Improving Sales Operations
Reducing Manual Work and Bringing Structure to the Sales Team
Context
The client implemented a CRM to better organize their sales process and give sales representatives more control over their deals.
While the CRM improved visibility, it also introduced additional manual tasks. Sales representatives were required to enter the same lead information across multiple systems, including accounting, field documentation, and project management tools. This created extra work, inconsistencies, and reduced focus on selling.
The Challenge
The sales team faced several operational issues:
- Re-entering lead and customer data across multiple platforms
- Maintaining consistency between disconnected systems
- Manually managing follow-ups at different stages of the sales process
- Spending time on administrative tasks instead of sales activities
These challenges increased friction, caused duplicated or missing data, and slowed down the sales process.
The Solution
We designed and implemented an automated system to organize sales operations and reduce manual work across the sales lifecycle.
As new leads are created, the system automatically:
- Creates corresponding customer accounts in the accounting system
- Makes customer information easily accessible from within the CRM
- Creates project records in the field documentation platform
- Triggers follow-up actions as deals progress through different stages
Once a deal is closed, a fully structured project is created in the company's project management system, including all relevant customer and job information.
This approach ensures consistent data, reliable follow-ups, and a smoother transition from sales to project setup.
What Was Improved
- Significantly reduced manual data entry
- Eliminated duplicated and lost customer information
- Improved follow-up consistency across the sales pipeline
- Allowed sales representatives to focus on high-value opportunities
- Created clearer visibility into deal status for managers
- Improved organization across sales, accounting, and operations
Business Impact
Sales representatives now spend less time managing systems and more time building relationships and closing deals. Automated follow-ups keep every opportunity active without constant manual intervention.
Managers benefit from a clear and organized view of where each deal stands, while marketing and customer service gain reliable data to support automated communications.
The result is a more efficient, focused, and organized sales operation.
Systems Involved
Pipedrive
QuickBooks
FollowUp Online
Make
Gmail
Project developed for GM Design - Home Improvement ( www.graniteandmarbledesign.com)
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Well-structured software can remove friction, reduce errors, and help sales teams focus on what they do best.