How We Use WillowSpace CRM With Clients at Our Design Studio 👏
WillowSpace was made by a designer, for designers so of course we use WillowSpace in our work every day at Function Creative Co. - our design studio!
It helps us manage our clients with ease, keeping our time free for designing rather than organizing a busy schedule. Interested in the process? Let’s see what it’s all about!
How our design studio uses a CRM like Willowspace
📫 Capture form to qualify the lead
First, we set up a lead capture form, designed to match our brand and website entirely. We add a handful of questions to help qualify the leads coming through our inbox to make sure they’re the right fit as early as possible.
WillowSpace makes it seamless to design your form and embed it on your site. This is what ours looks like:
✨ Set up automated responses
We set up an automated response in WillowSpace so that when a lead reaches out through our inquiry form, we don’t have to do anything just yet! The automated response shares our lookbook - a PDF with more detailed information on who Function is and what we do!
📅 Book a consultation
At the end of our lookbook is our Scheduler link (built using the Scheduler in WillowSpace) - leads can follow this link to book a consultation with us if they think they’re a good fit after reviewing all of our detailed info. Once it is booked, the consultation is automatically in our calendar. Super convenient!
📃 Put together a custom proposal
Once we meet with the lead, we can put together a custom proposal using Willowspace templates. There’s no point in reinventing the wheel with every proposal. We start with a framework and customize the information based on the lead’s needs. Then we send the proposal in Willowspace where the lead can easily accept or decline it (with a reason provided).
🤝 From lead to client in a click
The lead accepts the proposal, and they become a client on WillowSpace with just one click! It’s that easy.
✨ Set up a new project
We set up a new project for the client to view, complete with project details and important milestones. After this, we send the client an intake form to fill out with all of the information we need to start the project.
🖋️ Set up contracts
Once the project is ready to go, we set up a contract for the client with our template on WillowSpace, as well as a deposit invoice. Contracts are super easy to sign right online, so that along with auto-reminders means projects kick off ON TIME and ON TRACK!
🚶♀️ The next steps
We send an email in WillowSpace to our client with next steps linked to it, making it easy and straightforward for them to fill out their contracts and view the client portal. From here they can:
Review and sign their contract, with a link to the contract
Pay their deposit invoice, with a link to the invoice
Keep up to date on their project with our client portal, with a link to the portal
👍 Using milestones
Throughout the duration of the project, we use milestones, forms and tasks all together to keep track of our progress. The client can view these milestones to see how their project is coming along!
💌 Final deliverables and feedback
Once the project is wrapping up, we send the client all final deliverables and invoices. We also send the client a feedback form to collect their thoughts on the project experience. There is a spot within the form to allow the client to include a testimonial if they'd like, along with a spot to upload an image we can use to show off our hard work!
🙌 Project complete!
After everything is wrapped up, we mark the project as complete on WillowSpace! Happy client, happy us!
WillowSpace helps us manage our client relationships, seamlessly & beautifully. Why not try it?
Great design takes time, we understand. That’s why we use WillowSpace to take the stress of organizing and managing off of our plates, giving us time to do what we do best.
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