CRM for Web Design Studios

• The problem

  The client asks to add a booking form and a blog that were never in the scope.

  In Kompot.ai

  The approved estimate is the scope: pages, templates, integrations and revision rounds, line by line from your price list. A change request becomes a new estimate the client approves, and it converts into an invoice instead of dissolving into the build.

• The problem

  The build is ready for content, and the copy has been “coming next week” for a month.

  In Kompot.ai

  Share the project with the client by link and list each piece of content as a task with a due date. They see exactly what is waiting on them, and a scheduled workflow sends a reminder about the copy and photos still missing, so the delay is visible to both sides.

• The problem

  Staging feedback comes as screenshots in email and chat, and fixes get missed before launch.

  In Kompot.ai

  Keep the staging link in the project and turn each round of feedback into a task with subtasks per page. The client comments on the tasks through the shared link, the developer closes them one by one, and the launch checklist is a task nobody can skip.

• The problem

  Care plans are sold at launch and then billed late, or not billed at all.

  In Kompot.ai

  Set the care plan up as a subscription invoice, issued monthly or yearly with a payment link. Overdue ones are flagged, and the plan and its start date sit on the client as custom fields, so you know who is covered when a support request arrives.

• The problem

  A client's domain or hosting lapses because the renewal date was in someone's head.

  In Kompot.ai

  Store the domain, the hosting plan and their renewal dates as custom fields on the client. A scheduled workflow creates a task and emails the client ahead of each date, and the renewal goes out as an ordinary invoice instead of an emergency.

What you keep on record

Scope of work

The approved estimate with pages, templates, integrations and revision rounds, plus the signed contract as a document.

Site details

Domain, hosting plan, renewal dates, platform and staging link as custom fields and notes on the client.

Content checklist

Copy, photos, logo files and legal pages as tasks in the shared project, each with a due date.

Care plans and extra work

Care plan tiers, hosting, extra pages and support hours in your price list, used for estimates and subscription invoices.

Questions owners ask

Can clients see the project and leave feedback on staging?

Yes. A project can be shared by link: the client sees the tasks and comments on them. Put the staging link in the project, and each round of feedback stays attached to the task it concerns instead of a chat thread.

How do recurring care plans and hosting get billed?

As subscription invoices, issued monthly or yearly with a payment link for card payment through Stripe or PayPal. Overdue invoices are flagged, and the plan and the renewal dates are kept on the client's record.

How do we handle change requests outside the scope?

Write the request up as a new estimate from your price list and send it. You see when the client has viewed and approved it, the approved estimate converts into an invoice, and the extra work becomes tasks in the same project.

Where do support requests go after launch?

Email, website chat, WhatsApp, Telegram and calls all land in the client's conversation log. You turn a request into a task for a developer, and on the Full Service plan an AI employee can log the task and reply to the client for you.