Automating Sales & Operations for a B2B Data Protection Company

The Problem: A Disorganized Sales Process Leading to Missed Revenue

A B2B data protection and mobile shredding company was struggling with an outdated and inefficient sales process. Their entire system relied on a Virtual Assistant (VA) manually taking calls and relaying potential customer inquiries to the owner. The process looked like this:

1. The VA would take a call from a potential customer and send the details to the owner.
2. The owner would manually prepare a quote and send it to the prospect.
3. The company had no structured follow-up process, leading to lost deals.
4. If a quote was accepted, the owner had to manually schedule a shredding job.
5. Miscommunication between the VA and the owner caused unnecessary back-and-forth, making the process frustrating and time-consuming.
6. There was no CRM to track leads, customers, or ongoing jobs.

This lack of automation and organization caused the owner to spend far too much time managing leads instead of growing the business.

The Solution: A Fully Automated Sales & Operations Workflow

We transformed the company's workflow by automating and structuring their sales and operations processes.

Here’s how we did it:

1. Streamlined Lead Capture with an Online Form
   • Instead of relying on the VA for manual intake, we built a custom form embedded on the company’s website.
   • The form collected all necessary details for a quote. The owner could now direct prospects to the form or send them the link, eliminating unnecessary phone calls.
2. CRM & Sales Pipeline Implementation
   • We implemented a CRM with a structured sales pipeline, ensuring no lead fell through the cracks.
   • The pipeline tracked every stage of the customer journey, from initial inquiry to job completion.
3. Automated Quoting & Follow-Ups
   • We created pre-built invoice and estimate templates, drastically reducing the time spent on pricing.
   • The system automatically sent quotes and follow-up emails at key intervals, ensuring a higher conversion rate.
4. Automated Job Scheduling & Operations Notifications
   • When a customer accepted a quote, the system automatically notified the operations team and scheduled the job in the company’s calendar.
   • This eliminated manual coordination and miscommunication between the owner, VA, and operations team.
5. Lead & Customer Database for Future Marketing
   • The CRM stored all customer interactions, giving the owner a clear view of past and potential clients.
   • This database allowed her to launch a newsletter to educate customers on data privacy regulations and promote future services.