Fixed-price setup
Stop losing track of your clients
We build a simple client tracker around how you already work, and set AI up to handle the notes, the updates and the who-to-chase list. Fixed price, done in three weeks.
If your business runs on conversations, you probably know the feeling. Your clients and contacts live in your inbox, an old spreadsheet and your head. Follow-ups slip in busy weeks, and nobody’s quite sure who spoke to whom last.
We’ll build you a simple client tracker, set AI up to do the note-taking and chasing, and show your team how to run it. Fixed price, done in three weeks.
Sound familiar?
A promised call-back slips because it was on a sticky note. A good client goes quiet and you only notice a month later. Someone asks where things stand with a customer and the answer is “let me check my emails”. The work is there, it’s just hard to keep hold of. For a bigger example, read how one sales team built a CRM with AI.
What we set up for you
A client tracker in Excel, saved in your own OneDrive or SharePoint. Contacts, companies, opportunities with your own stages, a dated activity log, a follow-ups due list and a one-page summary. Built with dropdowns and checks so it stays tidy.
Your existing contacts, brought in. We gather them from your old spreadsheets and exports, remove duplicates and put them in the right columns.
An AI assistant that does the notes. Paste in your rough notes after a call and AI gives you the tracker update, the next action with a date, and a short follow-up email ready to send.
A Monday who-to-chase list. AI tells you who’s overdue, who’s gone quiet, and which conversations are most worth your time this week.
AI inside Excel, set up and ready. Update and question the tracker in plain English, right inside the workbook.
Simple rules for personal details. What goes in, what stays out, and when old contacts get deleted. Written down so anyone can follow it.
What it could save you
11 hours a week. That’s how long the average UK small business owner spends on admin and finance tasks. It adds up to about six working days a month, nearly twice the 3.6 days a month they spend on sales and growing the business.
94% of spreadsheets. That’s how many of the spreadsheets studied in field audits contained errors. It’s why we build your tracker with dropdowns, checks and clear rules from day one, rather than leaving it to grow on its own.
Here’s a typical example. If each person who deals with clients spends about 15 minutes a day working out who to chase and writing follow-ups from scratch, and that drops to about 5 minutes, that’s around 50 minutes a week per person. The bigger win is harder to put a number on: the follow-ups that stop slipping.
Your numbers will be different. We’ll work them out with you on the free call, so you know what to expect before you spend a penny.
Sources: American Express and Small Business Saturday UK, SME Business Barometer, a survey of 1,000 UK small business owners, July 2026. Raymond R. Panko, What We Don’t Know About Spreadsheet Errors Today, EuSpRIG Proceedings, 2015.
How the three weeks work
Week 1: understand and build. A 60-minute call, by phone or video, to understand what you track today and how you win work. Then we build your tracker around it.
Week 2: bring it to life. We bring your existing contacts in and set up the AI assistant that turns call notes into updates and follow-up emails.
Week 3: hand over. A 90-minute training session with your team to run it on real conversations, then changes until it fits.
30 days later: check-in. A short call to see what’s working and fix anything that isn’t.
What it costs
£995 + VAT, fixed price. That covers the build, bringing your contacts in, the AI assistant, the training session, your written rules and the 30-day check-in.
Does it pay for itself? Here’s the rough maths. We value staff time at £20 an hour, close to the UK median full-time pay of £19.67 an hour. That’s before employer costs like National Insurance and pension, so the real saving is higher. Swap in your own numbers.
What you put in: £995 + VAT, plus about 3 hours of your time over the three weeks (the 60-minute call, the 90-minute training session and pulling together your contact lists).
1 person dealing with clients: saves about 50 minutes a week, worth around £870 a year. Pays for itself in about 15 months.
3 people dealing with clients: saves about 2.5 hours a week, worth around £2,600 a year. Pays for itself in about 5 months.
8 people dealing with clients: saves nearly 7 hours a week, worth around £6,900 a year. Pays for itself in about 2 months.
It works best if three or more people deal with clients, or if one missed follow-up costs you more than the setup. If that’s not you, we’ll tell you honestly on the free call.
Pay figure: Office for National Statistics, Annual Survey of Hours and Earnings, median gross hourly pay excluding overtime for full-time employees, April 2025.
If you’re VAT registered you can normally reclaim the VAT, so the real cost is £995. Your AI subscription isn’t included and is paid directly to the provider. AI add-ins for Excel (such as Claude for Excel or Microsoft Copilot) need a paid plan and Excel through Microsoft 365, so we’ll help you pick the right one before you start.
Keeping it safe
Your tracker stays in your own Microsoft storage, and only your team can open it. We agree with you what goes in and what stays out, keep sensitive details out of the notes, set a rule for deleting old contacts, and check your AI data settings together. A person checks every follow-up email before it’s sent.
Questions people ask
Do I need to be technical?
No. If you can use a spreadsheet and send an email, you can run this.
We already use a CRM. Is this for us?
Probably not. This is for businesses running on spreadsheets and inboxes. If your current system works for you, keep it, and we’ll tell you so.
Can more than one person use it?
Yes. Saved in OneDrive or SharePoint, your team can work in it at the same time.
What’s not included?
Automatic email logging, automated sending, links to other software and custom-built software. If you need those, we’ll say so on the free call.
What happens after the three weeks?
The tracker and the Project are yours. It’s your spreadsheet and your own AI account, so everything keeps working whether or not you work with us again.
Ready to stop losing track of clients?
Book a free 30-minute call with us, by phone or video. We’ll look at how you keep track of clients today, estimate how much time you could save, and tell you honestly whether this is worth doing for your business.