What to Track in Your Trade Business CRM (The Stuff That Actually Matters)

Start with the basics: Leads and where they came from

Every lead that walks in the door or calls needs to go in one place. Write down their name, phone number, address, and what they're asking for. Also mark where they found you—Google, referral, Facebook, a sign on the job site. Do this right now with one person you've talked to this week. In six months you'll see which source brings you actual paying customers.

The second thing to track is what they actually want. "Roof repair" is not enough. "Leak in back left corner, two-year-old shingles, customer concerned about insurance coverage" tells you what you're walking into.

Track your quotes and dates sent

Write down the quote amount and the date you sent it. This one detail will save you money. You'll know which jobs are waiting for a yes and won't leave money sitting there while the customer forgets about you. If you quoted someone three weeks ago and haven't heard back, you know it's time to follow up.

Keep the job details straight

Once they say yes, track:

• The start and end dates of the job
• What was actually agreed to (the scope)
• Price and payment terms
• Any notes about access, timing, or customer preferences

If a customer says "I work till 6 but I'm home on Saturdays," write that down. You don't want your crew rolling up at 8 a.m. on a Tuesday.

Log your invoices and payments

Every invoice that goes out needs a date and amount. Track when you sent it and mark it paid when the check clears or the card goes through. This is not optional. Most small trade operations lose money because they can't see at a glance which customers actually paid.

Keep follow-up dates visible

Mark down when you need to touch base with someone. "Call Tuesday to see if they're ready to schedule." "Email the insurance quote on Friday." If your system shows you a task list every morning, you'll follow up more often, and following up is where half your jobs come from.

Record customer contact info and notes

Store the right person's number at that job. If it's a property manager, general contractor, or the homeowner's spouse, know who you're talking to. Add notes about what happened on the last visit—"Customer wants us back for deck stain estimate in spring" or "Mentioned she refers people to us, send her a thank-you note."

Track materials and labor costs

Write down what the job actually cost you. Materials, labor hours, equipment. This is how you figure out which jobs make money and which ones drain you. If you can't see that your roofing jobs are more profitable than your painting jobs, you'll keep pricing them wrong.

Why this matters

You don't need a system that does everything. You need one that shows you the jobs in front of you right now, the money owed to you, and the next step you have to take. That's what keeps a small trade crew running steady.

Jetsy keeps leads, quotes, jobs and invoices in one place on your phone so you actually see what's pending and what you've been paid. Try it free for 30 days with no card required.