CRM and sales automation setup strategy for automated lead response, distributor pipelines, and sales tracking across all states.
Why the current setup is ready for an upgrade
Contained Australia is generating 200+ leads/month across multiple states. The current Google Sheets dashboard can't keep up, and distributors are losing leads.
You're generating 200+ leads a month but losing them in a spreadsheet. This gives every distributor instant follow-up, automated nurture, and a visual pipeline - so the only thing they need to do is call the leads that are already qualified. You'll convert more of the leads you're already paying for.
Leads submit a form and wait. No immediate text, no email, no confirmation. The faster you respond, the higher the conversion - and right now it's hours or days.
The volume of leads coming in has outgrown what a team can handle. A dedicated sales system with pipeline stages, ownership tracking, and follow-up reminders lets distributors focus on selling, not data entry.
Lead volume is growing faster than distributors can manually manage. A system that prioritises, automates first contact, and tracks follow-ups means they can handle more leads without dropping the ball.
No way to see which leads converted, which are stuck, or what stage each distributor's pipeline is at. Impossible to optimise what you can't see.
Automated touchpoints the moment a lead comes in
Research shows responding within 5 minutes makes you 21x more likely to qualify a lead. This automation ensures every lead gets contacted instantly.
The moment someone submits their phone number, they receive a text: "Thanks for your enquiry about Contained structures. We've received your details and a local specialist will be in touch shortly."
AutomatedThe built-in Conversation AI continues the text thread - asking qualifying questions (commercial or private? timeline? size requirements?) to warm the lead before the distributor calls.
AutomatedAutomated email with the Contained brochure, pricing guide, and key product info. Positions Contained as professional and responsive before anyone picks up the phone.
Automated3-5 email sequence over 14 days covering: product benefits, case studies/project photos, FAQs, and a "still interested?" re-engagement. Keeps Contained top of mind.
AutomatedVisual sales tracking for every distributor
Each distributor gets their own dashboard with a visual pipeline. Drag leads through stages. See exactly where every deal sits.
Each distributor gets their own CRM login. They only see their state's leads. Clean, simple, no cross-contamination between territories.
Per DistributorVisual Kanban board - drag leads from "New" to "Contacted" to "Qualified" to "Won." One glance shows exactly where every lead sits in the sales process.
Manual + AutoIf a lead sits in "Contacted" or "Qualified" for more than a set number of days without moving forward, the system automatically notifies the distributor. Prevents leads from going cold because someone forgot to follow up.
AutomatedDistributors can add notes to each lead - objections, follow-up dates, pricing discussed. This creates a full history for every lead and helps optimise the sales process over time.
ManualA master view across all distributors. See conversion rates by state, time-to-close, and pipeline value. Data-driven decisions instead of guesswork.
AutomatedWhy long-term nurture is the biggest opportunity
The reality of high-ticket purchases is that most enquiries are early-stage. People are researching, comparing, and planning for months (sometimes years) before they commit. The question is: who do they remember when they're ready?
Every lead that comes in falls into one of three categories. Understanding this is critical to how the system is designed.
Ready to purchase in the short term. They've done their research, have the budget, and just need to pull the trigger. These are the easy ones, but they're the smallest group.
Interested, but not ready yet. They're researching, need internal approvals, are comparing options, or waiting on budget. Could be weeks, months, or next year. This is where the biggest revenue sits.
Tyre kickers, wrong fit, or just browsing. They'll never convert regardless of follow-up. The system helps identify these quickly so distributors don't waste time on them.
Right now, the "Buy Later" group is being treated the same as "Never Buy." A lead that doesn't convert in the first week falls off the radar. No follow-up. No reminders. No touchpoints. By the time they're ready to purchase, they've forgotten about Contained Australia entirely, or a competitor has stayed in touch and won the sale instead.
With automated monthly newsletters and strategic SMS touchpoints, every lead in that "Buy Later" category stays warm without any manual effort. When they're finally ready to pull the trigger, Contained Australia is the only provider they're thinking about.
High-ticket B2B purchasing follows well-documented patterns. These aren't guesses; this is how buying decisions work at scale.
Automated monthly emails showcasing recent projects, customer stories, new products, and seasonal promotions. Keeps Contained Australia top of mind without anyone lifting a finger. Every lead in the database receives it, whether they enquired last week or six months ago.
AutomatedPeriodic SMS check-ins at key intervals (30, 60, 90 days) after initial enquiry. A simple "Still thinking about your project? We're here when you're ready" keeps the conversation alive for the "Buy Later" group.
AutomatedWhen a previously cold lead opens an email or clicks a link, the system flags them as re-engaged and notifies the distributor. That lead is warming back up. The distributor can follow up at exactly the right moment, rather than guessing.
AutomatedBeyond automation, distributors get a dedicated interface where they can log in anytime and see exactly what's happening with their leads.
No more scrolling through spreadsheet rows or trying to remember a conversation from three months ago. Everything is captured, organised, and accessible.
Every month, new leads enter the database. Most won't buy immediately. But with nurture running in the background, the pool of warm leads grows every single month. After 6 months, you're not just working this month's 200 leads. You're working a database of 1,200+ leads who have been consistently reminded that Contained Australia exists. The cost to stay in front of them is near zero. The revenue from leads that would have otherwise been lost is significant.
We've seen this firsthand with other clients. One of our US clients recently closed a quarter of a million dollars in sales from a lead that first enquired over a year ago. They stayed in the system, received the nurture emails, and when they were ready, they bought. Without the system, that lead would have been long forgotten.
What changes for Contained Australia
From manual spreadsheet chaos to a fully automated lead-to-sale system.
| Capability | Today (Sheets) | Enhanced (CRM) |
|---|---|---|
| Speed to first contact | Hours / days | ✓ Instant (seconds) |
| Lead follow-up | Manual, inconsistent | ✓ Automated SMS + email |
| AI qualification | None | ✓ AI SMS conversation |
| Brochure delivery | Manual email | ✓ Instant auto-email |
| Nurture sequence | None | ✓ 5-email series over 14 days |
| Pipeline visibility | Flat spreadsheet rows | ✓ Visual drag-and-drop stages |
| Distributor dashboards | Shared sheet, all see all | ✓ Individual logins, own leads only |
| Sales reporting | Manual counting | ✓ Real-time conversion data |
| Lead notes & history | Spreadsheet comments | ✓ Full CRM history per lead |
| Stale lead alerts | None | ✓ Auto-notify if lead stalls |
Simple, transparent pricing
One-time setup, then a low monthly hosting fee. You own the system forever.
Complete CRM build, automation setup, pipeline configuration, and distributor onboarding. You own it forever, as long as monthly hosting is maintained.
*Includes 5 pre-prompted questions
Keeps the system running. Covers CRM platform costs, SMS/email sending infrastructure, and AI bot usage.
4-month rolling engagement. Monthly optimisations, new sequences, AI tuning, and system improvements.
From kickoff to live in 21 days
Estimated 21 days from kickoff to fully live and tested.