How I Built My Own CRM Using Notion and Automation as a Solopreneur

I hate CRMs. I know I need one—I’m doing more coaching, getting more inbound leads, and ranking in the top three organic search results for podcast coaches on Google.

But no matter how many times I’ve tried HubSpot, Zoho, or whatever the flavor of the week is, they’ve never fit into my workflow.

So I did a totally normal, not weird thing: I built my own CRM.

In this episode, I walk through the simple system I set up using Notion, Todoist, Make.com, and my website. I’ll share why I built it this way, how it automates lead tracking and follow-ups, and why reducing friction is the key to sticking with any system.

Plus, I’ll show you how you can apply this same approach to streamline your own processes—without forcing yourself into tools that don’t work for you.

For all of the links mentioned in this episode, go to https://streamlined.fm/464

Top Takeaways

• The best CRM (or any tool) is the one you’ll actually use—start simple and build on tools you already know.
• If you struggle with sticking to a system, it’s likely because it doesn’t fit your natural workflow. Adapt the system, not yourself.
• Don’t limit yourself because of past experience. There is lots of flexibility in the apps we use today, and you can take advantage of that.

Show Notes

• Screenshots I posted on LinkedIn
• Automations Database
• Notion
• Todoist
• Make.com
• Gravity Forms
• Want to see the automations I use? Get access to my 40+ Automations Database at streamlined.fm/automation.
• Send feedback to https://streamlinedfeedback.com
• Feeling stuck? Check out my unstuck sessions at https://casabona.org/unstuck

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Streamlined Solopreneur helps solopreneurs decide what to use and what to build, so they can stop spinning their wheels and get their time back.

Each week, Joe Casabona shares one practical idea — a system, tool, or strategy to help you get your time back without having to make another decision, hire employees, or sell your soul to AI.

Looking for a place to start? Take the Solo Systems Starter Quiz. 60 seconds, 8 questions, and I will tell you what system you should build first, and exactly how to build it (so YOU don't need to make another decision). https://streamlined.fm/quiz

Connect with Joe on LinkedIn: https://www.linkedin.com/in/jcasabona/