ZazouTotaal · Marketing agency · CRM & business automation
40 hours saved each week. €3,254 less on tools each month.
For ZazouTotaal, we connected enquiries, communications, quotes and marketing in one central CRM, saving 40 hours a week and €3,254 a month.
Actual screenshot of ZazouTotaal’s CRM. Internal financial amounts and the conversion rate have been permanently redacted; the savings were supplied by the client.
The challenge
Where it got stuck.
ZazouTotaal is a marketing agency offering websites, SEO, online marketing and graphic design. Enquiries, customer conversations, quotes, invoices, appointments and campaigns ran through different tools. Data had to be transferred and follow-up continually required the team’s attention. The brief: connect those separate processes in one CRM tailored to their workflow, which they can extend themselves.
What we built
How we did it solved.
From website form to automated follow-up
New forms on a website we built send each enquiry straight to the CRM. From there, the appropriate follow-up starts without a manual handover.
Quotes, invoices and contacts connected
The external quoting and invoicing tools are connected to the CRM. Contacts from website enquiries, emails and these external systems are saved automatically, without re-entering data.
All conversations in one inbox
Email, internal team email, Instagram, Facebook and TikTok DMs, and WhatsApp come together in one unified inbox. The team has customer conversations in one central place.
A dedicated booking system
Each employee connects their own calendar. Clients book online meetings themselves through a booking system inside the CRM, as an alternative to a separate Calendly subscription.
Pipelines for every service
Every process step for websites, SEO, online marketing and graphic design has been mapped out. Dedicated pipelines show each customer’s project stage and the next action.
Follow-up that no longer gets missed
At each relevant pipeline stage, the appropriate email or WhatsApp follow-up starts. This includes unanswered quotes, outstanding instalments and project information the client still needs to supply.
Schedule social media ahead of time
LinkedIn, Instagram and Facebook are connected to the social planner. Posts are scheduled ahead of time; reach, likes, comments and other statistics are together in the CRM.
The complete CRM as a mobile app
We built a dedicated mobile app on top of the custom CRM. Even the owner now carries the complete CRM in his pocket and handles everything from his phone: inquiries, conversations, pipelines and follow-up.
Build campaigns and see results
The team creates newsletters, email campaigns and email automations themselves. Open rates, reply rates, subscriptions and unsubscribes are visible in the marketing workspace. All automations are centralised and ZazouTotaal can build new workflows themselves.
Proof
The result in focus.
Business insights in one place
Lead sources and opportunities sit together in the dashboard. Internal amounts are redacted.
All automations managed centrally
Workflows are organised by topic and service. The team can add new automations themselves.
From enquiry to email and WhatsApp
One workflow canvas connects form enquiries to the right pipeline, notifications and follow-up for each service.
Campaign results visible immediately
The marketing workspace shows delivered emails, open rates, unsubscribes and trends. This screenshot shows campaign statistics, not time or tool savings.
Build newsletters inside the CRM
ZazouTotaal creates newsletters in the visual editor, within the same workspace as contacts and campaigns.
Meet ZazouTotaal
The supplied Google business profile of ZazouTotaal. The reviews shown are not presented as a result of this CRM project.
Delivered
- Central CRM tailored to the entire business
- Website forms with automated lead processing
- Integrations with quoting and invoicing tools
- Automatic contact storage and unified inbox
- Employee calendars and dedicated online booking system
- Service pipelines with email and WhatsApp follow-up
- Social planner with LinkedIn, Instagram and Facebook statistics
- Newsletters, campaign insights and extensible workflow editor
- Mobile app with the complete custom CRM
Result
According to the client, this setup saves ZazouTotaal 40 hours a week on repetitive work and €3,254 a month on separate tools. The team no longer needs to re-enter contacts, manually chase quotes or repeatedly request missing project information. From the first enquiry to delivery and marketing, the business operates from one central CRM, with room to build new automations themselves.
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