Case

CRM SYSTEM WITH TRELLO

Client’s company specializing in the sale and construction of pools in private homes in Austin and Dallas.

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YEAR

2024

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PROJECT DURATION

1 month

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TECHNICAL SUPPORT

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SPECIALISTS INVOLVED

1 person

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YEAR

2024

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PROJECT DURATION

1 month

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TECHNICAL SUPPORT

-

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SPECIALISTS INVOLVED

1 person

Challenges

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    Assisting in selecting and setting up a CRM system as the functionality of the Trello tool the client was using was insufficient for their operations.

Challenges

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    Assisting in selecting and setting up a CRM system as the functionality of the Trello tool the client was using was insufficient for their operations.

Solutions

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    After conducting a business audit, we suggested Pipedrive to the client, but for specific reasons, it wasn't suitable. Therefore, we opted to optimize and expand Trello's capabilities instead.

Project Details

The client already had a Leads funnel in Trello, to which we added new funnels - CRM and Sorted. For each new funnel, we added the necessary stages.

STEP 1. CRM FUNNEL

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STEP 2. Sorted Funnel

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Previously, the client only used titles and descriptions. 

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By utilizing the paid tier, we created a CRM-like system by adding custom fields necessary for the business. We created necessary fields and automation using Make, QuickBooks, DocuSign, and Mailchimp.

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STEP 3. For instance

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    Result Groups field allows stage changes in the funnel;
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    Meeting format field enables choosing the meeting format;
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    Meeting date field allows selecting the date and time, automatically creating an event in Google Calendar for both the manager and the client company with the chosen format.
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Each button was configured for action-automation. Now the client can automatically:

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    Add new contacts to Mailchimp and change tags, altering the email content based on the tag;
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    Send DocuSign templates to clients;
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    Add new contacts to QuickBooks based on stages without additional actions;
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    Filter cities/statuses/certain periods/etc., in Trello.

Additionally, we set up 10 workflow automations in Mailchimp.

One of the Mailchimp scenarios in Make:

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A field was created that, depending on the sent email, triggers specific workflows in Mailchimp. After sending the email, the field with the specific company changes, allowing our client to always see which email was last sent to a particular client of their company.
Moreover, our client divides leads into Hot (sending 2 emails/week) and Cold (sending 1 email/week). Though the emails are identical, the order varies. We configured the workflow so that when the lead status changes from Hot to Cold or vice versa, the system recognizes the last sent emails, avoiding duplication.

Results

Through Trello customization and automation setup with the website, QuickBooks, DocuSign, and Mailchimp, we helped the client to:

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    Reduce lead processing time;
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    Improve employee productivity;
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    Minimize customer loss;
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    Establish efficient marketing management;
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    Organize lead distribution among offices in different cities.
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Julia Andrusiak

Account Director

+38 050 700 75 72

latigid.ogeretla%40kaysurdna.y

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