Hello everyone,

I run a business which helps customers access home energy efficiency upgrades. Our workflow involves generating leads through a Tally form and storing these in Airtable, but I’m finding Airtable’s limitations (such as constant horizontal scrolling) difficult to work with for managing complex client details and tracking multiple statuses. I’m looking for a CRM or database system that offers more flexibility and customisation to streamline our lead and client management. I've found Zoho and am keen to get to grips with it and see if it can do what I need.

Key Requirements:

Data Capture and Integration:

Form Integration: We currently use Tally Forms for lead generation (but might be willing to change this if need be). Ideally I'd like the CRM to either integrate directly with Tally or work with Airtable (where Tally forms currently sends data).

Detailed Client Records: Each record should be able to include custom fields like name, contact info, property details, eligibility status, and survey details (details below). I currently have 40 columns(!) Can I do this with Zoho and if so, will I need to pay for  this? I don't mind subscribing later but I need to be able to add them and test the whole thing BEFORE I commit to a subscription.

Forms and Output:

The ability to run reports/queries on the database and be able to output certain details to a PDF form (or similar) is pretty important so that I can issue job sheets to my surveyors.

Client Data and Status Tracking:

Custom Fields: Essential fields (there are more) include:

Personal info (forename, surname, phone, email, address).

Property and eligibility details (e.g., benefits, medical conditions, tenancy status, income, wall type, council tax band).

Project statuses, like:

Surveyed? (Checkbox)

Survey Booked? (Checkbox)

Paid? (Checkbox with amount or date)

Survey Date and Surveyor’s Name (that I can select from a pre-populated dropdown list)

Start Date and Completion Date

Lead tracking details (value of lead, referral code, vendor, etc.).

Checkbox Statuses and Reminders: The ability to check off statuses (e.g., “survey booked”) and set reminders. For example, flagging a reminder if a client remains unpaid after 6 weeks would be helpful.

User-Friendly Interface for Editing and Adding Records:

Expandable Records: Ideally, I’d like to view each client record in a square “box” or pop-up window rather than scrolling through a table (Airtable’s left-to-right scrolling is cumbersome with so many fields).

Views/Filters: Ability to create custom views or filters based on criteria, such as “unpaid clients” or “survey completed but awaiting payment,” for quicker organization and access.

Automations and Reminders:

Automated Reminders: Customisable reminder system for key deadlines, such as unpaid client follow-ups after 6 weeks or reminders to book a survey.

Date-Triggered Alerts: Ability to trigger alerts or notifications based on a field date (e.g., 6 weeks after lead date if no payment has been received).

Reports and Analytics:

Basic Reporting: Ability to run basic reports, like the number of surveyed leads, completed projects, or unpaid clients. Any insights on sales funnel tracking would be an added bonus but is not a necessity.

CRM Features Optional but Useful:

Although not essential, some CRM features might be helpful, such as:

Activity Tracking: A basic timeline of interactions.

Task Assignments: Assigning team members to leads and tracking their status.

Contact Preferences: Options for tracking preferred communication methods.

Comms: The ability to phone clients or send SMS directly from the CRM would be VERY helpful

Diary function: The ability to allocate jobs to a "diary" that U can then supply to my surveyors would be an excellent feature.

Platforms Considered:

I’ve tried Airtable, but while it allows for the custom fields I need, the interface feels awkward, especially with the amount of data we have to manage. I’ve also looked into HubSpot and ClickUp, but both seem more sales-oriented, and their integrations don’t match all my needs. They are also VERY overpriced.

Summary of Ideal Solution:

Ideally, I need a flexible CRM or database that:

• Integrates or works with Tally Forms for direct data capture.

• Provides easy-to-use custom fields and checkboxes for client tracking.

• Offers powerful filtering, reporting, and automated reminders based on status or time.

• Has a user-friendly interface for managing complex client information without extensive scrolling.

Can Zoho CRM do these things and if so, what sort of plan would I need to do them all? There would only really need to be me having access to the system. I do not need other users/seats. My workflow would be to do all the backend admin work, then send the contact details to a form (preferably a pre-populated PDF document), download the form and then send it to the surveyors' email address - or send it to the surveyor's email address from within the CRM.

Sorry for the long post and thank you in advance!

T