Automation
Sales cycle automation: from seven systems to one
End-to-end automation from quotation to client onboarding, with client data entered only once.
Tools
- Bitrix24
- CRM automations
- API integrations
Illustrated with fictitious data. Real project. Screenshots and examples use fictitious data: no client data or business figures are shown.
Situation
At an accounting and advisory firm with four offices and more than 500 clients, onboarding a new client meant entering the same data into seven different systems. Every manual copy was a chance to make a mistake, and the inconsistencies between systems only surfaced later, in billing or in case management.
Solution
I designed and put into production an automated CRM process that chains quotation, sending and onboarding. The client details and agreed services are captured once; when the signed quotation comes back, the process sets the client up in the CRM, the accounting, payroll and billing ERPs, the document manager, Mailchimp and the control spreadsheet, without anyone having to retype anything.
Result
Data entry went from seven systems down to one. Onboarding time dropped dramatically and the inconsistencies between systems disappeared.
How it works
Client data
Captured once, at the start of the process.
Quotation
With the agreed services and fees.
Sent to the client
Signed quotation
The signed return triggers every set-up.
Automatic set-up in seven systems
CRM, accounting, payroll and billing ERPs, document manager, Mailchimp and control spreadsheet.
Active client
One point of data entry instead of seven.
Demo
Recreates the real workflow with fictitious data, entities and amounts: data entered once and automatic set-up in all seven systems.
Fill in the data once, send the quotation and, when it comes back signed, watch it reach all seven systems on its own.
Fictitious data and amounts- Data and quotation
- Sending
- Signature
- Automatic set-up
Quotation
Fictitious amountConservas Ejemplo, S.L.
administracion@conservas-ejemplo.example · +34 600 000 000
- Accounting and tax€150
- Payroll · 4 payslips€48
Monthly fee€198 / month
Set-up in each system
With the signed quotation, the process sets the client up without retyping anything:
CRM
PendingAccounting ERP
PendingPayroll ERP
PendingBilling ERP
PendingDocument manager
PendingMailchimp
PendingControl spreadsheet
Pending
A recreation of the process with fictitious companies, people, contacts, entities, consultants and amounts. The control spreadsheet was the tracking Excel used before the management dashboard was built.