Step-by-Step Guide to Setting Up a Google-Based CRM

A Google-based CRM can help track client interactions, manage leads, and schedule meetings without the need for paid CRM software. Here’s how you can set it up using Google Sheets, Google Forms, Google Calendar, Gmail, and Google Meet.

A Google Sheet will serve as your client database, where you track customer details, interactions, and project status.

How to Set It Up:

1. Open Google Sheets.
2. Create a new spreadsheet and add these columns:
   • Client Name
   • Email
   • Phone Number
   • Inquiry Date
   • Last Contacted
   • Project Status (e.g., In Progress, Completed, Follow-up Needed)
   • Notes (for additional details)
3. Use Data Validation (under "Data" > "Data Validation") to create drop-down lists for Project Status.

Bonus: Use Color Coding to highlight important clients or urgent follow-ups.

Instead of manually entering new client data, you can use Google Forms to collect inquiries and automatically store them in Google Sheets.

How to Set It Up:

1. Open Google Forms.
2. Click on Blank Form and create a form with fields like:
   • Name
   • Email
   • Phone Number
   • Service Needed
   • Additional Notes
3. Click Responses → Click the Google Sheets icon to link the form to your client database.
4. Share the Google Form link on your website, email signature, or social media for easy data collection.

Bonus: Use Google Forms notifications to get alerts when a new lead submits a form.

Once a lead is collected, schedule follow-ups and meetings using Google Calendar and Gmail.

Google Calendar for Meeting Scheduling

1. Open Google Calendar.
2. Click Create → Event → Add:
   • Client Name & Email
   • Meeting Time
   • Google Meet Link
   • Reminders (e.g., 1 day before, 1 hour before)
3. Send the invite to the client directly from Google Calendar.

Gmail for Email Tracking & Follow-Ups

1. Use Gmail Labels to organize client emails (e.g., “New Inquiry,” “Follow-Up,” “VIP Clients”).
2. Set up Email Templates for quick responses (Go to Settings > Advanced > Enable "Templates").
3. Use Snooze Feature to remind yourself to follow up with clients later.

Bonus: Use Google Tasks (inside Gmail) to set task reminders for each client.

For consultations or client discussions, use Google Meet for video calls.

How to Set It Up:

1. Open Google Meet.
2. Click New Meeting → Create Meeting for Later → Copy the link.
3. Share the link via Gmail or add it to a Google Calendar invite.

Bonus: Use the recording feature (available in Google Workspace) to save important meetings.

To make your Google-based CRM more efficient, consider these automation options:

✅ Zapier → Automate tasks between Google Sheets, Gmail, and Calendar.
✅ Google Apps Script → Set up automatic email reminders for follow-ups.
✅ Google Contacts Sync → Keep client contacts updated across devices.

A Google-based CRM is a simple and cost-effective way to manage customer relationships, especially for freelancers and small businesses. However, as your business grows, you may want to switch to a dedicated CRM like HubSpot, Zoho CRM, or Pipedrive for more advanced features.