive
Pipedrive → simple but limited automation
Zoho → powerful but complicated

The one that surprised me was GoHighLevel because it combines CRM, funnels, automation, and SMS/email marketing in one platform.

I actually wrote a full comparison explaining the pros and cons of each CRM for agencies.

If anyone wants to check it out, the link is in my profile.

I have been 7 years on Performance Marketing and I would like to make a career change. Have you experience the same? Which career have you followed and how do you shift career? I am thinking that it is a pity not to work in a marketing related field as I will through my previous experience. Your thoughts? I am thinking about crm

I’m currently working with a company that is paying around $15k/month for HubSpot, which includes Marketing Hub Enterprise, Sales Hub Professional (23 seats), Service Hub Professional, and about 80k marketing contacts.

From an automation and funnel perspective, it seems like a lot of the workflows, lead capture, email/SMS automation, pipelines, and CRM functionality could potentially be replicated in platforms like GoHighLevel at a fraction of the cost.

However, the big thing people mention is HubSpot’s advanced reporting — attribution, revenue analytics, custom reporting, forecasting, etc.

For companies that have used both:

• How critical is HubSpot’s advanced reporting in real-world operations?
• Do companies actually rely heavily on it, or is it something that sounds good but rarely gets used?
• Have you seen organizations successfully move away from HubSpot to something simpler without losing important reporting insights?

Curious to hear from anyone who has managed enterprise HubSpot setups or migrated away from it.

Over the years, our company has used ACT, Zoho, and we are currently using RepFabric. We are looking for something with a better UI, app, and which makes the admin work for our sales folks quicker and easier.

Background:

We are a manufacturer's representative firm in the industrial automation space. For those unfamiliar, we are an independent sales agency. We cover 10 states with 9 outside sales people and 13 licenses to the software. In around 4 years, we are looking to acquire another business, and that will add 5 states and 6 additional sellers.

In our current CRM, we have almost 6000 companies and 15000 contacts loaded. This will continue to increase, especially with the acquisition.

I want a CRM that integrates well into the Microsoft ecosystem, especially Outlook, so that it's easy for our sales people to load new contacts, companies, and opportunities within Outlook.

We use the CRM for contact management, opportunity tracking, and funnel reporting back to our represented manufacturers. It's nothing fancy and pretty straightforward.

The current CRM we are using is laggy and slow when logging into it from the web, and that makes opportunity management a real drain in the team.

I'm sure I'm missing additional information and background, but I hope this is enough for folks to make some recommendations. Thanks!