CRM Automation for the Contacts Your Office Manager Re-Types Every Week
Somebody types every email, meeting and new contact into your CRM. Usually it's your office manager, and sometimes it's you after hours. I build it so that logging happens on its own, inside the tools you already pay for. That's usually Microsoft 365 or Google, plus Notion or whatever CRM you've got. Then I keep it running, and every month you get a report that shows it did.
Book a CallVeteran Vectors builds CRM automation for owner-led businesses: email and calendar activity logged to the right contact, new contacts created from incoming email, prospect lists researched by role, and follow-up on a schedule. It's built in Microsoft 365, Google Workspace, Notion or the CRM you already run, connected with n8n. Every build starts with a paid diagnostic that's credited toward a fixed price, and the care plan after it is month to month. You own what gets built.
What Your Office Manager Stops Doing
Now
- Typing each email and meeting into the CRM after it happens
- Copying a new contact's name, title and phone out of their email signature
- Looking up who to call at each company on the list, one company at a time
- Keeping track of which follow-ups are due
After the Build
- Email and meetings land on the right contact without anyone touching them
- New contacts get created from incoming email, signature details included
- The prospect list fills in with decision-makers by role
- Follow-ups run on a schedule, and the CRM shows what's due
- Your office manager checks the odd exception instead of typing the rest
Two Jobs I've Already Built
Each of these started as one person doing the same work by hand every week. I keep client names off this page. Happy to walk you through how each one works on a call.
The Prospect List Your Producer Builds by Hand
An insurance producer needed a steady list of companies to call and the right person at each one. Doing that by hand means looking up every company, working out who the decision-maker is and digging for their details. I built a system that takes the target list, finds the people by role (owner, CEO, CFO, head of HR), pulls in their LinkedIn and contact details, and writes them into the sheet the team already works from. It only fills in what's missing, so nothing that's already right gets overwritten.
The CRM Your Team Updates After Every Call
For a small consulting firm, I built a CRM where Outlook email and calendar meetings logged themselves to the right contact. New contacts got created from incoming mail, with the name, title and phone pulled from the signature. That version ran on Notion, and I've since moved the CRM onto their Microsoft stack.
If your job isn't one of these, tell me what it is. The diagnostic is where we find out whether it's worth building.
How a Build Works
The Diagnostic
I sit down with you and the person who does the job now, walk through it start to finish and time it. You get a written scope with one fixed price, a delivery date, and a plain list of what's in and what's out. The diagnostic is paid, and that fee comes off the build if you go ahead.
The Build
I build that one job inside the accounts you already have and connect the tools with n8n where they don't talk to each other. Handover includes training for whoever was doing it by hand. You own everything I build.
The Care Plan
It's optional, and it runs month to month with 30 days' notice. I watch it run, fix what breaks and make small changes as your process moves. Every month you get a one-page report showing what ran, anything I fixed, and how long the job takes now against what we timed in the diagnostic.
Who This Is For
A good fit
- Owner-led companies where one person spends a real part of every week moving information between tools
- Teams already paying for Microsoft 365, Google Workspace, Notion or a CRM
- Someone on your side who'll own it once it's built
Not a fit
- A job that takes a few minutes a week. A build won't pay for itself, and I'll tell you so on the first call.
- Replacing your accounting or industry software. I connect to those systems, and swapping them out is a different project.
I Run the Same Thing on My Own Company
Veteran Vectors runs on a CRM I built for myself. Every lead sits in a 15-stage pipeline from first contact to closed deal, follow-ups fire off the stage, and when someone books a call the contact gets created without me typing it in. It's the same approach I bring to a client build.
"He's an absolute pro who took a messy manual workflow and turned it into a streamlined, automated machine ... saving us hours of work every week."
Felipe Anciola, West Point grad and Army veteran
If you're deciding between a custom CRM and an off-the-shelf one, the custom vs off-the-shelf comparison lays out both. If you need the CRM itself built, see custom CRM development.
Frequently Asked Questions
Do I need to buy a new CRM?
Usually not. I start with what you already pay for, which for most owners means Microsoft 365 or Google and some kind of CRM. If the CRM's fine and the typing is the problem, I automate the typing. If you need a new one, I build it in Microsoft or Notion and you own it.
How much does it cost?
The build is a fixed fee, quoted after the diagnostic, and it moves with how many systems the job touches. The diagnostic is paid, and that fee comes off the build if you go ahead. The care plan is a monthly fee quoted with the build, month to month with 30 days' notice. I'll give you real numbers on the call.
Does anything go out under my name without me seeing it?
No. Some builds use an AI model for one step, like summarizing an inbound email. Anything that goes out under your name waits for you or your team to approve it, and the monthly report shows what ran.
Who owns it when you're done?
You do. It's built in your own accounts, so if you stop the care plan or hand it to someone else, everything stays with you.
Do I have to buy appointment setting to get this?
No. Most of the work clients have paid me for is automation, bought on its own. If I'm already booking your calls, I'd start with the follow-up and the CRM.
How long does a build take?
It depends on the job. The diagnostic write-up gives you a delivery date along with the price, so you know both before you sign.
Tell Me the Job and Who Does It Now
Book a free 30-minute call. Tell me the job and who's doing it by hand, and I'll tell you whether it's worth a paid diagnostic, credited in full to the build.
Book a CallFree Download
Steal My Outreach Playbook
The outreach messages, qualification checklist, and follow-up cadence I use to book qualified sales calls. Enter your email and I'll send it over.
Anthony Pinto, Navy veteran and founder of Veteran Vectors
Veteran Vectors has two front doors. LinkedIn appointment setting puts qualified sales calls on your calendar. Automation takes one job off someone's plate and builds it to run on the tools you already pay for. You can hire me for either one on its own.
See how appointment setting works →