Frequently Asked Questions

Xovivo was founded in 2012, so we have been working on CRM setup projects for 14 years. Over that time we have completed 1,047 jobs for 840 clients, most of them based in Liverpool. Our team is small by design: 6 people, which keeps every configuration decision consistent and traceable back to one person rather than passed between departments.

Installing software takes minutes. Setup covers the work that makes the software useful: mapping your sales stages into pipeline fields, building the contact and company record structure, setting permission levels for each staff role, connecting your email and calendar, and writing the automation rules that move a lead from one stage to the next. We treat these as separate line items in every quote so you know what you are paying for.

Our on-site visits are limited to Liverpool, which is the one service area we cover in person. Remote configuration and training sessions over video call can be arranged for businesses further afield, but the initial audit visit and any hands-on desk setup are scheduled around our Liverpool base at 124 Lark Lane.

We list 12 distinct services, covering the full lifecycle: initial audit, platform selection advice, data migration, pipeline and field configuration, automation rule building, email and calendar integration, user permission setup, staff training sessions, custom report building, mobile app configuration, ongoing maintenance, and a post-launch review after 30 days of use.

Yes. Spreadsheet migrations are one of our most common jobs. We first ask for an export in CSV format, then map each column to a CRM field manually rather than relying on automatic column matching, because spreadsheet headers are rarely consistent enough for that to work cleanly. Duplicate rows are flagged before import so you can decide whether to merge or keep them separate.

The first meeting is an audit, usually 60 to 90 minutes, either at your Liverpool premises or at our office on Lark Lane. We ask about your current sales process, how leads reach you, what reports your managers currently pull manually, and which spreadsheets or paper records are still in use. From that we draft a setup plan with a fixed price, which we send within one working day.

Our typical reply time is 1 hour during business hours, which are Monday to Friday, 09:30 to 20:00. We do not operate on Saturday or Sunday, so enquiries submitted over the weekend are answered first thing Monday morning.

We are platform-agnostic and configure the major cloud-based CRM platforms available on the UK market, including tools built for small teams and larger tiered systems aimed at multi-department businesses. During the audit we recommend a platform based on your team size, budget and existing software stack rather than pushing one product for every client.

A single-user setup with basic pipeline configuration can be finished within 3 to 5 working days. A multi-user setup with data migration, automation rules and staff training typically takes 2 to 4 weeks, depending on how much historical data needs cleaning before import and how many staff need training sessions scheduled.

Training is included as a separate service item, not an afterthought. We run at least one hands-on session per staff role, covering how to log a call, move a deal between stages, and pull a basic report. Sessions are recorded on request so new hires joining later can watch them without booking a repeat visit.

This is common. Out of our 840 clients, a good number came to us after a first attempt stalled, usually because the pipeline stages did not match how the sales team actually worked, or nobody was trained properly. We start by reviewing what exists, decide what can be kept, and rebuild the parts that caused the original system to be abandoned.

Yes, connecting email and calendar is one of our standard 12 services. Once linked, incoming emails from known contacts are logged against their CRM record automatically, and meetings booked through the calendar sync back to the relevant deal. We test the sync in both directions before considering the connection complete.

We build a permission matrix during the audit stage, usually three or four tiers: standard sales user, team lead, manager, and administrator. Standard users typically see only their own records, team leads see their team's records, and administrators have full access including billing and integration settings. This matrix is agreed in writing before configuration begins.

The most requested rules are: assigning a new lead to a sales person based on postcode or product type, sending a reminder if a deal has not moved stage after a set number of days, and notifying a manager when a deal above a certain value is marked won or lost. We keep rule sets simple at launch and add complexity once staff are comfortable with the basics.

Pricing is quoted as a fixed project fee after the audit, based on the number of users, the amount of data to migrate, and how many of the 12 services you need. We do not charge by the hour for setup work, so the price agreed at the start of the project is the price you pay, regardless of how long the configuration takes on our side.

Yes, maintenance is listed as one of our 12 services and can be booked as a standalone arrangement after launch. This typically covers field adjustments as your process changes, adding new users, and reviewing automation rules every few months to check they still match how the team actually works.

Thirty days after go-live we book a short review call to check adoption: which fields are actually being filled in, whether reminders are being ignored, and whether reports match what managers expected. Small adjustments identified at this stage are usually quick fixes, but catching them early avoids staff quietly reverting to spreadsheets.

Data is transferred using encrypted export and import files, and we do not keep a copy on our own systems once a migration is confirmed complete and verified by you. Access to the source files during the project is limited to the team member handling that specific job, which for us means one or two people out of our six-person team.

Custom report building is one of the 12 services we offer separately from basic setup. We usually start from the standard templates most CRMs ship with, then adjust filters and grouping to match how your business actually measures performance, for example splitting revenue by referral source rather than by generic lead category.

That is fine and quite common. We configure permission levels so only relevant staff have logins, and pricing is based on the number of active seats rather than your total headcount. It is possible to add more seats later as the team grows, without redoing the initial configuration.

Mobile app configuration is one of our 12 listed services. Most CRM platforms offer a companion app, and we set up login access, push notification preferences, and offline note-taking so field staff can update records without waiting to reach a desktop.

Out of 840 clients served since 2012, 207 have returned for a second job, whether that is adding users, building new automation, or a full system review after growing. Repeat work is usually smaller in scope than the original setup, since the foundation is already in place.

Many CRM platforms allow quote and invoice templates to be generated directly from a deal record, pulling in the client's details and agreed price automatically. We configure this during setup where the platform supports it, and set the currency format to Pound Sterling by default for UK-based clients.

Switching platforms is possible and we treat it as a fresh migration project rather than an add-on. Most platforms allow a full export of contact and deal data, which we then remap into the new system's field structure. The main cost driver is usually how much custom automation needs to be rebuilt rather than the data transfer itself.

We work with businesses of all sizes, including sole traders who need a simple system to track quotes and follow-ups without a full sales team behind them. The setup scope is smaller in these cases, usually focused on contact management and a basic pipeline rather than multi-tier permissions or department-level reporting.

We can attend your office in person for the audit visit and for staff training sessions, since hands-on training tends to go more smoothly face to face. The technical configuration work itself, such as building automation rules and importing data, is usually done remotely and reviewed with you over a screen-share call.

We need admin access to the chosen CRM platform, an export of any existing data you want migrated, and a short list of staff roles with what each role should be able to see and edit. Having a rough sketch of your current sales stages ready before the audit meeting speeds up the whole process considerably.