The Toolbox

How I use Airtable to run my business

By Ali ยท Updated

Airtable is where I run my business. This page is part of Email and CRM tools I use.

One base, separate tables

I use one Airtable base with a separate table for each kind of contact:

  • clients and leads
  • active clients
  • subcontractors
  • suppliers
  • other business contacts

Keeping them in separate tables means nothing gets mixed together.

Tracking leads with a Kanban view

A Kanban view moves each lead through stages, with a days-in-stage count. That solved my deal-stage problem without a second CRM.

[ALI TO CONFIRM: the stages you use, if you want to list them]

Follow-ups every morning

Every morning, Airtable creates my follow-ups and emails them to me.

[ALI TO CONFIRM: how this is set up (for example, an Airtable automation), in plain words]

A weekly review for website leads

A separate weekly review reminds me about leads that come from my free website tools.

Holiday and relationship messages

When I send a holiday or relationship message, I can pull a list that is ready to paste into BCC, so people do not see each other's email addresses.

Keeping the data clean

I am the only person entering data. I also prefer to move things between tools by hand rather than sync them automatically.

[ALI TO CONFIRM: why you prefer manual handoffs over automatic syncing]

A second base for website builds

I use a separate Airtable base to track my website builds.

[ALI TO CONFIRM: what you track for each website build]

Why I did not add a second CRM

I thought about adding a second CRM and decided against it.

[ALI TO CONFIRM: which CRM you looked at and why you said no]

What it costs

[ALI TO CONFIRM: which Airtable plan you are on (no prices; they change)]

How long I have used it

[ALI TO CONFIRM: how long you have run your business from Airtable]

What went wrong

[ALI TO CONFIRM: anything that has gone wrong with Airtable, or anything that annoys you]

Who it suits

[ALI TO CONFIRM: who you think this kind of Airtable setup suits]

Who it is not for

[ALI TO CONFIRM: who should skip Airtable as a CRM]

Try Airtable

If you want to try it, this is my referral link:

Go to Airtable [ALI TO CONFIRM: referral link]

Questions people ask

Do you use a separate CRM as well?

No. I thought about adding a second CRM and decided against it. A Kanban view in Airtable, with a days-in-stage count, covers my deal stages.

How do you keep clients, leads and suppliers apart?

Each group has its own table in the same base, so nothing gets mixed together.

How do you remember your follow-ups?

Every morning Airtable creates my follow-ups and emails them to me. A separate weekly review reminds me about leads from my free website tools.

Does anyone else enter data?

No. I am the only person entering data, and I prefer to move things between tools by hand rather than sync them automatically.

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