Custom CRM development
A CRM that follows how you sell, instead of the other way round.
Acasa Labs does custom CRM development for businesses that have outgrown the inbox and the spreadsheet but find off-the-shelf CRMs a poor fit. We build the records, pipeline stages, and follow-ups around how your team actually sells, and we have built lead and enquiry tracking into Siona Jewels and GymFast.
The problem
Your leads are in an inbox, a WhatsApp group, and a salesperson's head.
Enquiries arrive by email, phone, the website, and WhatsApp. Someone copies the good ones into a sheet, when they remember. Follow-ups depend on who is in the office. When a salesperson leaves, their pipeline leaves with them. You tried a big CRM, and the team stopped using it inside a month because it asked for twenty fields nobody needed and none of the ones your business runs on.
What we build
- 01
Your stages, your fields
The pipeline has the stages your deals actually go through, and each record holds the details your team asks for first, such as product codes, quantities, or site addresses.
- 02
Every enquiry in one place
Website forms, emails, and manual entries land in the same list, tagged with where they came from, so nothing sits in a personal inbox.
- 03
Follow-ups on a schedule
Each lead gets a next step and a date. Reminders go out on their own, and the owner can see which leads have gone quiet.
- 04
Connected to the rest
Quotes, invoices, email, and the tools you already pay for, linked to the customer record instead of copied into it.
From production
Lead tracking we have built and run.
Five stages, no more
Siona JewelsSiona Jewels saves every buyer enquiry in its CMS, and leads move through five stages: new, contacted, quoted, won, and closed. The stages match how a jewellery sale actually goes.
The details sales needs, in the subject line
Siona JewelsEach enquiry email reaches the sales team with the design numbers in the subject, a link to each design, and reply-to set to the buyer, so answering is one click.
Enquiries that get followed up
GymFastGymFast captures every enquiry in the dashboard and the staff app, and enquiry follow-ups run on a schedule, so a walk-in from last week is not forgotten.
Access by role, in the database
GymFastGymFast's six-level role hierarchy is enforced with row-level security in the database, so the front desk and the owner see different things whatever the app does.
Honest trade-offs
Custom CRM, or HubSpot, Zoho, and the rest?
If your sales process looks like most, an off-the-shelf CRM is cheaper and faster, and we would rather help you set it up and connect it than build one. A custom CRM makes sense when the record is unusual (a design catalogue, a site, a vehicle), when the CRM has to run inside your own product, when per-seat pricing gets painful as the team grows, or when you have tried two CRMs and the team used neither.
What we reach for
- Next.js
- Django REST Framework
- Postgres
- Resend email
- Scheduled jobs
- Webhooks and APIs
Proof
Shipped, not pitched.
01Client work
Siona Jewels
A jewellery manufacturer's catalogue that buyers find on Google and in ChatGPT, and that turns a design number into a lead.
Siona Jewels is a fine jewellery manufacturer in Mumbai selling to retailers and private-label brands in India, the US, Canada, and the UAE. We built their B2B catalogue site, the CMS behind it, the email automation that routes every enquiry to sales, and the search and AI-answer setup that gets them found.
Web · CMS admin
02Our product
GymFast
Members, billing, classes, and workout plans for a gym, in one platform and three apps.
Gym management software for gym owners and personal trainers. A web dashboard and a staff app run members, plans, invoices, enquiries, and classes; members get their own branded app; GymFast Pro gives independent trainers the same tools for their clients.
Web dashboard · iOS · Android · Staff, member, and trainer apps
Questions
Custom CRM questions we get asked.
How is a custom CRM different from setting up Zoho or HubSpot?
A configured CRM bends your process to its data model. A custom one starts from your records and stages. The trade is cost and time up front, which is why we suggest an off-the-shelf CRM when it fits.
Can it capture leads from our website and WhatsApp?
Website forms, yes, directly. WhatsApp through the WhatsApp Business API, which needs a verified business account. Email enquiries can be forwarded into it or read from a shared inbox.
Can we move our contacts from Excel or an old CRM?
Yes. We import contacts, companies, and open deals, and match duplicates with you before the switch so the team starts with a clean list.
Can salespeople use it on their phones?
Yes. It works in a phone browser, and if the team is in the field all day we can add a mobile app on the same records.
Who owns the CRM and the customer data?
You do. The code, the database, and the customer list are yours from the first day, with no per-seat licence to us.
Custom CRM development
Show us how a lead moves today.
Thirty minutes on where enquiries arrive and where they get lost. You leave with a written plan: scope, timeline, and a number.