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Need Help With Backend Setup

by AidenWWD
9 replies
Hi All!

I'm looking to get more automated and a bit more organized in general.

Whenever I close an account I send the client a questionnaire for the appropriate service. Once that is filled out I would like a few things to happen.

1). Client details uploaded to a CRM into the appropriate niche category. If Real Estate client, it would go into that category which would have it's own email nurture campaign.

2). Details from Questionnaire updates a project management system and auto assigns a resource onto a pre-made task with milestones. For example if somewhere filled out a questionnaire for a logo package there would be a template for that specific package with the package basics and the questionnaire information.

3). Automatic Email Campaigns per category as mentioned in #1.

4). Not a MUST but I'm throwing around the idea of automatically sending an agreement/contract via email to have signed.

Hope that makes sense. Any suggestions would be highly appreciated!

Thanks
#backend #setup
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  • Profile picture of the author Medon
    How would the whole arrangement benefit your business? Ii mean what is your objective of doing all this? Please explain further so that we brainstorm.
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    • Profile picture of the author savidge4
      Originally Posted by Medon View Post

      How would the whole arrangement benefit your business? Ii mean what is your objective of doing all this? Please explain further so that we brainstorm.
      Optimizing a onboarding process is a no brainer. and to further segment based on niche to allow the creation and delivery of niche specific content is really a solid idea.

      Most people here ( WF ) will only be working in one niche or maybe 2 but the 2 are separated. However those of us that do fulfilment functions deal with MANY niches, and the ability to separate all in one place is a god send.

      Generally speaking with this type of set up you need to get into the big boy stuff such as Infusionsoft. Zoho CAN do it, but there is a tone of set up required. I personaly am a Ifusionsoft fan boy.

      Hope that Helps!
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      • Profile picture of the author AidenWWD
        Interesting, will review it, much appreciated.
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    • Profile picture of the author AidenWWD
      Mostly automation and ease of access but there's a long list of benefits.
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  • Profile picture of the author Steve L
    Originally Posted by AidenWWD View Post

    Hi All!

    I'm looking to get more automated and a bit more organized in general.

    Whenever I close an account I send the client a questionnaire for the appropriate service. Once that is filled out I would like a few things to happen.

    1). Client details uploaded to a CRM into the appropriate niche category. If Real Estate client, it would go into that category which would have it's own email nurture campaign.

    2). Details from Questionnaire updates a project management system and auto assigns a resource onto a pre-made task with milestones. For example if somewhere filled out a questionnaire for a logo package there would be a template for that specific package with the package basics and the questionnaire information.

    3). Automatic Email Campaigns per category as mentioned in #1.

    4). Not a MUST but I'm throwing around the idea of automatically sending an agreement/contract via email to have signed.

    Hope that makes sense. Any suggestions would be highly appreciated!

    Thanks
    I'm a fan of Drip.com for email marketing automation and segmentation. Not sure how you'd get it to automatically trigger the project in project management software. I know Basecamp does have project templates with predefined tasks and milestones but not sure if you can automatically trigger those when the questionnaire form is submitted. Good luck!

    Edit: I'd also consider ConvertKit for email marketing automation.
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    • Profile picture of the author AidenWWD
      Looking for an all-in-one solution if possible.
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  • Profile picture of the author dburk
    Hi AidenWWD,

    I suggest you take a look at ActiveCampaign.com It is a full featured Marketing Automation platform with most of the features you are looking for, has an optional integrated CRM, and can integrate with hundreds of other apps including popular Project Management apps.

    It also has a relatively low cost for getting started and is easy to setup and use.

    HTH,

    Don Burk
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    • Profile picture of the author AidenWWD
      Sweet, will take a look. Thanks!
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  • Profile picture of the author NetMan
    Originally Posted by AidenWWD View Post

    Hi All!

    I'm looking to get more automated and a bit more organized in general.

    Whenever I close an account I send the client a questionnaire for the appropriate service. Once that is filled out I would like a few things to happen.

    1). Client details uploaded to a CRM into the appropriate niche category. If Real Estate client, it would go into that category which would have it's own email nurture campaign.

    2). Details from Questionnaire updates a project management system and auto assigns a resource onto a pre-made task with milestones. For example if somewhere filled out a questionnaire for a logo package there would be a template for that specific package with the package basics and the questionnaire information.

    3). Automatic Email Campaigns per category as mentioned in #1.

    4). Not a MUST but I'm throwing around the idea of automatically sending an agreement/contract via email to have signed.

    Hope that makes sense. Any suggestions would be highly appreciated!

    Thanks
    Hi Aiden,

    You've already nailed it a little, indeed as you mentioned a CRM, a good one with the adequate features will do almost if not all, of what you describe.

    Some have mentioned a few email marketing services, but marketing and processes AUTOMATION goes much beyond that, except for those who've only used email autoresponders' like apps, as their main automation process until now.

    Someone mentioned a BIG and expensive monthly service, that could work well if you want your business to become a hostage of a SaaS vendor and put all your eggs in there.

    Personally, I offer my clients only managed solutions where they can keep entire control of their data and keep it secured from prying eyes, and more importantly not dependant on only one cloud provider or SaaS.

    For what you describe, it could happen that you would need to maybe integrate a thing or two to accomplish it all as you wish. However, there's an Open Source CRM that is extremely powerful that, without knowing too much details yet, would very likely do most of what you describe.

    One that I implement for clients who require more sophisticated business, sales and, marketing automation, is called EspoCRM (google it, it's amazing). It's free and open source, plus the cost of implementing it. Then your only monthly cost will be the hosting on which you run this, but then, depending on how is (or will be) set your infrastructure, that can be hosted with your other web assets as well.

    Hope that helps, do not hesitate to ask if you have questions.

    Best regards,
    Andy
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