Architecture office CRM: from first meeting to contract long sales cycles under control
Architecture office software, program and CRM on one platform: Architecture office job tracking software, customer management software and sales automation with WhatsApp.
On a villa project, the decision process takes months; a single follow-up you forget in that time is a lost contract. ÖzgürKod collects requests from Instagram and WhatsApp into one inbox; you manage concept presentation appointments, revision rounds, USD/EUR quotes and payment collection in the same dashboard.
Which CRM software should be used for Architecture office? ÖzgürKod is a CRM for Architecture office businesses: Keep every conversation on record through decision processes that last months: concept presentations, revision rounds and foreign-currency quotes in one dashboard. Setup takes minutes; try it free for 7 days.
The familiar challenges of architecture offices
Producing projects is your job; but as the sales process stretches over months, the follow-up, revision and paperwork load eats into the time you set aside for design.
A months-long decision process, a forgotten follow-up
The villa client thinks it over for three months, waits for the plot, waits for bank approval. If who called when and what was discussed last isn’t on record during this time, the client quietly signs with another office.
Revision rounds get lost in emails
The concept was presented and the client asked for three changes; two were said on WhatsApp and one over the phone. It gets confusing which revision was made in which version; the “I didn’t ask for that” argument drains the effort.
Instagram likes don’t turn into sales
Portfolio posts get likes and DMs come in; but questions go unanswered among projects. A follower asking about price becomes another office’s client when they get no reply for 48 hours.
Foreign-currency quotes and exchange rate confusion
Quotes go out in EUR to international clients, USD to corporate clients and TL to local jobs. Prices kept in Excel go out of date; at the end of the month, how much was earned from which project isn’t visible in a single report.
The team’s workload isn’t visible
Which architect is drawing which project, what stage the concept is at, when the deadline is — this information gets carried from meeting to meeting. Uneven workloads turn into late nights before deadlines.
Presentation and brief files are scattered
The concept PDF is in email, the moodboard is in a folder in the cloud, the brief notes are in a notebook. When a client comes back years later, gathering the old files takes hours; institutional memory stays tied to individuals.
What does ÖzgürKod do for architecture offices?
On top of general CRM tools, flows tailored to your long sales cycle.
From first contact to handover: the project journey
- Set up pipeline stages to match your process: First meeting → Brief → Concept → Revision → Contract → Implementation; see pending projects at a glance
- Send quotes as PDF in TL, USD, EUR or GBP; move a quote to Revised status when the scope changes, so the current version never gets mixed up
- Hold the initial meeting with a remote client over in-app video; keep the call recording and notes on the customer record
- Reply to Instagram DMs and comments in the same inbox; AI flags anyone asking about pricing and summarizes long threads
- Messages from international clients are translated automatically; reply in their language with ready-made templates in 8 languages
- Add brief notes, concept presentations and site-survey photos to the client card; open them with one click even years later
An inquiry from Instagram, WhatsApp or a web form becomes a client card tagged with its source; AI flags how warm it is.
Meetings are scheduled with an online appointment link; you hold in-app video calls with out-of-town and international clients, and notes are logged on the card.
The requirements list, site or space photos and measurements are collected on the client card; the team views the same information in one place.
The presentation appointment syncs with Google Calendar; the presentation file is added to the card, and the client’s feedback stays in the conversation history.
Every revision request is recorded; the quote is moved to Revised in the status flow, so it is clear to the team and the client which version is current.
Once a PDF quote in TL, USD, EUR or GBP is approved, the project moves to the contract stage; the payment plan is set up in installments with due-date tracking.
Execution projects move forward on the task board; progress-payment installments are tracked by due date, receipts are logged on the card, and currency reports are one click away.
Not from a personal phone, but from the business line
Don't let Customer messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects customer information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the customer group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new customer came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a customer writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Customer cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own customers.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Customer write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the customer card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Architecture office?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months Architecture office choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey customer most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
Architecture office program, software or CRM?
Most business owners search for the solution they need as “Architecture office program,” “Architecture office software,” “Architecture office job tracking software” or “Architecture office customer management software.” “CRM” is the international name for this solution, and the need is the same: keep customer information in one place, never miss a request, and bring order to your work.
As a Architecture office automation, ÖzgürKod gathers customer messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Architecture office
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Customer history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What does a CRM do for an architecture firm?
In architecture, the sales process stretches over months: first meeting, brief, concept, revisions, contract. Across this long cycle, the CRM brings every meeting, file and decision together on the client card and makes it clear who needs follow-up and when. Inquiries from Instagram and WhatsApp land in a single panel, quotes go out as PDF files in foreign currencies, and revisions are managed without version confusion. You win back the time you would spend on design instead of chasing follow-ups.
How do I manage revision rounds without confusion?
Every revision request is logged in the conversation history on the client card; you also add verbally requested changes as notes. On the quote side there is a status flow: Preparing → Sent → Approved / Rejected / Revised. When the scope changes, you move the quote to Revised and send the new version; older versions stay on the card, but the current one is clear. The “I never asked for that” argument ends when there is a dated record.
We work with international clients; do you support other languages and currencies?
Yes. Incoming messages are translated automatically; with ready-made templates in 8 languages, you reply in the client’s language. Quotes are prepared as PDF files in TL, USD, EUR or GBP; payment collection and reporting are also tracked in foreign currencies. You hold the first meeting with a remote client over in-app video call; it clarifies the concept direction without waiting for flights, and you log the notes on the card.
How are WhatsApp and Instagram conversations gathered in one place?
ÖzgürKod works with the official WhatsApp Cloud API; Instagram DMs and post comments also land in the same inbox. Every conversation is linked to the client card; message assignment makes the owner clear, and team members see only their own clients. Quick-reply templates standardize questions about square meters, budget and location; with Meta-approved templates, you send announcements about the new season to past clients.
How do I keep a client warm through a decision process that lasts months?
You give each client a manual temperature tag: hot, warm, on hold. The panel shows the last contact date; cards that have not been touched for a long time surface in the overdue view. In the campaigns module, you target by tag and last contact date and send pending prospects a portfolio update or a new project announcement with a Meta-approved template. The system does not message people on your behalf; it makes clear whom to contact, when, and about what.
Are customer and project data safe under KVKK (Turkey's personal data protection law)?
Yes. Role-based permissions give partners, project architects and office management different levels of access; each person sees only the clients and projects they are authorized for. Data access is logged in line with KVKK (Turkey's personal data protection law). Brief files, presentations and contracts are stored on the client card; bulk messaging campaigns have duplicate blocking and rate limiting in place, and you handle data deletion requests from the panel.
Architecture office software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Architecture office software", "Architecture office software", "Architecture office job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: customer communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Don't lose the next project to follow-up
Free for 7 days, no credit card required. On day one, gather your requests in one panel; by the end of the week, see clearly which lead is waiting at which stage.