What's really going on

You have 100 relationships living in three heads. When one senior person is sick, on holiday, or leaves, a chunk of revenue walks with them. The "call or visit list" is the actual product you need — a shared record of who was contacted, when, by whom, and what's next. The orders keep coming today because the relationships are warm. The risk is silent: a competitor calls a customer you last spoke to nine months ago, and you never see the drop until the reorder doesn't land.

What to do instead

1. HubSpot Free CRM (free, unlimited users) — one shared contact record per customer, with a "last activity" date and a task field. Three seats cost nothing. Enough for 100 accounts forever.
2. Pipedrive Lite (~A$19/user/month in AUD, checked Sep 2026 — confirm current pricing) — pick this instead if your three seniors do a lot of site visits and want the mobile app to log a call from the ute.
3. A Monday 8am huddle, 20 minutes — the three seniors read out their week's call/visit list off the same screen. The tool only works if this habit does.

Today, do this: open a Google Sheet. Columns: Customer, Owner, Last contact, Next contact due, Notes. Paste in your 100. Split them across the three names. That sheet IS your CRM until Friday — then import it into HubSpot Free in ten minutes.

What you're being oversold

Anyone pitching you Salesforce or a HubSpot Sales Hub paid tier for three users and 100 accounts is selling you a Ferrari to drive to the letterbox — SMBs under 10 people are massively over-built and costly on Salesforce, and HubSpot users get pushed to paid Sales Hub fast before they hit real limits. Ignore the upsell for a year. The cost of doing nothing isn't a number I'll invent — it's one quiet churn of a top-10 hinge account you didn't see coming, because nobody called them in seven months.

When to revisit this

When a senior takes two weeks off and someone has to ask "who was meant to call Bunnings?" and nobody knows.

The part worth getting right

There are two motions hiding in your brief: de-risking the 100 you have, and growing new business. They need different setups. If de-risking is the priority, you tier the 100 by revenue and risk, and each tier gets a cadence — A-tier every 6 weeks, B every quarter, C twice a year. If growth is the priority, you also need a pipeline for new prospects with stages, and the tool choice tilts toward Pipedrive. Pick the wrong one first and you'll spend six months logging the wrong thing. So the real call is: which 20 of those 100 carry most of your revenue, and how often should each of the three seniors actually be in front of them?