June 3rd 2025

A client asked me last week: “At what point do I stop tracking everything in a spreadsheet and start using a CRM?”

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I hear a version of this question on so many client calls, and I knew it was time to dive deep – just for my weekly readers.

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My messy confession

I used to cobble together my client tracking in Asana (my project management tool), and it was a total mess.

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Picture this: one board holding potential dream clients and current clients, tasks for onboarding and deliverables, plus a separate chaotic section for referral partners and networking contacts that felt impossible to logically organize.
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The worst part? Zero visibility into my pipeline. I had no clue if I was actually on track toward my goals.

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Sound familiar?

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Instead of starting yet another spreadsheet, I decided enough was enough. It was time to find a purpose-built solution that would actually help me keep my eye on the prize.

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I chose Copper for my CRM, and started chipping away at populating it and incorporating it into my workflow.

Know the signs it’s time to make the switch

You’re losing track of conversation history

​When you can’t remember what you discussed in your last call with Sarah or which package you quoted to Mike three weeks ago, you’re flying blind. A CRM keeps detailed interaction history so you never have that awkward “remind me where we left off” moment.

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You can’t see your revenue pipeline clearly

​If someone asked you, “How much business do you have in your pipeline for the next 3 months?” and you’d have to scramble through notes and emails to answer, you need better visibility into your potential income.

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Follow-up slips through the cracks

​Spreadsheets can’t remind you when to send that “just checking in” email. A CRM will ping you with tasks and alerts, so no lead goes cold.

Create simple “add to CRM” rules

Decide upfront who earns a spot in your database:

• Call bookings → Anyone who schedules a discovery, brainstorming, or networking call
• Purchases → Anyone who buys from you or signs on as a client
• Dream clients → VIPs you’re strategically nurturing
• Referral sources → People who send you business (track those relationships!)

Batch your data import (the smart way)

Once you know it’s time, gather everyone you care about:

• Call bookings: Export your Calendly or scheduling tool attendee list
• Workshop attendees: Pull names from your webinar or course platform
• LinkedIn network: Export connections or manually copy key prospects
• Past + current clients: Grab your client folder or consulting assignments
• Dream client list: Copy over your VIP prospects spreadsheet

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Pro tip: Batch imports in chunks of 50–100 people. Delegate – don’t procrastinate! Have your VA or a temporary hire handle the CSV clean-up so everything lines up correctly. Trust me – investing a few hours now is worth the effort.

Lean on automations that actually work

Here are three game-changers I use in my CRM, Copper:
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1. Calendly → Copper integration​
   Every time someone schedules a call via Calendly, Copper automatically creates a new person record. No manual entry required!
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2. New contact → email task
   ​Whenever someone new enters my Copper, an automation creates a task for me to invite them to subscribe to this weekly email.
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3. Deal stage progression alerts​
   When a prospect moves to “Made an Offer,” I get an automatic reminder to follow up in 3 days. No more wondering “Is it too soon to follow up?”

Ready to ditch the spreadsheet chaos?

If you’re ready to give Copper a try, feel free to use my affiliate link below – it costs you nothing extra, and it helps keep these resources coming your way.
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Try Copper with no obligation​
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-Moriah
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P.S. If you want systems like this that genuinely support your brain – especially if you’re navigating ADHD tendencies – catch the replay of my workshop with ADHD Mentor, Chris Sorg here. We dive deep into processes that actually stick.