Workflow mapping
Document how leads, clients, jobs and records genuinely move today, including the informal steps that never made it into a process document.
Hiraya Growth OS · CRM & Business Systems
The CRM layer of Hiraya Growth OS—turn scattered information into one connected revenue workflow.
Hiraya Growth OS connects the work around your customer journey. At its core, we design or configure CRM systems for businesses whose leads, clients, tasks and reporting have outgrown scattered spreadsheets and workarounds. We map the workflow first, then build only the system that workflow needs.
CRM Foundation projects start at $4,500. Growth CRM systems typically range from $7,500 to $15,000. Final pricing depends on workflows, users, integrations, automation, migration, reporting, permissions, portals and support requirements.
The system core
Built around your process—then connected to the rest of your growth system.
Most CRM projects fail because the team is asked to change how it works to suit the software. We start from your actual process, and only then decide what should be built, what should be configured and what should be left alone.
Data and record design
Define the records you need, the fields that matter, and the relationships between them so reporting is possible later.
Users, roles and permissions
Set who can see, edit and approve what, so sensitive information stays with the people who should have it.
Pipeline and task workflows
Build the stages, task assignment, ownership and handoffs that keep work visible as it moves between people.
Reporting and dashboards
Surface the small number of figures the business actually makes decisions on, rather than every metric available.
Documentation and training
Written guidance and a walkthrough so the system survives staff changes and does not depend on one person.
When it is a good fit
For teams held back by the admin around the work.
A custom system is worth building when your process is genuinely specific. If a standard tool would do the job with sensible configuration, we will tell you that instead — it is usually cheaper and faster.
- Businesses managing clients across several disconnected tools
- Teams whose process does not fit standard CRM software
- Service companies coordinating jobs, sites, crews or appointments
- Organizations that need role-based access to sensitive records
- Owners who cannot get a reliable pipeline or workload view
- Teams preparing to add staff and needing the process written down first
Our process
Mapped before built, reviewed before launch.
We would rather spend an extra week on the map than rebuild a system that was designed around an assumption.
Map
Sit with the people doing the work and document the real process, including exceptions and workarounds.
Design
Agree records, fields, roles, stages and reports in writing, and confirm what is in and out of scope.
Build and review
Build in stages with review points, so the team sees the system while there is still time to change it.
Launch and embed
Migrate data, train users, document the system and support the first weeks of live use.
Our approach
How we keep systems from becoming shelfware.
Adoption is part of the build
A system nobody uses has negative value. We design around how the team already works and train properly before launch.
Start with the smallest useful version
Build the core workflow first and add to it once it is genuinely in use. Large first releases are where budgets and goodwill disappear.
Your data stays yours
Exportable records, documented structure and no dependency on us to get your information out.
Honest about build-versus-buy
If an existing product would serve you better, we will say so and can help configure it instead.
CRM planning
Know what needs fixing before you choose the tool.
A CRM project is easier to scope when the problem is clear: ownership, handoffs, data quality, reporting or simply too many spreadsheets.
CRM vs Spreadsheet →
Recognize when a shared sheet has stopped being enough for ownership, follow-up and reporting.
CRM Planning Guide →
Map the records, stages, users and reporting needs before choosing or building a system.
Business Process Automation →
Connect the CRM to forms, reminders, calendars and recurring workflow steps once the record system is stable.
Lead Generation →
Bring researched prospects into a defined pipeline instead of creating another disconnected list.
Frequently asked questions
What to settle before a single feature is built.
How is a custom CRM different from software like HubSpot or Salesforce?
Established products are broad and well supported, and for many businesses they are the right answer. A custom system makes sense when your process is unusual, when licence costs scale badly with team size, or when you need a workflow the product cannot express without heavy workarounds.
How do you decide whether we should build or buy?
We map your process first, then compare it against what standard tools do out of the box. If configuration would cover it, we will recommend that. Building is only worth it when the gap between your process and the product is genuinely wide.
Can you migrate our existing data?
Usually yes, from spreadsheets, exports or another CRM. Data quality is the main variable — duplicates, inconsistent formats and missing fields are common, and cleaning is planned as part of migration rather than discovered during it.
What happens if we need changes after launch?
Changes are normal once a system is in real use. We agree in advance how post-launch work is handled, whether that is a support arrangement, an hourly basis or scheduled improvement rounds.
Who owns the system and the code?
You do. The system, the data and the documentation are yours, and the structure is documented so another developer could maintain or extend it.
Can a virtual assistant run the system day to day?
Yes, and it is a common pairing. A matched assistant can maintain records, chase outstanding actions and keep the pipeline accurate, which is usually what determines whether a CRM stays trustworthy.
How do I know when spreadsheets are no longer enough?
Usually when several people edit the same records, ownership becomes unclear, follow-up depends on memory, duplicate versions appear or reporting requires manual cleanup every time. A CRM becomes useful when the cost of coordinating the spreadsheet is greater than the simplicity it once provided.
Related services
A system is only as good as what keeps it current.
Most CRM projects succeed or fail on whether someone maintains the data after launch.
Virtual Assistant Services →
A carefully matched professional to keep records current and follow-up consistent.
AI & Business Automation →
Remove the repetitive admin around the workflow so people handle the exceptions.
Website Development →
A site that states the offer plainly and gives visitors one clear next step.
Lead Generation →
Researched, verified prospects delivered into the system rather than a spreadsheet.
Tell us how the work actually moves today.
Bring the spreadsheets, the workarounds and the steps nobody wrote down. That conversation determines whether you need a system built or a tool configured.
Book a 30-minute discovery call