Security basics for a small-business admin system
Small business CRM security basics in plain English. Individual logins, lockouts, audit logs, tested backups, HTTPS and clean offboarding when staff leave.
All services
From $4,000
CRM &
CRM &
Admin
Papaya Admin is a custom CRM and admin panel for Ontario service businesses, from $4,000. Every lead in one place, quotes and invoices with HST, jobs with their real costs, and a ledger your accountant can read. It runs on your own Cloudflare account, so you own the data and pay no per-seat fees.
Pricing
What it
costs
Your own back office
Papaya Admin
From$4,000
- Customers, enquiries and a workflow board
- Lead → Responded → Retained → Paid → Completed
- Quotes and invoices in CAD with HST
- Jobs with vendor costs and job costing
- A lean double-entry ledger
- Your branding, 2 staff logins, setup and training
Most popular
Admin + Automation
From$6,500
- Everything in Papaya Admin
- Leads captured automatically from your website, Gmail and texts
- Flagged for review, never lost in an inbox
- Custom fields and modules for how you work
- Up to 5 staff logins
- Import of your existing customers and price list
Keep it running
Admin Care
From$149/month
- Hosting on your Cloudflare account
- Nightly backups and an audit log
- Security updates and monitoring
- Small changes and support
Prices shown are starting points. Scope and deliverables will determine final pricing. All prices in CAD, plus HST. We don't discount, we re-scope.
What's included
Everything
you get
Leads & customers
Every enquiry from the website, email and text lands in one list, with its history.
Workflow board
Lead, responded, retained, paid, completed — calculated from what happened, not typed in.
Quotes & invoices
Branded, in CAD with HST, sent from the system. Add a client from inside the quote.
Job costing
Vendor bills and costs attach to the job, so you see what each one actually made.
Books
A lean double-entry ledger your accountant can read, built by people who have done the books.
Security & backups
Login lockout, audit log, nightly backups. Runs on your own Cloudflare account.
Process
How
it runs
-
01
Map
We sit with how work flows today — enquiries, quotes, jobs, invoices — and what keeps slipping.
-
02
Build
Your branded admin on your own Cloudflare account, shaped around that flow.
-
03
Import
Customers, price list and open jobs moved in, so day one isn't an empty screen.
-
04
Train
A walkthrough for you and your staff, then a care plan if you want one.
What you
walk away with
- A live, branded admin on your own domain
- Your customers and open jobs imported
- Staff logins and a training session
- Nightly backups and an audit log
- Full ownership of the data
This is
for you if
- Leads live in a notebook, an inbox and three spreadsheets
- You pay monthly for tools that don't talk to each other
- You can't tell which jobs actually made money
Add-ons
Online bookingInventoryClient portalPayroll export
Questions
Common
questions
How much does a custom CRM cost?
Papaya Admin starts at $4,000 one-time, Admin + Automation at $6,500, and the optional Admin Care plan at $149 a month. Prices are in CAD plus HST; scope and deliverables determine the final price.
How is this different from HubSpot or Jobber?
Those are subscriptions you rent per user. Papaya Admin is built around how your business already works, runs on your own Cloudflare account, and has no per-seat fees.
Who owns the data?
You do. The system and its database run on your own Cloudflare account, and you can export everything at any time.
Does it handle HST?
Yes. Quotes and invoices are in Canadian dollars with HST calculated, and the ledger tracks what you have collected.
Can it capture leads automatically?
Yes, with Admin + Automation. Enquiries from your website form, Gmail and text messages are created as records and flagged for you to review.
Guides
What it really costs to run a custom CRM on Cloudflare
The custom CRM cost to run each month, split into Cloudflare usage, a care plan and staff time, with a worked three-year comparison against per-seat software.
Auto-capturing leads from Gmail and text messages
How to capture leads from email automatically, along with texts and website forms, so every enquiry lands in one list for review instead of getting lost.
Quotes, invoices and HST in one place (a look inside Papaya Admin)
Looking for quote and invoice software that handles HST in Ontario? Here is how Papaya Admin keeps quotes, invoices, HST and job costs together in one place.
From enquiry to paid: a simple sales pipeline for service businesses
A sales pipeline small service business owners can keep up with. Five stages from enquiry to paid, what moves a job forward, and the numbers worth checking.
Owning vs renting your business software
Own vs subscribe business software, explained with a worked cost example. When renting SaaS makes sense, when owning wins, and what to check before switching.
Job costing: are your jobs actually profitable?
Job costing for a small business, explained simply. How to track costs per job, spot the jobs that lose money, and set up a system that does the matching.
Admin panel vs spreadsheet: when it's time to switch
Spreadsheet vs CRM for a small business. Six signs your tracking sheet is costing you leads and money, and what a proper admin panel does that a sheet can't.
Does a small business actually need a CRM?
Do small businesses need a CRM? Not always. How to tell when a spreadsheet stops working, what a CRM should do for a service business, and what it costs.
HubSpot vs Jobber vs a custom CRM: 3-year cost compared
HubSpot vs Jobber cost in Canada, compared with a custom CRM over three years. A worked example covering setup, monthly fees, extra users, add-ons and HST.
Get a
quote
A quick scoping call or email, then one fixed written quote. The price doesn't move. Replies within one business day.
contact@papayacreative.co