Forget expensive CRMs. Forget switching between five different apps to understand where a lead is.
I’m about to show you how to turn your Gmail into a visual removal business command center where one glance tells you everything - who needs calling, what stage they’re at, and what action to take next.
After 15 years in removals and thousands of quotes, this system has saved me countless hours and prevented hundreds of leads from falling through the cracks.
The Problem: Lead Chaos
Most removal company owners I know are drowning in lead management chaos:
- Emails scattered across their inbox with no system
- Scribbled notes on bits of paper that get lost
- No idea which customers need following up
- Switching between CRM, notepad apps, and email constantly
- Missing hot leads because they can’t see the forest for the trees
Sound familiar? I’ve been there. It’s exhausting and expensive.
Here’s the Simple Solution: Gmail Tags
Instead of buying expensive CRM software or juggling multiple apps, I use Gmail’s free tagging system to create a visual dashboard of my entire removal pipeline.
One glance at my inbox and I know:
- Which leads are red-hot and ready to book
- Who needs a follow-up call today
- What quotes are pending
- Which jobs are confirmed
Everything in one place, where I’m already checking emails anyway.
My Complete Removal Business Tag System
Here’s the exact system I use, broken down by category:
*Core Lead Status Tags (priority tags)
🟡 1st Quote sent - Initial quote delivered, waiting for response When to use: Immediately after sending any first quote Action needed: Follow up in 2-3 days if no response
🟢 1st Contact Follow Up - First follow-up attempt made When to use: After your first phone call or follow-up email Action needed: Second follow-up in 3-5 days
🟣 1st No answer - Called but no answer on first attempt When to use: When initial phone call goes to voicemail Action needed: Try different times, maybe text first
🟣 2nd No Answer - Second attempt, still no contact When to use: After second unsuccessful call attempt Action needed: Try email or alternative contact method
🟡 1st Quotation Follow Up - Following up on sent quote When to use: When chasing quote response after few days Action needed: Phone call or personal follow-up email
Detailed Lead Stage Tags
🔴 CANCELLED - Job cancelled or lost When to use: Customer cancels or goes with competitor Action needed: None, but keep for future reference
🟠 Date not available/Can’t move - Customer can’t proceed right now When to use: When customer needs to delay for months Action needed: Follow up in 3-6 months
🟠 General inquiry, not ready - Just browsing, not immediate need When to use: When customer is researching but no firm date Action needed: Monthly follow-up, add to newsletter
🔵 Nearly booked TBC - Very close to booking, minor details to sort When to use: Customer said yes but needs to check dates/details Action needed: Follow up within 24 hours
🟢 Awaiting client’s response - Ball in their court When to use: You’ve provided what they asked for, waiting for reply Action needed: Follow up if no response in 5-7 days
🔴 Blacklisted - Problem customers to avoid When to use: Time wasters, rude customers, payment issues Action needed: Don’t quote, politely decline
Booking Process Tags
🔵 Booked - Job confirmed and in diary When to use: Customer confirmed, deposit paid, date locked Action needed: Send confirmation details, add to schedule
🟠 Booked with somebody else - Lost to competitor When to use: Customer informs you they’ve gone elsewhere Action needed: Ask for feedback, keep door open for future
🔵 Booked/Date TBC - Confirmed job but date flexible When to use: Customer committed but dates not finalized Action needed: Follow up weekly until date confirmed
🟠 Box delivery - Packing boxes to deliver/collect When to use: Packing service jobs needing box logistics Action needed: Coordinate delivery timing with customer
🟢 Call Scheduled - Appointment booked for phone call When to use: Customer requested callback at specific time Action needed: Make the call at agreed time
🔵 Called / Spoken - Contact made, conversation happened When to use: After successful phone conversation Action needed: Follow up based on conversation outcome
Service-Specific Tags
🟡 1st Request for More Details - Need more info for accurate quote When to use: Initial inquiry lacks essential details Action needed: Send detailed questionnaire or arrange survey
🟣 Do Not Call / Or do not move - Customer preference noted When to use: Customer specifically requested no calls Action needed: Email only communication
🟣 Incorrect / No Number - Contact details don’t work When to use: Phone number invalid or disconnected Action needed: Try email or alternative contact
🟠 Not Moving Any More - Customer no longer needs service When to use: Plans changed, move cancelled permanently Action needed: Remove from active follow-up
🟠 Phone / Video Surveys - Survey needed before quoting When to use: Job too complex for online quote Action needed: Schedule and conduct survey
🟣 POSTPONED - Move delayed but still happening When to use: Customer needs to delay but will book later Action needed: Follow up monthly until ready
🟠 Storage Booked - Storage component confirmed When to use: Jobs involving storage services Action needed: Coordinate storage logistics
🟠 send Van reg. details - Admin task needed When to use: Customer needs vehicle details for parking permits Action needed: Send registration and driver details
How to Set This Up in 10 Minutes
Step 1: Go to Gmail Settings → Labels → Create new labels for each tag above
Step 2: Choose colors that make sense to you (I use red for cancelled/problem, green for positive progress, yellow for pending action)
Step 3: Start tagging every email as it comes in - takes 2 seconds per email
Step 4: Use the labels sidebar to see all leads in each category
The Game-Changing Benefits
Instant Overview: One look at your inbox shows your entire pipeline No Lost Leads: Every inquiry is tagged and tracked Perfect Follow-up: Know exactly who needs calling when Zero Cost: Free system using tools you already have No App Switching: Everything in Gmail where you check emails anyway Visual Priority: Color coding shows what needs attention first
Pro Tips from the Trenches
Tag immediately: Don’t let emails pile up untagged - do it as they arrive
Use color psychology: Red for problems, green for good progress, yellow for action needed
Review daily: Spend 5 minutes each morning scanning tags for follow-ups
Clean regularly: Remove irrelevant tags monthly to keep system lean
Be consistent: Always use the same tag for the same situation
Why This Beats Expensive CRMs
Most removal companies think they need a £50/month CRM system. Wrong.
This Gmail system gives you:
- Visual pipeline management ✓
- Lead tracking ✓
- Follow-up reminders ✓
- Contact history ✓
- Zero monthly cost ✓
- No learning curve ✓
The only thing it doesn’t do is make coffee - and for removal business lead management, it’s perfect.
Start Today
Pick 5 essential tags from my list above and create them now. You can add more later.
Start tagging every new inquiry that comes in. Within a week, you’ll wonder how you ever managed without this system.
Your future self will thank you when you never lose another lead or forget another follow-up.
Happy moving!