Actifire
4 disconnected systems replaced with one automated CRM — built in 3 weeks for a fire safety compliance business in Mansfield, Nottinghamshire. Run by Sarah Armson.
Four systems, zero automation
4 fragmented systems
Excel for tracking, HubSpot for contacts, Trello for tasks, Sage for invoicing. Four logins, four data sources, no single view of the business.
Manual compliance tracking
Fire extinguisher tests, alarm servicing, and emergency lighting checks all tracked manually. Renewal dates falling through the cracks — a compliance risk for clients.
No automated renewals
6-month and 12-month service renewals relied on someone remembering to check the spreadsheet. Revenue leaking every month from missed follow-ups.
No modern communication
All client communication via email and phone. No WhatsApp, no SMS automation, no way to reach clients where they actually respond.
What we built
Unified CRM
Replaced all 4 systems with one CRM. Contacts, tasks, invoicing, and communication in a single platform. One login, one source of truth.
3 Automated Pipelines
Sales pipeline for new business, Renewal Management for existing contracts, and Reactivation for lapsed clients. Each with automated stage transitions and follow-ups.
Compliance Renewal Reminders
Automated 6-month and 12-month renewal reminders. Clients get notified before their compliance lapses. No more manual spreadsheet checks.
WhatsApp Business
WhatsApp integrated directly into the CRM inbox. Send appointment reminders, renewal notices, and quotes via the channel clients actually check.
Lead Magnets
Created downloadable resources for fire safety compliance — generating inbound leads automatically and feeding them straight into the sales pipeline.
Full Messaging Scripts
Pre-written SMS, email, and WhatsApp templates for every stage of the customer journey. Consistent communication without writing from scratch each time.
By the numbers
Actifire went from juggling Excel, HubSpot, Trello, and Sage to running everything from one platform. Compliance renewals that used to fall through the cracks are now automated. New leads come in through lead magnets and land in a pipeline. And WhatsApp means clients actually respond to reminders.
Ready for similar results?
If you're running your business across 3+ systems and things are falling through the cracks — we can fix that. Free 30-minute call.