The average business loses 71% of leads
due to slow follow-up.
Marketing generates leads. Your systems determine what happens to them. We build the CRM pipelines, automation workflows, and operational infrastructure that make sure no lead falls through the cracks — and your team spends time closing deals, not copying data between spreadsheets.
This is probably why you're here
Your team is drowning in manual processes
Copying data between spreadsheets, sending follow-up emails by hand, manually assigning leads. Your team is busy, but they're busy with work that a machine should be doing. Every hour spent on data entry is an hour not spent closing deals.
Your CRM is a mess and leads fall through the cracks
Contacts without notes, pipelines nobody updates, follow-ups that never happen. You've paid for a CRM but nobody uses it properly because it was set up wrong — or not at all. Meanwhile, warm leads go cold because no one followed up.
You can't scale because operations break under volume
At 50 leads a month, things work. At 200, everything breaks. You need to hire just to keep up, and every new hire adds cost and complexity without solving the root problem. Growth shouldn't require a proportional headcount increase.
Your tools don't talk to each other
Website leads go to one place, phone leads go to another, referrals go to email. Nothing is connected. Your 'tech stack' is really just a pile of disconnected subscriptions bleeding money and losing data at every handoff.
Sound familiar? Let's fix it.
Talk to UsWhat we actually deliver
We don't just set up software. We build operational infrastructure — systems designed around how your business actually works, not how a CRM vendor thinks it should.
CRM that your team actually uses
Clean pipelines, clear stages, automated data entry, and workflows designed around how your business actually works — not how the CRM vendor thinks it should work. When the system is built right, your team adopts it because it makes their job easier.
Automated lead processing and follow-up
New leads are automatically routed, tagged, and entered into follow-up sequences. SMS and email follow-ups fire within minutes — not days. No lead sits untouched because someone forgot or was too busy.
Operations that handle 10x your current volume
When you go from 50 to 500 leads a month, your systems should handle it without additional headcount. We build the automation, routing, and processing that removes the linear relationship between volume and labor.
Booking and intake automation
Calendar booking, client intake forms, appointment reminders (SMS + email), and no-show follow-ups. The entire booking flow runs without manual intervention — from first click to confirmed appointment.
Pipeline visibility and reporting
See where every deal stands, how long deals sit in each stage, where bottlenecks form, and what your close rate looks like by source. Data that helps you manage your business, not just report on it.
Custom workflows for your specific business
Every business is different. We build workflows that match your actual process — not force you into a template. If you need a 7-stage pipeline with conditional routing based on lead source, score, and geography, we build exactly that.
What we work with
Go High Level
All-in-one CRM, SMS, email, booking, pipelines, and automation. Our primary platform for service businesses that want everything in one place.
HubSpot
Enterprise CRM with marketing automation, sales pipelines, and deep reporting. For businesses that need the depth and already have the team to use it.
Supabase
Custom database and backend for businesses that need systems beyond what off-the-shelf CRMs offer. Full control, no platform limitations.
Custom Integrations
Zapier, Make, custom APIs — we connect your tools so data flows automatically between platforms. No more manual data transfer between systems.
The CYA Systems Build: how it works
Not a one-size-fits-all CRM setup. A systematic build designed around your specific operations, implemented in phases, and connected to your entire growth engine.
Process audit
We map your current workflows: how leads enter, how they're processed, where handoffs happen, where things break. We talk to your team to understand the real process, not just the intended one. You get a clear diagnosis of what's costing you leads and time.
System design
We design the ideal workflow: pipeline stages, automation triggers, data routing, notification rules, and integration points. You approve the blueprint before we build anything. No surprises, no scope creep.
Build & configure
CRM setup, pipeline creation, automation building, integration configuration, and data migration from existing systems. Built in phases so you can start using improvements immediately while we build the rest.
Team training & launch
Hands-on training for your team with documentation. We make sure everyone knows how to use the new systems and understands why each piece matters. Systems only work if your team actually uses them.
Monitor & optimize
Ongoing monitoring for broken automations, edge cases, and optimization opportunities. As your business evolves, your systems evolve with it. Quarterly reviews ensure nothing falls behind.
CYA Engine vs. the alternatives
Not all CRM setups are the same. Here's how the CYA Engine approach compares to what most businesses settle for.
| CYA Engine | Traditional Agency | DIY / Freelance | |
|---|---|---|---|
| CRM setup | Custom-built around your workflows | Template configuration | Default settings, hope for the best |
| Lead follow-up | Automated within minutes (SMS + email) | Manual reminders | Whenever someone remembers |
| Pipeline management | Multi-pipeline with conditional routing | Single pipeline, basic stages | Spreadsheet or sticky notes |
| Integrations | Connected to ads, website, analytics | Limited to CRM ecosystem | Copy-paste between tools |
| Scalability | Handles 10x volume, same team | Breaks at 2-3x volume | Breaks immediately |
| Training & support | Hands-on training + ongoing support | Knowledge base articles | YouTube tutorials |
| Ongoing optimization | Quarterly reviews, continuous improvement | Set it and forget it | Never updated |
Investment
No hidden fees. No long-term contracts. If we're not delivering value, you can leave — but our clients don't, because systems that actually work are hard to walk away from.
Foundation
$3,000 - $7,000/mo
- ▸CRM audit & cleanup
- ▸Pipeline setup (up to 3 pipelines)
- ▸Lead routing automation
- ▸Follow-up email/SMS sequences
- ▸Booking & intake automation
- ▸Team training & documentation
- ▸Monthly maintenance & support
Enterprise
$7,000 - $15,000/mo
- ▸Everything in Foundation, plus:
- ▸Unlimited pipeline complexity
- ▸Custom integrations (API, Zapier, Make)
- ▸Advanced automation workflows
- ▸Custom reporting dashboards
- ▸Multi-location/team routing
- ▸Dedicated systems support
- ▸Quarterly optimization reviews
Not sure which tier fits? Let's talk — no pressure, no pitch.
Talk to UsInternal Systems are the backbone of the CYA Engine. Your website generates leads — systems process them. Your ads drive traffic — systems follow up with those who don't convert immediately. Your analytics reveal insights — systems turn those insights into automated actions. Without operational infrastructure, growth just means more chaos. With it, growth is smooth, scalable, and profitable.
Frequently asked questions
What CRM platforms do you work with?
We primarily build on Go High Level for service businesses — it combines CRM, email, SMS, booking, pipelines, and automation in one platform. We also work with HubSpot, Salesforce, and custom solutions. If your needs outgrow off-the-shelf CRMs, we build custom systems on Supabase.
Can you fix my existing CRM instead of replacing it?
Absolutely. Most CRM problems aren't the platform — they're the setup. Messy pipelines, missing automations, no follow-up sequences, duplicate contacts. We audit what you have, clean it up, and build the workflows you're missing. Replacement only when the platform is truly the bottleneck.
What does 'handling 10x volume' actually mean?
If you're handling 50 leads a month manually and it takes your team 40 hours, you can't handle 500 without hiring. With proper automation — lead routing, automated follow-ups, pipeline management, task assignment — you can handle 500 leads with the same team. That's what 10x means: removing the linear relationship between volume and headcount.
How long does a systems implementation take?
A basic CRM setup and automation build takes 2-4 weeks. A full operational systems overhaul — multiple pipelines, integrations, automated sequences, custom workflows — takes 6-12 weeks. We implement in phases so you see value quickly while building toward the full vision.
Will my team need training?
Yes, and we include it. We build training documentation and walk your team through the new systems. We also design systems to be intuitive — if your team needs a manual to do basic tasks, the system is too complicated.
What happens if something breaks after you set it up?
We provide ongoing support and monitoring. Automations can break when platforms update or when edge cases arise. Our retainer includes maintenance, troubleshooting, and continuous optimization as your business evolves.
What makes CYA's approach to systems different?
Most CRM consultants set up your software and leave. We build operational infrastructure — systems designed to scale, connected to your marketing and analytics through the CYA Engine. Your CRM isn't a standalone tool; it's wired into your ads, your website, your analytics, and your follow-up sequences so every component reinforces the others. That integration is what turns a CRM from a contact list into a growth engine.
Keep reading
Ready to talk?
No sales pitch. No contracts. No obligation. Just a real conversation about where your business is and what it would take to get it where you want it to be.
Whether you hire us or not, you'll walk away with a plan.