• CRM · KeyCRM

CRM implementation: buying the system is easy, making people actually work in it is not

The most common story goes like this: a company bought a CRM, somebody entered twenty contacts into it, and a month later everyone was back in the messengers. The system is not to blame. What is to blame is that it was configured around a generic example rather than around how you actually sell: the stages do not match, half the fields make no sense, and there are no reports you can decide anything from. We start not with the system but with your process.

See how it works
Price
after a free audit
Guarantee
30 days after project sign-off
Focus
CRM for small companies and stores
after a free audit
Price
30
Guarantee

days after project sign-off

CRM for small companies and stores
Focus
20
Timeline

to 60 working days

free review of the sales process
Start
30
Warranty

days from the date the acceptance act is signed

within 2 hours
Reply
under a written contract
Terms
What's included

Complete list of work and what you get as a result

  • deal stages matching your real process rather than an example from a manual
  • moving clients and active deals over from spreadsheets, email and messengers
  • a link with the site: enquiries land in the system automatically and tagged with their source
  • fields made mandatory only where you genuinely cannot move on without them
  • rules that stop a deal quietly getting stuck at a stage with no movement
  • reports decisions are actually made from: where things stall, how much is in progress, what is overdue
  • training your people on their own tasks rather than through a generic presentation
  • the first month of support, while the process settles into real life
When this service isn't right

What's not included — so there are no surprises at delivery

  • selling CRM licences: you buy them yourself, directly from the supplier
  • a guarantee that staff will use the system
  • developing a custom CRM — that is a separate and much larger task
  • rewriting your sales process to fit our ideas
  • promises of sales growth after implementation
Who it's for

Situations where this service delivers results

Scenario 1 of 4

A company that already has a CRM and it is empty

The most common case. The system is bought, the licences are paid for, and the work goes past it. What is needed here is not a new CRM but an understanding of why nobody works in this one.

We'll review your situation in a free audit
Free review of the sales process

We look at how you actually sell. Without that, any configuration would be a configuration of somebody else's process.

What we measure

  • The path from enquiry to paymentWe write it down step by step as it is, not as it ought to be. The stages in the system have to repeat that path, otherwise managers will ignore them.
  • Where the clients live nowSpreadsheets, managers' phones, chat threads. The scale of the migration depends on this — usually the largest and least pleasant stage.
  • Whether a CRM already existsIf it does and it is empty, we first have to understand why. Replacing the system without answering that will produce an equally empty one, just a different brand.
  • Which decisions you want to makeA report has to answer the manager's question. If there are no questions, the reports will be handsome and useless.
  • How many people and who does whatTwo or twenty are different requirements for permissions and for how strict the mandatory fields should be.
  • Who will drive it from insideImplementation without a person on your side carrying the process daily almost always ends in an empty system.

What you get

  • your sales process written down step by step
  • an answer on whether a new system is needed or the existing one should be fixed
  • an estimate of the work broken down by stage
  • an honest answer if a CRM is still premature for you

Timeline: 3–7 working days

Why is it free

Half the conversations end with the conclusion that a system is not needed, or that the existing one should be configured rather than replaced. There is no sense in selling an implementation that will not take — that becomes visible within a few days.

What's next

You get a description of the process and an estimate. Then you decide for yourself — the document stays with you.

Short form: your contact and site URL

  • Contract, act and 30-day warranty

    Every project gets a written contract: scope, deadlines, amount, acceptance procedure. After delivery — act and invoice, then 30 calendar days of warranty.

  • Sole proprietor & bank transfer

    The contractor is a registered sole proprietor. Payment by invoice with closing documents.

  • Rights & access — yours

    Code, design and materials transfer to you after full payment. Domain, hosting, repository and analytics are registered to you.

  • Client portal instead of email chains

    During the project you get access to a portal: contracts, invoices, acts and project status in one place.

  • European clients

    Among our work — projects for Norway, Bulgaria, Moldova and Spain.

  • Verifiable numbers

    Every case in the portfolio comes with a link to a live site and a technical measurement.

  • Audit first, then pricing

    There is no price list on the site intentionally: the scope of the same work differs multiples between clients.

  • We say "no" when unsure

    If the task isn't ours or the deadline is unrealistic — we tell you upfront.

What affects the price

Why two seemingly identical tasks are priced differently

  • Number of processesOne sale is one funnel. Sales, service, repeat enquiries and purchasing at once are several, and each has its own stages.
  • State of the existing dataThe main driver. Spreadsheets kept by several people over years have to be cleaned before the move, and that is often the longest stage.
  • Number of enquiry sourcesConnecting the site is simple. Messengers, social networks and telephony are each separate, and not all offer a usable way to exchange data.
  • Depth of the reportsThe built-in reports are free. A report answering a specific question from the manager is already data work, sometimes outside the CRM itself.
  • Number of peopleTraining two managers takes a few hours. Ten people in different roles is a separate stage with a check that everyone understood.
  • Support after launchThe first month of corrections is part of the work. After that it is a separate arrangement, and we do not switch it on silently.
Cases

Tasks and results in numbers — all metrics measured by us

the agency's own CRM: deals, contracts, invoices, acceptance acts, projects and a client portal

Task
Stop running the agency in chat threads and spreadsheets: bring deals, versioned contracts with approval, invoices and acts, projects, licences for our own products and client communication in messengers into one system — and make documents be born from data rather than typed in by hand.
Solution
An application on Next.js 16 with Supabase (authentication and RLS) and Prisma. A contract builder with templates, versions, comments and conditional option blocks; signing a contract automatically produces the invoices and the act. Document exchange with Vchasno, National Bank rates with daily snapshots for converting EUR into hryvnia on the invoice date, bank receipts, fiscalisation through Checkbox. Client communication in Telegram and Viber with a single history. A separate circuit for our own products: licences, deployments, domains, support tickets. 35 background jobs cover the routine: reminders about invoices and meetings, digests, lead scoring, health monitoring of integrations and backups, synchronisation with Vchasno.
Result
As of 02.08.2026 the system runs in production (first server response 188 ms — the fastest response among all the projects we have measured). 121 dashboard pages across 38 sections, 489 server routes, 20 tables in the data schema, 11 enumerations and 27 classifier types, 35 scheduled background jobs. 958 commits over 10 months of continuous work. Data exchange is set up with roughly two dozen external systems.

Did not find your case?

Describe how it works on your side — we will tell you whether “CRM implementation in a company” fits and what it means in your situation. No brief and no call: one question, one answer.

Process steps

Transparent stages with approval at every step

Total duration:20–60 days

  1. Reviewing the process

    3–7 working days

    We write down step by step how you actually sell, with the exceptions. This is the foundation: the stages in the system have to repeat real life, not the other way round.

  2. Configuring the funnel

    5–12 working days

    We set up stages, fields and permissions. Fields are made mandatory only where you genuinely cannot move on: excessive strictness is the main reason people bypass a system.

  3. Connecting the sources

    4–12 working days

    We link the site and the available channels so an enquiry lands in the system by itself, tagged with where it came from.

  4. Moving the data

    5–20 working days

    We move clients and active deals over. Cleaning duplicates and putting the data in order has to be done together with you: only you know what is correct.

  5. Reports and training

    3–8 working days

    We build reports around your questions and train people on their own tasks. A generic presentation does not work here — that has been tested.

  6. The first month

    20 calendar days

    We stay alongside while the process settles: something will turn out redundant, something will be missing. Then the 30-day warranty from the date the acceptance act is signed applies.

Technologies & integrations

What we build on and what it connects to

Stack

  • KeyCRM
  • Next.js
  • TypeScript
  • Node.js
  • PostgreSQL
  • PHP
  • REST API
  • Webhooks
  • CSV
  • Git
  • Docker

Integrations

  • KeyCRM
  • Telegram
  • Viber
  • Email
  • Nova Poshta
  • Google Analytics 4
  • Webhooks
  • 1C
An off-the-shelf CRM or a custom system

How this option differs from the alternative

Time to first benefitweeks
Costconfiguration plus a subscription
A non-standard processhas to be adapted or simplified
Dependenceon the supplier and their decisions
When a custom one is justifiedthe right choice for a typical sale
What we need from you

We can't start without this — best to prepare in advance

  1. what the path from enquiry to payment looks like now, with the exceptions
  2. where the clients and agreements live today
  3. who will work in the system and what each of them does
  4. which decisions you want to make from reports
  5. who on your side will drive the change inside the company
  6. who on your side accepts the work

If something is missing — let us know, we'll help you gather it or do it as a separate task.

FAQ

Most frequently asked questions — with concrete answers

We already have a CRM and nobody works in it. Should we replace it?

First understand why. In the overwhelming majority of cases the reason is not the system: the stages do not match the real sale, there are too many mandatory fields, and the reports do not answer the manager's questions. Replacing it without answering that gives an equally empty system, only with a new subscription.

Which CRM should we choose?

The one that covers your process in the simplest way. We work mostly with KeyCRM, because for Ukrainian small business it covers most cases and has a decent way of exchanging data. But you buy the licences yourself and directly: we earn nothing on this, so the recommendation is not bought.

How many fields should be mandatory?

As few as possible. Every mandatory field is a reason to bypass the system and note the deal in a notebook. Only what you genuinely cannot move on without should be mandatory. The rest is better made convenient than compulsory.

What to do with the data in spreadsheets?

We move it, and that is usually the longest stage. Spreadsheets kept by several people almost always contain duplicates, different spellings and empty fields. Some of it will have to be cleaned together with you — we do not know which of two records about the same client is correct.

Will people really start using it?

We cannot guarantee it, and we say so honestly. What helps: stages that match the real work; a minimum of mandatory fields; and a person on your side who carries the process daily. Without the last one, implementation almost always ends in an empty system — and that is not a technical problem.

Will this increase sales?

We do not promise that. A CRM does not sell — it makes visible how many deals are in progress, where they stall and what is overdue. The decisions are then yours. But without that visibility decisions get made on feel, and that is usually where the losses hide.

How long does it take?

20 to 60 working days. Configuring the funnel is a matter of weeks. The timeline is set by the data migration and the training: the first depends on the state of your spreadsheets, the second on how many people there are and how ready they are to change habits.

How is this different from a custom system?

An off-the-shelf CRM delivers benefit in weeks and costs less, but your process will have to be adapted to it somewhere. A custom one is built around the process as it is, costs noticeably more and is measured in months. We take on both, and during the review we say outright which is wiser in your case.

Let us work out why your CRM is not working

We will write your sales process down step by step and say whether a new system is needed. The review is free, we reply within 2 hours.

From measured casesAs of 02.08.2026 the system runs in production (first server response 188 ms

View cases
  • Reply within 2 hours
  • No commitment
  • We work under a contract

There is no price list on the site on purpose: the same work differs several times over between two clients, and a “from” figure explains nothing in that case. First a free audit — we count your pages, duplicates and speed — then we name the sum and the deadline and fix both in the contract.