Yelle Software

Before

  • Intake and referral status lived in spreadsheets and inbox threads.
  • No single view of which families were in progress, waiting, or closed.
  • Reporting meant manual exports; month-end reviews were slow and error-prone.
  • Off-the-shelf CRMs were priced and shaped for enterprise sales teams, not this workflow.

Goals for phase one

  • One place to see every referral from first contact through placement.
  • Role-appropriate views so coordinators and leadership see what they need, not everything.
  • Reporting that reflects real pipeline stages, not generic deal objects.
  • A public marketing site that matches how the agency actually describes its services.

Approach

Short discovery, fixed-fee milestones, and the same team after launch.

We ran a short discovery to map stages, roles, and "done" for phase one. The build shipped in fixed-fee milestones with written acceptance at each step, the same model described on our services and pricing pages.

01 · Discover

Workflow map, data the owner already tracks, and constraints (compliance, handoffs, reporting cadence).

02 · Build

CRM core, intake forms, referral pipeline, and reporting; marketing site in parallel where it unblocked launch.

03 · Run

Hosting, monitoring, and small improvements from the engineers who built it (ongoing care retainer).

What went live

  • Marketing site

    Clear service positioning and contact paths for families and referral partners.

  • Custom CRM

    Accounts, referral stages, assignments, and activity history aligned to how the team sells and serves.

  • Reporting

    Dashboards leadership uses for weekly ops without spreadsheet exports.

Stack: Laravel backend, Vue front end. Hosted and maintained by Yelle Software.

Results

  • Coordinators work from one CRM instead of reconciling spreadsheets and email.
  • Leadership reviews pipeline and intake metrics on a regular cadence without manual exports.
  • The same team handles hosting, fixes, and scoped improvements after go-live.

"We finally have one place for intake and referrals. I am not chasing spreadsheets before every leadership meeting."

Operations lead, senior placement agency

Building something similar?

Tell us what breaks every month-end: spreadsheets, commissions, or tools that do not talk to each other. We reply in one to two business days.

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