What's really going on

The problem isn't tracking. It's handoff. When three of you share leads, a sheet turns into "who was going to reply to that hotel in Playa?" by week two. You also asked for follow-up nudges and reminders — that's the real ask. You want the tool to poke you, not just store notes.

What to do instead

1. HubSpot Free CRM (free, unlimited users) — use the deal pipeline with stages like Inquiry → Site visit → Quoted → Booked → Done. Turn on task reminders and the Gmail/Outlook extension so every email logs itself against the deal.
2. HubSpot sequences or a simple "no reply in 3 days" task — on free, set a manual task when you send a quote; on a low paid tier you get automated follow-ups. Start manual, upgrade only if you feel the pain.
3. Habit: 10-minute morning stand-up around the pipeline view. Whoever owns a stuck deal says the next step out loud. This is what actually moves deals, not the software.

First action, today: create a free HubSpot account, add a pipeline called "Beach cleanups," paste in every open lead from the last 30 days, and assign each one an owner. One hour, one person.

What you're being oversold

Someone will push you to Pipedrive at ~$14/user/month or straight into HubSpot's paid Sales Hub. At 10-50 leads and 2-3 people, that's money for features you won't touch for a year. Jobber gets pitched to any cleaning business — it's built for recurring home service (quote→job→invoice), not B2B contract work with hotels and municipalities, so it will feel like the wrong shape. Doing nothing costs you the quote you forgot to chase — one booked hotel contract a quarter probably pays for any tool ten times over, but you know your ticket sizes better than I do.

When to revisit this

When you cross ~60 leads a month, or hire a fourth person, or start losing track of which municipality asked for what — that's when free stops being enough.

The part worth getting right

Your real fork is who your buyer is. If most revenue comes from hotels, resorts, and municipalities — long sales cycles, quotes, contracts, procurement — HubSpot's deal pipeline is exactly right and you'll grow into it. If most revenue is one-off event cleanups booked in a week by individuals or small businesses, you need speed-to-reply and WhatsApp templates more than a pipeline, and the setup looks different. Get this wrong and in six months you'll be migrating everything, or worse, losing the deals that pay the rent because the tool doesn't match how they actually buy.