Lead tracking, deal management and full pipeline visibility.
Explore →Structured systems so every job moves through defined stages.
Explore →KPI dashboards and reporting you can actually trust.
Explore →Portals, onboarding and structured client communication.
Explore →Lead capture, campaign tracking and nurture automation.
Explore →Candidate pipelines and hiring workflows that scale.
Explore →Custom operational apps and CRM interfaces.
Explore →Automated workflows, approvals and notifications.
Explore →Live dashboards and analytics across your systems.
Explore →Secure client portals and external-facing sites.
Explore →The structured data backbone under every system.
Explore →Document management and team collaboration.
Explore →Systems for growing
service businesses.
We diagnose how your business runs, then build the systems it needs to scale.
The six systems we build
CRM & Sales PipelineLead tracking and pipeline visibility Operations & WorkflowStructured, stage-based delivery Reporting & VisibilityDashboards you can trust Client ExperiencePortals and structured onboarding Marketing InfrastructureLead capture and nurture Recruitment & TalentCandidate pipelines that scaleBuilt on Microsoft Power PlatformPower Apps · Power Automate · Power BI · Power Pages · Dataverse · SharePoint
Diagnosis changes the system you build
Most system projects go wrong because the business starts with a tool instead of understanding the operating structure. Castlane diagnoses the workflow, data, ownership and visibility gaps before anything is built. The thinking comes before the tools.
Diagnose the operating reality
We map how work currently moves through your business, where information lives, and where ownership or visibility breaks down.
Identify the missing structure
We determine whether the issue is CRM structure, workflow design, reporting, process ownership, data quality, or system architecture.
Build the right system level
We design and implement the level of system your business actually needs, without overbuilding or underbuilding.
Systems matched to the stage of your business
We identify the operational level your business is at and design the right system for it. No overbuilding, no underbuilding — clearer scope, realistic pricing, and a build that is easier to deliver properly.
Foundation
Typically suited to smaller teams or businesses under roughly £500k revenue. The priority is structure before automation.
Usually needed when
- Leads tracked in spreadsheets
- Follow-up depends on memory
- Reporting is manual
- No single system owns the process
Operational Control
Typically suited to growing teams around £500k–£1m revenue where systems have not kept up. Automation starts here.
Usually needed when
- Handovers are inconsistent
- Reporting is unreliable
- Manual admin is expensive
- Teams manage work differently
Connected Infrastructure
Typically suited to businesses around £1m–£2m+ where systems need to connect across functions.
Usually needed when
- Systems are disconnected
- Leaders lack cross-business visibility
- Teams rely on manual coordination
- The business needs infrastructure
Find out what level of system your business needs
The 5-minute Business Systems Health Check identifies where your operations are under-structured and which system level would create the most value next.
- Your systems maturity score
- Your weakest operational areas
- The system level your business most likely needs
- Recommended next steps across CRM, workflow and reporting
Systems thinking for growing service businesses
Practical insight on CRM, workflow automation, reporting, and the operational systems behind scalable service businesses.
The questions we hear most
Straight answers before you get in touch.
It starts with a free 30-minute Systems Consultation. We diagnose your operational gaps, identify which systems are creating the most friction, and send a structured proposal within 24 hours. Most projects are delivered within two to four weeks.
Most projects fall between £3,000 and £9,000 depending on scope. Foundation builds covering two pillars typically land between £3,000 and £5,000. More complex automation builds sit between £5,000 and £10,000. We always present a clear price range before any work begins.
Most projects are delivered in two to four weeks. Larger infrastructure builds involving multiple pillars can take four to eight weeks. We scope tightly, build cleanly, and hand over with proper documentation and training.
No. Our entire model is designed for businesses with one to fifteen people. This is the stage where getting systems right has the most impact, before the complexity compounds and becomes significantly harder to untangle.
A freelance developer builds what you ask for. We diagnose what you actually need first. We approach every engagement as systems architects, mapping workflows and identifying the real bottlenecks before writing a single line of code. We also deliver documented systems with proper handovers and ongoing support.
Engagements are founder-led. You work directly with the person responsible for diagnosis, design, and implementation. There are no junior handoffs or account managers.
What clients say after their systems are working properly
Clear structure, immediate impact
“Before working with Castlane, everything relied on manual coordination and fragmented tools. Within weeks, we had a structured system in place that gave us real visibility across sales and operations.”
Founder, Education Consultancy (15+ employees) · CRM and reporting system
Seamless delivery, properly engineered
“The difference was the level of thought behind everything. This wasn’t just implementation, it was a complete redesign of how our business operates, delivered in a very structured and controlled way.”
Managing Director, Healthcare Agency · Operations and workflow system
Finally feels scalable
“We now have proper systems underpinning the business. Reporting is clear, workflows are consistent, and we’re no longer relying on people remembering things. It feels like we can actually scale.”
Founder, eCommerce Brand · Connected infrastructure build