Yes.
You need a simple CRM.
Why
Your structured fields say 500+ inquiries/month across Instagram DM, Referrals, and Walk-ins with a team of 2–3 — that's ~20 leads per rep per day. No shared sheet survives that volume across three channels with three different conversion patterns (DM = fast, referral = warm, walk-in = already half-sold). Deals get dropped because nobody knows whose DM is whose, and trial follow-ups vanish in Instagram's inbox.
What you actually need
- Zoho Bigin pipelines (₹550/user/mo, free for 1 user) — one pipeline with five stages: New → Trial Booked → Trial Done → Member → Lost. Owner field mandatory. Lead source = DM / Referral / Walk-in.
- AiSensy or Interakt (~₹999/mo starter) — pulls Instagram DMs into a shared inbox your three reps can actually triage, with assignment so two reps don't reply to the same prospect.
- A habit — the 10am and 6pm sweep — twice a day, every rep filters Bigin to "my leads, no activity in 24h" and clears it. Non-negotiable.
Do this today
Sign up for Zoho Bigin at bigin.com, create one pipeline with the five stages above, add your 2–3 reps as users, and add a required field "Lead Source" with options Instagram DM / Referral / Walk-in. Then import the last 7 days of leads from wherever you're tracking them now and round-robin assign. By tomorrow morning each rep logs in and sees only their own queue.
What to ignore
Skip HubSpot Sales Hub Starter (~₹1,800/seat/mo and it balloons the second you want WhatsApp/Instagram integration), Salesforce Essentials, and anything monday CRM is pitching. At your stage you do not need lead scoring, sequences, or "AI insights" — you need three reps to stop dropping DMs. Also ignore anyone selling you a standalone Instagram automation bot; it'll spam your prospects and Meta will throttle you.
What doing nothing costs you
A conservative 15% slippage on 500 leads/month = ~75 dropped prospects. Assuming a ₹4,000 average package for online fitness coaching, that's roughly ₹36 lakh/year of revenue walking past the three reps you're already paying.
Where this leaves you
You've got Bigin, the channel inbox, and the twice-daily sweep. The plan configures the stages for your trial-to-membership cycle, sets the rollout across your three reps with a week-one shadowing schedule, and names the moment in week two when one rep quietly goes back to working out of their Instagram inbox — because one of them will, and that's when the whole thing unravels.
When to revisit this
When you cross 1,000 leads/month or hire a fourth rep and start needing territory or source-based routing.