We have built a CRM from scratch for the way service businesses actually work, with AI email drafting, a Kanban pipeline, proposals, e-sign, invoicing, and workflow automation all in one place.
Today we are launching ProCRM, a customer relationship management platform built specifically for service businesses that have outgrown generic CRM tools.
ProCRM is the third product in the ProRota platform suite, sitting alongside ProRota for workforce management and ProRota Screening for background vetting. It is available now.
Why We Built ProCRM
Generic CRM platforms were designed for SaaS companies, digital agencies, and retail. They assume a sales cycle with a clear product, a quoted price, a closed deal. Service businesses do not work like that.
A security company managing 50 contracts does not just need a pipeline. They need proposals with line-item pricing, digital signatures on contracts, invoices tied to those contracts, a support ticket system for client queries, and a way to run targeted email campaigns to prospects, all without stitching together five different tools.
That is what ProCRM does.
What ProCRM Includes
Pipeline Management A Kanban-style deal board with customisable stages. Every lead, prospect, and active client lives here. You can see at a glance where every opportunity sits, what the deal value is, and whether anything has stalled. Deals that go quiet are flagged with a rotting indicator so nothing falls through the cracks.
Contacts and Companies A full contact and company database with relationship linking, so you always know which contacts belong to which client, who your main point of contact is at each account, and the full history of every interaction.
Proposals and e-Sign Build professional proposals directly in ProCRM using pre-built templates. Send them to clients with a built-in e-signature request. No more exporting to PDF and chasing clients to email back a signed copy, the entire process happens in one place, with a timestamped audit trail of every signature.
Invoicing Raise invoices directly from closed deals or proposals. Send them from the platform, track payment status, and keep your revenue pipeline connected to your commercial activity, without switching to a separate accounting tool for every invoice.
Support Tickets A built-in client support system so you can manage queries, complaints, and service requests without losing them in an email inbox. Every ticket is linked to a contact and company, so your team has full context when they respond.
Email Campaigns Run targeted email campaigns to prospect lists or existing clients directly from ProCRM. No third-party email platform required.
Where AI Comes In
The feature we are most proud of is the AI layer built across ProCRM.
AI Email Drafting writes first-draft responses to client emails based on the context of the conversation and the contact's history. Your team edits and sends. They do not start from blank.
AI Lead Scoring automatically ranks your pipeline based on engagement signals, deal age, and interaction patterns, so your sales team focuses on the deals most likely to close, not just the most recent ones.
Workflow Automation lets you build rules that trigger actions automatically, send a follow-up email three days after a proposal is sent, reassign a stale deal, notify a manager when a support ticket has been open for 24 hours without a response. The AI helps suggest workflow triggers based on your actual activity patterns.
How ProCRM Works with ProRota
For businesses already using ProRota, ProCRM closes the loop between winning new clients and delivering for them.
When you close a deal in ProCRM, the new client can be onboarded directly into ProRota as a client account. Contracts are already signed. Proposals are already agreed. The transition from commercial to operational is immediate, no re-entering information, no internal handover emails.
This is the integration we always planned when we first started building the ProRota platform suite. A workforce management tool that knows about your commercial pipeline, and a CRM that knows about your operational delivery, sharing a single client record.
Who ProCRM Is For
ProCRM is designed for service businesses with between 5 and 500 employees. The sweet spot is a company that has moved past using email and spreadsheets to manage their pipeline, but does not want to pay enterprise CRM prices or spend months on implementation.
The core target is security, cleaning, facilities management, and field services, the same industries ProRota was built for. But the platform works for any business that sells services, manages ongoing client relationships, and needs proposals, contracts, and invoices in the same place.
Getting Started
ProCRM is available now. You can request access through the ProRota website and be up and running the same day. There is no lengthy onboarding process, no implementation consultant required.
If you are already a ProRota customer, contact your account manager and we will set up ProCRM under your existing workspace. Your client records, site details, and contract information can be imported directly.
If you are new to the ProRota platform suite, ProCRM is available as a standalone product or as part of a combined subscription with ProRota and ProRota Screening.
Visit the ProCRM page or book a demo to see it in action.
