Yes.
You need a simple CRM — and a shared inbox, not a sales pipeline.
What's really going on
Four to ten people. 500+ inquiries a month, all by email. That's roughly 25 quotes a day flowing through inboxes that nobody else can see. The bottleneck isn't tracking deals — it's that two people reply to the same email, or nobody does, and quotes go out in inconsistent formats. Billing is downstream of that mess. Fix the inbox and the quote template, and half your "CRM problem" disappears.
What to do instead
- HubSpot Free CRM (free, unlimited users) — turn your shared inbox into a conversation each teammate can see, claim, and reply from. Connect your team email, set one owner per thread.
- Capsule CRM (free tier, paid is modest — check current pricing in €) — if HubSpot feels too heavy, Capsule keeps contacts, quotes-in-progress, and notes in one tidy list. Good EU fit.
- A locked quote template + numbered invoices in your accounting tool — Moneybird, e-Boekhouden or whatever you already use in NL. Quote and bill belong there, not in the CRM.
First action, today: connect your shared inbox to HubSpot's free Conversations, assign one owner per thread, and watch where double-replies stop.
What you're being oversold
Someone likely pitched you Salesforce, Pipedrive's top tier, or a "quote-to-cash" platform with billing built in. At your stage that's an €8k–€20k/year mistake — you'd spend three months configuring pipelines for a business that doesn't have a pipeline, it has an inbox. Doing nothing has a quieter cost: at 500 inquiries a month, even a small share dropped or double-handled is real money walking out, week after week.
When to revisit this
When a customer complains they got two different quotes from two of your people in the same week — that's the signal the inbox fix isn't enough anymore.
The part worth getting right
One judgment call decides this. Are those 500 emails mostly new strangers asking for a quote, or mostly existing customers asking for another job? If it's new strangers, you need the shared inbox and a fast quote template — HubSpot Free does it. If it's repeat customers, you need a contact-first CRM where their history lives — Capsule fits better, and your "billing" problem is really a repeat-customer problem. Pick the wrong one and you'll migrate everything in eight months.