Home care CRM & lead management.
Between 40 and 60 percent of home care inquiries never reach a coordinator. They arrive through a website form, sit in an inbox, and go cold before anyone responds. We build the CRM setup and automation sequences that catch every inquiry, respond within minutes, and keep leads moving through your pipeline.
with automation
completion rate
booked
with attribution
Why home care agencies lose 40% of their inquiries before a call is made.
Three structural gaps that cost agencies clients every single week.
4+ hour response time lets families move on
The average family shopping for home care contacts 2–3 agencies simultaneously. The first to respond gets the assessment. With manual response times of 4+ hours, you're almost never first.
No pipeline visibility — leads fall through cracks
Without a CRM, inquiries live in email inboxes, sticky notes, and coordinator memories. When a coordinator is out sick, leads go cold. When a busy week hits, Day 3 follow-ups don't happen.
Spending on marketing without knowing what works
If you can't trace a signed client back to the Google Ad or GBP listing that generated the initial inquiry, you're flying blind on marketing spend. Every dollar is a guess.
What a working home care lead pipeline looks like.
A properly configured CRM gives your team a single view of every inquiry from first contact to signed service agreement. No spreadsheets, no memory, no missed follow-ups — just a clear pipeline your whole team can work from.
- Every inquiry captured automatically — web form, phone, referral
- Immediate auto-response within 60 seconds of form submission
- Leads tagged by source: Google Ads, organic, GBP, referral, social
- Day 1 text, Day 3 email, Day 7 re-engagement — all automated
- Pipeline visible to every coordinator in real time
Home care CRM & automation — what we build.
Every component is configured for home care workflows, tested before launch, and documented for your team.
CRM setup & configuration
GoHighLevel or HubSpot configured for home care workflows. Inquiry capture, lead stage pipeline, source attribution, and follow-up sequences built and tested before you go live.
Automated lead response sequences
Immediate auto-response within 60 seconds of form submission, Day 1 follow-up text, Day 3 email, Day 7 re-engagement. All personalised with client name and inquiry details.
Source attribution tracking
Every lead tagged with the channel that produced it: Google Ads, organic search, GBP, referral, social media. Know your actual cost per assessment and cost per client, by channel.
Assessment scheduling automation
Calendar integration with automated reminders sent to the family 24 hours and 1 hour before the assessment. Reduces no-shows by 30–50%.
Lead stage pipeline
Inquiry → contacted → assessment booked → assessment completed → service started. Every lead visible at every stage. Nothing falls through the cracks.
Monthly ROI attribution report
Cost per lead, cost per assessment, cost per client acquisition — broken down by channel. The report that finally tells you which marketing is actually profitable.
How it works.
From kickoff to live CRM in 3–4 weeks.
Discovery & CRM selection
We audit your current lead handling process, identify the gaps, and recommend the right CRM platform for your agency size and budget. We document every lead source so attribution is built in from day one.
Build & configure
We build the full CRM environment: pipeline stages, intake forms, automation sequences, tracking links, and calendar integration. All sequences are written in your agency's voice and reviewed before going live.
Launch, train & optimise
We walk your team through the CRM, run a live test of every automation sequence, and stay on call for the first 30 days. Monthly ROI reports start at the 30-day mark so you see cost-per-lead and cost-per-assessment data immediately.
Knowing your actual cost per client changes everything.
Most agencies know what they spend on Google Ads. Almost none know what a single signed client actually costs them by channel. Full attribution closes that gap permanently.
What you invest per channel each month
What each visitor to your site costs
What each form or call inquiry costs
What each booked care assessment costs
What a signed service agreement costs
When you know your Cost Per Client by channel, you can double down on what works and cut what doesn't. That's how you grow a home care agency efficiently.
Tools we work with.
CRM Platforms
- GoHighLevel
- HubSpot
- Zoho CRM
Communication
- Twilio SMS
- Gmail API
- Slack notifications
Analytics
- Google Analytics 4
- CallRail
- Looker Studio
Related services.
CRM automation works best alongside traffic and reputation — the complete growth engine.
Website Design
Conversion-focused websites that feed your CRM with qualified inquiries.
Learn more →Google Ads
Paid campaigns that generate the inquiries your CRM will capture and convert.
Learn more →Reputation Management
Build the review profile that converts warm leads into booked assessments.
Learn more →