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Discover the 8 CRM features our top clients use to close deals, stay organized, and automate lead follow-up. Built for Go High Level and HubSpot users.
Alright ladies and gentlemen. Today I’m going to show you exactly how our top-performing clients are using their CRM to actually drive real sales and marketing results. I’m talking about the exact moves they’re making to stay organized, look sharp, and ultimately close more business.
So if you’re the kind of business owner that wants to have it all together and know your business inside and out, this one’s for you.
Now look, most business owners have a CRM, or at least they think they do. I'd say seven times outta ten when I hop on a discovery call with a new client and ask about their CRM, I hear something like:
“Yeah, we’ve got something like that… but our team doesn’t really use it.”
And that right there is the problem.
You bought the tool. You know it can help. But now you’re stuck in CRM limbo because there’s a million features and no clear starting point. I know that feeling. It’s overwhelming. So instead of using it, you do nothing.
But today, we’re gonna fix that.
I’m giving you a list of the 8 most important CRM functions our top clients use. And I’m putting them in the exact order you should implement them. So you’re not just randomly clicking around your CRM... you’re moving with confidence, like a real operator.
And to make this as easy as possible, I created a free CRM checklist worksheet that breaks everything down step-by-step.
You can download that here to follow along:
www.launchkitdesign.com/landings/crm-checklist-for-service-businesses
At Launch Kit, we work with two CRM systems:
I describe it like this: Go High Level is a Honda. HubSpot is a Porsche.
They’ll both get you where you need to go. HubSpot just has some extra flash and horsepower... with a price tag to match.
For our clients on the Growth or Pro website plan or any of our Starter, Growth or Pro marketing plans, Go High Level is included at no extra cost.
If you want to use HubSpot, that’s totally doable too — just note that it runs about $1,500/month, and we’re a HubSpot Partner so we can work inside your account directly.
But for today’s article, everything I show you can be done in both platforms. Doesn’t matter which one you use.
The best CRM is the one you actually open and use every day.
If your CRM isn’t organizing your contacts, it’s not doing its job.
The first thing I always do is clean up the custom fields. Get rid of anything you don’t use. Keep what matters. The goal is simplicity and accuracy.
We ask every lead: “How’d you hear about us?” and then we manually enter their answer using a dropdown menu. Your CRM might auto-tag someone as “Organic Search” if someone saw your ad on Facebook, then typed your name into Google on a separate device — but the reality is, that lead was influenced by your ad. So we like to get this answer directly from the person.
Services Active is another field we track. This is where we note which services a contact is currently using (or has purchased). It’s a game-changer for segmenting your email list later.
If you’re in B2B, you’ll likely want to track this at the Company level, not just the Contact. At Launch Kit, we track both Connection Source and Services Active on the Company Object inside our CRM.
The Deals object (also called Opportunities in Go High Level) is where we track every potential sale.
Here’s the workflow:
Why? Because in a healthy business, customers will buy from you multiple times. And we need to track each opportunity separately.
Inside each pipeline, you’ll have custom stages. For example:
Sales Pipeline Stages:
Closed Lost Stages:
Closed Won Stages:
We even have a custom field called Review where we track how many times we’ve asked for a Google Review, and if we’ve captured it.
This system helps you forecast deals, follow up at the right time, and never let an opportunity fall through the cracks.
This one’s simple — build your forms using your CRM’s built-in form builder and embed them on your site.
Why? Because when someone submits a form:
Also, with CRM tracking installed on your site, you’ll capture data like:
This sets your sales process up to start strong and stay organized.
If you’re typing the same messages over and over — stop.
Go create a folder of message templates inside your CRM or notes app (I have mine here in ClickUp). Most systems (like Go High Level and HubSpot) have built-in text snippets or templates you can save.
This makes follow-up lightning fast. And it removes the emotional drag of always figuring out what to say. Instead, you just personalize the template and send.
I included my favorite message templates in the worksheet, so make sure to grab that if you haven’t already.
Now not every CRM does this well, so if possible, use your CRM to send invoices.
At Launch Kit, we use Chargebee for recurring payments because we needed more advanced features, but we do use HubSpot for one-time invoices. The key is that everything is tied back to the Contact and Deal. That’s clean and powerful.
If your CRM supports it, try it. It might save you from needing another piece of software — and save you money.
You’ve already got all your contacts in your CRM... so yeah, you should be doing your email marketing in there too.
And yes, email marketing is still worth it. The issue isn’t email. It’s bad email.
I always ask myself:
Is this valuable? Is it educational or entertaining? Or is it just a glorified sales pitch?
If it’s not valuable, I don’t send it.
Gary Vee had it right:
Jab, Jab, Jab, Right Hook.
You provide value, value, value — then present the offer.
This blog article you’re reading is actually part of this week’s full marketing campaign. From this topic, I’ll create:
The content provides value upfront. And if someone decides they want help implementing all of this? Great — we offer a done-for-you service at Launch Kit.
Just make sure to track your open rates and click-through rates so you know what’s working.
This is your secret weapon when business gets slow.
Filter your list of contacts to show you:
And reach back out with value. Not a sales pitch. Something valuable.
Some examples:
We even built a custom field called Lead Magnet Sent so we can track who’s received what.
Each day, when things are slow, I reach out to 5 contacts and re-engage conversations. The CRM tracks when I last followed up so I sort the filtered list by oldest to newest.
Use your message templates here. You’ll start loving this once you get in rhythm.
Let’s not forget about that little chat bubble on your website.
At first, ours wasn’t getting much action... but then we added this message:
“Finally, a chat that’s actually helpful.”
Now people engage. And since it’s connected to my phone, I can reply in real time, grab their info, and invite them to schedule a discovery call.
If you can’t respond live, Go High Level and HubSpot both offer AI agents to reply for you 24/7. But if you’re like me and your Apple Watch keeps you notified — responding manually can work great too.
So there you have it. Those are the 8 CRM features our top-performing clients are using.
Implement these and I guarantee you’ll:
Helping clients set up their CRM is one of my favorite things because the before and after is night and day.
Make sure you grab the free worksheet if you haven’t already. It’s got all of this broken down into a step-by-step checklist you can follow as you go.
And if you’re serious about getting more organized, my To-Do List System breakdown is a great next read. It pairs perfectly with everything we just covered.
https://www.youtube.com/watch?v=xZ4xMcIFr3k&t=1s
Thanks for reading. See you next week.
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