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Vividbooks is an innovative Czech startup in the education sector, known for its modern approach to education using an interactive online textbook and augmented reality that promote student curiosity and engagement. Vividbooks turned to us to help them optimize, digitize and automate business processes and prepare them to enter new markets. They needed to implement modern digital solutions to effectively manage business activities and thus unlock the opportunity to grow rapidly in the international market.
How to grow quickly, but at the same time maintain order in the company?
After completing the development of their main product, Vividbooks decided to expand to several markets within a year. But how to do it in such a way that it is effective and they are ready for rapid growth? When Vividbooks approached us, it was one of the founders to sell licenses and it was clear that it would be necessary to recruit new marketers to the team and prepare for them an environment in which they would be easy to work in and at the same time management would have an overview of their activities.
But where to start if you've never built a business team before or don't have the right processes and tools? Not only is it necessary to recruit suitable team members, but it is also important to have the right tools for them that will allow effective team management and, ideally, automation, which will simplify the work of the sales team and increase their productivity several times.
And if you want to sell more, that also means issuing more invoices and managing more projects. Therefore, it was necessary to prepare the company in such a state so that the invoicing was absolutely reliable and efficient and that it was easy to see at a glance product indicators such as the number of purchased licenses, their beginnings and ends, as well as financial indicators about the company's cashflow or the profitability of individual projects. But how to have this information in one place when it is entered into several different applications?
Automations that make a quick buck
We started the entire project by thoroughly analyzing and setting up business processes to ensure their maximum efficiency and readiness for digitization and automation. We have tailored the Pipedrive CRM system precisely to the customer's processes, including training the team to reach its full potential. We then linked Pipedrive with their website and email tool Mailchimp to fully automate their mailing campaigns, improve communication with customers and unify data between tools.
Further, we have continued by introducing an automated process for generating invoices and processing payments, including an automated process of maintaining customer satisfaction (retention) and selling additional licenses (upsell), as well as automatic distribution of requests between merchants, so that no merchant is forgotten and everyone receives exactly those requests that concern him. We've improved our customer communications by connecting Pipedrive with apps for better user satisfaction with Intercom and Custify.
In order for Vividbooks to have all the data and statistics on potential and active customers, we created a data warehouse in which all data from individual applications are combined and then updated everywhere. Based on this data, we have set up reports for better decision-making based on data in which they have an overview of all the KPIs of the team in one report, which they always have at hand directly on their mobile phone.
During the entire development, we set up more than 100 automation scenarios using Make, greatly streamlining and simplifying internal processes, but most importantly allowing rapid growth with a minimum number of new employees.
11 times more customers in 14 months
As a result of process optimization and their digitization and automation, the number of customers increased from 30 to 360 and increased customer retention to 80%. And that in just 14 months. Automation and interconnection of systems have reduced administrative and operational costs and increased team reliability and efficiency. They achieved faster and more efficient business processes, unifying data in one place, and enabling businesses to make data-driven decisions. And not only that, Vividbooks also laid a solid foundation for their future growth and expansion.
“I like new ideas and there is no shortage of them at Ninjabot, they themselves come up with suggestions for further improvements, streamlining, and thanks to this I have more time for my work, running the company. Marketers are excited because the app saves them a lot of work. We were able to automate 16 out of 21 sales activities, and 90% of the business activity happens in Pipedrive. I recommend Ninjabot on every corner.”
Daniel Ondrasek, Co-Founder & CEO @ Vividbooks
Ride the wave of digitalization and automation
Thanks to our digitalization and automation method, we help you set up business processes so that they are ready for the rocket growth of your business. We continue to work successfully with Vividbooks to improve their processes with new technologies and automation.
Do you want to take full advantage of digitization and automation, just like Vividbooks?
Book a free consultation with our experts today to find out how you can harness the power of digital tools to improve efficiency and grow your business.
