Why Most Brisbane Business Owners Hate Their Software
I’ve sat down with dozens of business owners from Chermside to Coorparoo, and when I ask about their "CRM" or customer database, I usually get a roll of the eyes.
Most of the time, they’ve bought into a system that’s too complicated, too expensive, or just doesn't fit how a real service business operates. They were promised it would make life easier, but instead, they’re spending Sunday nights fighting with a screen instead of relaxing.
Here’s the truth: most software is built for office people who sit at desks all day. If you’re a sparky, a landscaper, or you run a pest control business, you don’t need a complex "marketing suite." You need a tool that helps you win more jobs and stops leads from falling through the cracks.
In this guide, I’m going to show you how to pick the right system for your business without the headache. No jargon, no tech-speak—just a focus on what makes you money.
The Cost of Staying on Paper (or Sticky Notes)
I worked with a plumber in Morningside last year. Let’s call him Dave. Dave was doing about $15k a week, but he was stressed out of his mind. He had quotes written on the back of envelopes, customer names in his phone contacts, and a diary that looked like a bomb had hit it.
When we looked at his numbers, we found he was forgetting to follow up on about 30% of his quotes. That’s thousands of dollars every week just sitting there because he didn't have a simple way to track who had paid and who hadn't.
By moving him to a simple system, he started closing sales automatically by sending a text follow-up 24 hours after a quote. His revenue jumped by 20% in two months without him spending an extra cent on advertising.
That is what a good system does. It’s not about being "high tech"; it’s about making sure you get paid for the work you’re already doing.
What a Service Business Actually Needs
Don’t get distracted by fancy features. For a local service business, your software only needs to do four things well:
1. Keep customer details in one spot: You shouldn't have to search through your SMS history to find a client's address. 2. Track the money: Who has been quoted? Who has booked? Who hasn't paid their invoice yet? 3. Work on your phone: If you can’t update it while you’re standing in someone’s driveway, it’s useless to you. 4. Send reminders: It should tell you (or the customer) when something needs to happen.
Anything else is usually a distraction. I see people wasting money on tech that has 50 buttons they’ll never press. If you’re a small team, keep it simple.
Case Study: From Chaos to 5-Star Reviews
Let’s look at a real-world example of a local Brisbane cleaning company we helped. They had three vans on the road and were growing fast, but their office was a mess. They were using a mix of Google Calendar and a physical whiteboard.
The Problem: Customers would call to ask where the cleaner was, and the owner would have to call the driver, then call the customer back. It was a massive waste of time. Even worse, they weren't asking for reviews, so their Google profile was stagnant despite doing great work.
The Solution: We skipped the big, expensive corporate software and put them on a dedicated "Job Management" tool.
Step 1: All new enquiries went straight into the system (no more scrap paper). Step 2: When a job was booked, the customer got an automatic text: "Hi, we’re booked in for Tuesday at 9 am." Step 3: When the job was finished, the system sent an invoice and a link to leave a Google review.
The Result: The owner saved about 10 hours a week on admin. That’s over a full day of work he got back. More importantly, because they were tracking sales properly, they stopped losing track of unpaid invoices. They found $4,000 in "forgotten" bills in the first month alone.
How Much Should You Pay?
I’ll be blunt: if you’re paying $500 a month for software and you’re a solo operator or have a small team, you’re likely getting ripped off.
Most good systems for small service businesses cost between $50 and $150 per month.
Free versions: Usually a waste of time. They lock the features you actually need (like sending invoices or automated texts) until you pay. Mid-range ($50-$150): This is the sweet spot. You get the mobile app, the automated reminders, and the ability to take payments. High-end ($300+): Unless you have 10+ employees and complex inventory, you probably don't need this.
Think of it like a tool for your ute. You wouldn't buy a $5,000 specialized drill if a $300 one from Bunnings does the job every single day. Buy what you’ll actually use.
Three Questions to Ask Before You Sign Up
Before you put your credit card details into a website, ask these three questions:
1. Can I use it on my phone with one hand?
Seriously. If you’re on a job site, you might be holding a coffee or a tool. If the app is clunky and requires tiny buttons, you won’t use it. If you don't use it, the data doesn't get entered, and you're back to square one.2. Does it talk to my accounting software?
If your CRM doesn't talk to Xero or MYOB, you’re going to end up doing double entry. That is the ultimate time-killer. You want a system where you click "Job Complete" and the invoice automatically appears in Xero. This is how you save hours on admin every single week.3. How hard is it to get my data out?
Some companies make it easy to join but impossible to leave. Make sure you can export your customer list to an Excel file whenever you want. You own your customers, not the software company.Common Mistakes to Avoid
I’ve seen plenty of Brisbane businesses blow thousands of dollars on the wrong setup. Here is what to avoid:
Setting it up yourself when you hate computers: If you struggle with Facebook, don't try to build a complex automated system yourself. Pay someone a few hundred bucks to set it up right once, so you just have to log in and use it. **Buying for the business you want to be in 10 years:** Buy for the business you have now and the growth you expect in the next 12-24 months. You don't need a system that can handle 1,000 employees if it's just you and two blokes in utes.
- Ignoring the "Follow Up": The biggest reason to have a CRM is the follow-up. Most people need to hear from you 2 or 3 times before they commit to a quote. If your system doesn't make this easy, keep looking.
How Long Until You See Results?
If you pick the right tool and actually put your leads into it, you should see a change in your bank account within 30 to 60 days.
Why? Because you'll stop forgetting to send quotes, and you'll stop letting people tell you "I'll think about it" and then never hearing from them again. A simple text sent two days after a quote can increase your win rate by 15-20% easily.
What Should You Do First?
Don't go out and sign up for five different trials today. You’ll just get 500 sales emails and get overwhelmed.
Instead, do this: 1. Write down your biggest headache. Is it losing quotes? Is it people not paying on time? Is it the phone ringing while you're on a ladder? 2. Look for a tool that solves THAT specific problem. 3. Commit to one month. Put every single lead and job into the system for 30 days. Don't go back to the notebook.
If you want to know what's making money and what's a waste of time, you need a clear picture of your jobs. Software gives you that picture.
We Can Help You Get It Right
At Local Marketing Group, we don't just care about your website or your ads. We care about whether your business is actually growing. If you’re spending money on marketing but losing the leads because your system is a mess, you’re burning cash.
We’ve helped tradies, professional services, and local shops across Brisbane set up simple, effective systems that actually work for them—not the other way around.
If you’re tired of the admin mess and want a system that helps you win more jobs, let's have a chat. We’ll tell you straight if a tool is worth your money or if you're being oversold.
Ready to stop the chaos? Contact Local Marketing Group today and let’s get your business running like a well-oiled machine.