How I Use 17Hats to Automate My Balloon Business

Today I’m talking about one of the most impactful moves I’ve made in my business: adopting a CRM. That stands for Customer Relationship Management system, and the one I use is called 17Hats. If you’re not already using a CRM, this might be the nudge you need. Because yes—it’s an investment—but it’s one that has seriously transformed the way I run my business. BUT I fully understand that this is a daunting task- starting any new system in your business is a lot of work, let alone an all encompassing tech sollution. So I'm going to break down as many details as possible. PS I have a referral code here that gets you a little discount! 

What a CRM Is (and Isn’t)

A CRM is basically an organizational system for your whole business. For me, it manages:

• Client contacts

• Inquiries

• Invoices

• Workflows

• Event tracking

• Email communication

• Review requests

• And yes, even my sanity

This isn’t just a cute little tech tool you sign up for and forget about. It takes time to set up. But if you’re willing to do that, it becomes your silent assistant working behind the scenes 24/7.

Why I Chose 17Hats

1. Everything Starts with My Contact Form

I don’t take inquiries through Instagram DMs or Facebook messages. Nope. Everyone who wants balloons has to fill out the inquiry form on my website.

And that form is directly integrated with 17Hats.

Once it’s filled out, it automatically creates a client “folder” inside my CRM. It logs all their info—event date, photos, location, order details—without me lifting a finger. I can view all my upcoming events in chronological order and click into each individual folder to see everything related to that job.

It’s like the digital version of a file cabinet, only smarter and prettier.

2. It Keeps Me From Dropping the Ball

Let’s say I have a delivery for Mary tomorrow morning. I open the 17Hats app on my phone, click into Mary’s folder, and boom—I see the inquiry form, invoice, payment status, order notes, and delivery details. All in one place.

No more digging through emails or scrolling through text threads trying to remember what I promised.

3. Desktop AND Mobile

This is huge. I need tools that work wherever I am. 17Hats has both a desktop platform and an app, so I can access everything whether I’m in my studio or on the go. I don’t usually process payments or invoices on my phone, but I love having quick access to my schedule and notes.

2025 Update: I've been using for 17hats for 9 years now and I can fully recommend this CRM because it has grown with my business. They continue to develop and grow and I still haven't outgrown the platform even though my business is now full time, supporting. my entire family, and has employees.

The Magic of Workflows

Once someone submits the inquiry form, 17Hats sets off a to-do list of next steps for me. This includes:

• Following up

• Sending a quote or invoice

• Adding the event to my calendar

• Confirming event details

• Requesting a review afterward

Every step is trackable. You can even set it up so 17Hats automatically sends emails for you. I personally prefer a hybrid approach—I like to be in control of sending confirmation emails to make sure I’m actually available. But having pre-written templates for all my follow-ups means I’m just clicking “send.” No writing from scratch.

Bonus: Review Requests

One of my favorite features is the post-event follow-up email. I have a simple survey that goes out, and if the client says they had a great experience, I follow up with my Google Review link. That way I don’t accidentally ask unhappy customers to publicly rate their not-so-great experience. 🙃

How It Keeps Me Small (On Purpose)

Here’s the deal: I don’t want to build a massive team just to manage invoices, emails, and calendar chaos. This CRM lets me keep things lean and simple. I’m doing around $75,000 in sales and haven’t missed a single event or order, and I credit a huge chunk of that to 17Hats keeping me organized.

2025 Update: I'm now over 200K in sales annually and 17hats still holds up.

Even on the days I feel like dragging my feet or ghosting my inbox, logging into 17Hats helps me get focused. Because everything is laid out for me. The emails are prewritten, the names and dates are auto-filled—it’s almost like cheating, in the best way possible.

So, Should You Get It?

Here’s my advice:

• Don’t sign up for the free trial and expect to “test it out.”

• Do commit for at least a year (ideally with this promo code that saves you 50%).

• Do carve out time to set it up.

• Do make it a priority. It will change your life.

If you want to stay small, stay sane, and stay on top of your business—it’s time to get serious about automation.

Final Thoughts

If you're ready to get your business systems dialed in and save yourself from burnout make 17Hats a priority. And if you’re feeling overwhelmed—remember, I was too. This tool helped me get my act together and build a business that supports my life (not the other way around).