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Offline Agency / Event Structures
From Teamleader to Pipedrive: a scalable revenue engine
How it started
EBS (offline agency) approached Sales Surge with a familiar question: there was growth, but no scalable structure in sales. They were working with Teamleader, but the system didn't fit their commercial process. Quotes, appointments and follow-up were scattered and difficult to manage. The first contact came after a substantive conversation about how they could get more grip on their commercial process, and whether a migration to Pipedrive could be the solution.
The Challenge
No unified pipeline
No tightly organized pipeline; everyone had their own overview
Scattered lead sources
Web forms, socials and email generated leads, but there was no single source of truth
Ad hoc follow-up
Follow-up of quotes and invoices was ad hoc; reminders depended on discipline rather than system
Limited insights
Management had too little insight into revenue forecast, margin and workload per employee
In short: lots of revenue potential, but a 'leaky' funnel.
What we built
We restructured the entire commercial process with integrated tooling and smart automations.
Custom Pipelines
New Business pipeline with clear stages: from new lead to completed assignment
Nurture pipeline for former customers (6-12 months) and key accounts
Integrated Tooling
Native email integration in Pipedrive
WhatsApp integration via Make/Zapier, with call recording options
Web forms and ads directly to Pipedrive → automatic creation of contacts, organizations and deals
Automations & Follow-up
Deals automatically move through at milestones (e.g. 3D design ready, email opened, WhatsApp conversation held)
Automatic tasks and email reminders for callbacks/quote follow-up
Quote and invoice nurture directly from Pipedrive, including templates and digital payment flows
Dashboards & Reporting
Revenue tracker, margin overview per assignment, workload indication per employee
Analysis of won, open and lost quotes with retargeting actions
Training & Handover
On-site/online training for the team
Short videos and explanation of the technical infrastructure
The Results
Less time on manual work
Follow-up now happens from one system with automatic triggers. The team spends time selling, not administrating.
Shorter lead-to-assignment cycle
Bottlenecks become visible in dashboards. Requests move faster from quote to signed assignment because nothing gets stuck.
Data-driven decisions
Real-time overview of pipeline health, revenue forecast and margin per project. Less dependence on 'who has what in Excel'.
Thanks to the blueprint and automations, we now work more efficiently and have a scalable foundation to continue growing.
What we do now
Further development of automations: new triggers (e.g. based on review scores, advertising campaigns, seasonal assignments)
Dashboard tuning: extra reports on channel ROI, average deal value and retention of recurring customers
Sparring on next steps: expanding to multi-channel acquisition (e.g. LinkedIn automation, Instantly campaigns) once the foundation is stable
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