What's really going on

You don't have a storage problem. You have a follow-up problem. Phone quotes and referrals go cold in three days because nobody's job is to nudge them. Notion is fine as a lead database beside your docs, but it will not chase anyone — no reminders, no sequencing. Airtable and Grist can nudge you, but only after you sit down and build the automation. That build is the real work you're avoiding.

What to do instead

1. Airtable (free tier; paid ~€20/user/mo — check current pricing) — one base, a "Quotes" table with stages (New → Quoted → Won/Lost), an intake form you fill in during the phone call, and a scheduled automation that emails you when a quote sits untouched for 3 days. Open airtable.com, start from the Sales CRM template, add a "Next follow-up" date field, then Automations → "When record matches conditions" → send email to yourself. 30 minutes.
2. Capsule CRM (free tier for small contact volume — verify at capsulecrm.com/pricing) — if you'd rather have a proper pipeline with tasks tied to each contact instead of a dressed-up spreadsheet. EU-friendly, priced in € on paid tiers.
3. The habit — same person opens the tool at 8am, every weekday, ten minutes. Without that, no software matters.

What you're being oversold

Pipedrive at roughly €14-15/user/mo is a sales-team tool built for reps working a pipeline all day — too much for a small cleaning shop taking calls. Jobber gets pitched hard to cleaning businesses because it does quotes → jobs → invoices, but you pay from day one for scheduling and dispatch you may not use yet. Doing nothing costs you the referrals you don't call back — and word-of-mouth dries up fast when someone waits four days for a quote.

When to revisit this

When you sign your second recurring commercial contract with a fixed weekly or monthly schedule.

The part worth getting right

Your business has two shapes inside it. Residential is mostly one-off quotes — Airtable or Capsule handles that forever. Commercial cleaning tends to become recurring contracts with scheduled visits, invoices, and a crew to dispatch — and that's a different tool entirely. Pick the wrong one and you'll either pay every month for job scheduling you don't use, or you'll be duct-taping three tools together by next spring. So the call is: which side of your book is actually growing?