Yes.
You need a simple CRM — but the real gap is quotes and bills, not contacts.
What's really going on
You're 2–3 people fielding leads from five channels, including WhatsApp and walk-ins. At 10–50 inquiries a month, a spreadsheet can hold the contacts. What it can't do is tie a quote to a follow-up to a bill without something falling through. That's where deals die — not at first contact, but between "I'll send a quote" and "did they pay?"
What to do instead
- Capsule CRM (free tier, paid is modest — check current pricing) — one shared place for every lead, with a simple pipeline so you and your two teammates see who owes whom a reply.
- A real invoicing tool (Moneybird or e-Boekhouden in NL — check current pricing) — quotes that convert to invoices in one click, with BTW handled. Your CRM tracks the conversation; this tracks the money.
- Habit: every WhatsApp lead gets logged in Capsule the same day, with the quote amount and next step. No exceptions.
First action, 30 minutes: open Capsule's free plan, import your last 30 days of inquiries from email and WhatsApp into one pipeline with three stages — Inquiry, Quoted, Won/Lost.
What you're being oversold
Someone will push HubSpot or Freshsales at you. Both are built for inbound sales teams of 5+ chasing pipeline automation — you'd spend the first month configuring things you'll never use, and HubSpot's free tier exists to funnel you onto paid Sales Hub. Twilio's WhatsApp API is for developers, not a 3-person shop. Doing nothing means quotes sent on WhatsApp get forgotten, and you find out two weeks later the customer went elsewhere.
When to revisit this
When you catch yourself sending the same quote twice because nobody remembered the first one went out.
The part worth getting right
The fork is this: is your bottleneck tracking conversations or tracking money owed? If leads go cold because nobody followed up, a CRM like Capsule fixes it. If leads convert but invoices sit unpaid or quotes get lost on the way to a bill, a CRM won't help — you need invoicing software wired to your quote flow, and the CRM is secondary. Pick the wrong one and you'll spend three months in the wrong tool while the real leak keeps dripping. Which one is actually costing you deals this month?