CRM Features that work as hard as you do.
Everything you need to manage clients, close deals, and never miss a follow-up—without the enterprise learning curve.
No credit card required • Setup in under 10 minutes • Cancel anytime
Built for professional services. Not sales floors.
Theo CRM gives accountants, consultants, and financial advisors the pipeline control and client intelligence they need—without features built for enterprise sales teams. Every feature is designed to help small professional services firms manage relationships, track revenue, and follow up with precision.
Pipeline Management
Track deals from first conversation to closed contract with customizable stages that match your sales process.
Smart Reminders
Never ghost a client. Automated follow-up reminders based on deal stage, last contact, or custom triggers.
Custom Dashboards
See revenue forecasts, conversion rates, and pipeline health in real-time—no spreadsheet exports required.
Unified Timeline
Every email, meeting, proposal, and invoice in one chronological story per client. No more detective work.
AI Helper
Automatically extract contact details, meeting notes, and action items from emails and documents.
Native Integrations
Works with Google Calendar and your existing tools. No data silos.
Feature Breakdown
Pipeline Management: Move Deals Forward, Not Around
Spreadsheets lose context. Email folders don't show momentum. Generic CRMs make you choose between "too simple" or "too complicated."
What Theo does:
Theo's pipeline view gives you complete visibility into every opportunity—organized by customizable stages that match how your firm actually sells. See deal value, days in stage, next actions, and win probability all in one clean interface.
Key capabilities:
- Customizable stages: Define your sales process once (Discovery → Proposal → Negotiation → Closed), then track every deal consistently
- Drag-and-drop progression: Move deals between stages instantly; Theo automatically logs the change
- Value tracking: See total pipeline value, weighted forecast, and average deal size at a glance
- Stalled deal alerts: Automatic flags when deals sit too long in one stage
- Filters & views: Segment by service type, client size, expected close date, or assigned team member
Why it matters:
Know exactly where revenue is coming from, which deals need attention, and whether you'll hit your quarterly target—without hunting through email or rebuilding spreadsheets.
Smart Reminders: Follow-Ups That Actually Happen
You promise to follow up "next week" and genuinely mean it. Then three weeks pass. The deal goes cold. The client feels forgotten.
What Theo does:
Smart Reminders eliminate follow-up failure by automatically tracking every commitment and surfacing action items at exactly the right time. Set rules once, apply forever.
Key capabilities:
- Rule-based automation: "Remind me 3 days after proposal sent" or "Follow up 1 week after discovery call"
- Stage-based triggers: Automatic reminders when deals enter specific pipeline stages
- Silence detection: Alerts when you haven't contacted a high-value client in X days
- Today page integration: All due reminders surface in your daily command center
- Snooze & reschedule: Push reminders forward without losing them
Why it matters:
Protect your professional reputation and close more deals by following up with discipline—not relying on memory or sticky notes.
Teams using Smart Reminders report 40% fewer "cold" deals and 3x faster response times to client requests.
Unified Timeline: Every Client Touchpoint in One Story
Client context lives everywhere: Gmail threads, calendar invites, proposal PDFs, invoice history. Reconstructing "what happened" before a meeting wastes 15 minutes every time.
What Theo does:
The Timeline view aggregates every interaction with a client into one chronological feed: emails, meetings, proposals sent, invoices paid, notes logged, pipeline changes. Click a client, see the complete story.
Key capabilities:
- Automatic logging: Calendar events sync automatically via Google Calendar integration
- Manual entries: Add phone calls, in-person meetings, or internal notes
- Document attachments: Link proposals, contracts, or reference docs directly to timeline events
- Activity filters: View only emails, only meetings, or only deal changes
- Team visibility: See what colleagues have discussed with shared clients
Why it matters:
Prepare for client meetings in 60 seconds instead of 15 minutes. Onboard new team members without 50 forwarded emails. Never ask "wait, did we already send them the contract?"
Custom Dashboards: Your Numbers, Your Way
Generic dashboards show metrics designed for enterprise sales teams. You need to track utilization, client acquisition costs, and service-line profitability—not "calls logged" or "emails sent."
What Theo does:
Build dashboards that track the metrics that actually run your firm. Drag-and-drop widgets. Real-time data. No SQL required.
Key capabilities:
- Pre-built widgets: Pipeline value by stage, conversion rates, average deal size, forecast vs. actuals, revenue by service line
- Custom date ranges: This week, this quarter, last 90 days, or custom periods
- Comparison views: Current quarter vs. last quarter, year-over-year growth
- Team performance: See individual team member pipelines and close rates
- Export & share: Download reports or share dashboard links with partners
Why it matters:
Make data-driven decisions without waiting for month-end reports or hiring a data analyst. Know if you're on track every Monday morning.
Available widgets:
- Active pipeline value (total & by stage)
- Deals closing this month/quarter
- Win rate & average sales cycle
- Revenue by client type or service line
- Follow-up completion rate
- New clients added this period
AI Helper: Extract the Busywork Automatically
Manually copying contact info from email signatures, typing up meeting notes, and updating deal stages after every conversation eats 30+ minutes per day.
What Theo does:
AI Helper reads your emails and documents to automatically extract contact details, identify action items, suggest follow-up dates, and log activity—while keeping you in control of what gets saved.
Key capabilities:
- Contact extraction: Pull names, emails, phone numbers, and company details from signatures
- Meeting summaries: Generate key points and action items from meeting notes or call transcripts
- Follow-up suggestions: Recommend reminder dates based on email content ("Let's reconnect in two weeks")
- Data validation: Every AI suggestion shows its source and includes an edit/approve step
- Privacy-first: Your data stays yours; AI processes securely
Transparency promise:
Every AI output is labeled "Suggested" with a one-line rationale. You always review before saving. No black-box decisions.
Why it matters:
Spend time building relationships, not updating databases. Reduce manual data entry by 70% while maintaining accuracy.
Native Integrations: Works Where You Already Work
Switching between Gmail, Google Calendar, QuickBooks, and your CRM creates data silos and double-entry headaches.
What Theo does:
Theo connects directly to the tools professional services teams already use—syncing data automatically so you never manually copy information between systems.
Available integrations:
- Google Calendar: Auto-log meetings, see upcoming appointments in context
- CSV Import: Bring existing contacts from spreadsheets or old CRMs
Coming Soon:
- Gmail bi-directional sync
- Slack notifications for deal updates
- Zapier for custom workflows
Why it matters:
Eliminate duplicate data entry, reduce sync errors, and keep your tech stack working together instead of fighting each other.
How Theo Compares to Other CRMs
Purpose-built for professional services means features that match your workflow—not features borrowed from enterprise sales teams.
| Feature | Theo CRM | Generic CRMs | Enterprise CRMs |
|---|---|---|---|
| Setup time | < 10 minutes | 30-60 minutes | Days/weeks |
| Pipeline customization | Drag-and-drop stages | Limited templates | Requires admin |
| AI assistance | Built-in, transparent | Add-on ($$$) | Complex setup |
| Timeline view | Unified, automatic | Fragmented | Module-based |
| Pricing transparency | 3 clear tiers | Hidden costs | "Contact sales" |
| Built for small teams | ✓ | Sometimes | ✗ |
| Professional services focus | ✓ | ✗ | ✗ |
All features included at every tier. No hidden modules. No surprise costs.
Learn more: The Professional Services CRM Comparison >
See Theo in Action
Scenario 1: Monday Morning Pipeline Review
Sarah opens Theo at 9am. Her Today page shows:
- 3 overdue follow-ups (flagged in red)
- 2 proposals needing follow-up this week
- 1 deal that's been in "Negotiation" for 18 days
She clicks into her Custom Dashboard and sees:
- $240K in active pipeline
- $85K forecasted to close this month
- 45% win rate over last quarter
Total time: 90 seconds. She knows exactly what needs attention.
Scenario 2: Pre-Meeting Prep
Marcus has a call with a potential client in 10 minutes. He opens their record and scans the Timeline:
- Initial inquiry email (3 weeks ago)
- Discovery call notes (2 weeks ago)
- Proposal sent (1 week ago)
- Email asking about pricing tiers (2 days ago)
He's fully briefed without digging through email. The call starts on time, fully prepared.
Scenario 3: End-of-Quarter Forecasting
The partners need Q2 projections. Instead of pulling data from spreadsheets, they:
- Open the Pipeline Dashboard
- Filter by "Expected Close: Q2 2026"
- See $380K weighted forecast based on stage and historical win rates
- Export the report and email to stakeholders
Total time: 3 minutes.
Security & Reliability You Can Trust
Bank-level encryption
All data encrypted in transit and at rest
Daily backups
Your data is protected and recoverable
GDPR ready
Full data export and deletion controls
99.9% uptime
Reliable infrastructure you can depend on
Who Uses Theo
Professional services teams trust Theo to manage:
- Financial advisory practices
- Consulting firms
- Accounting and bookkeeping services
- Legal practices (solo and small firms)
- Marketing and creative agencies
Start managing relationships, not spreadsheets.
Join professional services teams who've ditched the chaos for clarity.
No credit card required • Setup in under 10 minutes • Cancel anytime
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Salesforce is built for enterprise sales teams with complex hierarchies and hundreds of users. Theo is purpose-built for small professional services firms (1-15 people) who need pipeline control without the enterprise complexity, training requirements, or cost.
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Yes. Theo accepts CSV imports from spreadsheets or exports from other CRMs. You can also sync contacts from Google Calendar automatically.
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No. Most users complete setup in under 10 minutes: connect your calendar, import contacts, define your pipeline stages, and start tracking deals.
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Paste an email or notes and Theo looks for names, companies, budgets, and intent signals to suggest a lead score and automatically create a contact and corresponding deal.
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Yes. Growth and Professional plans support team collaboration with shared pipelines, client visibility, and role-based permissions.
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We build based on customer feedback from professional services teams. Submit requests through the app, and we'll consider them for upcoming releases.
Frequently Asked Questions
Still have questions? Contact our team