Looking for ways to nurture the leads that are coming into your business without all the manual work of remembering to follow up with them and track their status in your sales pipeline?
I’ve got the perfect solution that will streamline and automate your sales process without paying for any expensive sales sequence software.
I’m going to show you a real-life example of how I helped one of my clients automate her sales sequence using a combination of Wealthbox CRM workflows and Zapier, completely eliminating the mental burden of manually tracking her sales tasks while ensuring no leads slip through the cracks of her pipeline.
Lead Management Struggles
First, let me just give you some context around my client’s situation and why she needed an automated sales sequence.
My client is a financial planner who had signed up for a lead generation service to help grow her business. While this was great for bringing in new prospects, it also creates the challenge of having to manually manage all of these leads and follow up with them in a timely manner.
She needed a way to track and manage the series of calls and emails she needed to make in order to nurture these leads through her sales pipeline. Ideally, she wanted this sequence visible in her CRM, Wealthbox, because she was already using Wealthbox workflows for her other client tasks, and she wanted to be able to track each lead's progress and status there.
She also wanted to automate the sending of the emails, so that she only had to worry about making the calls manually. But automating the emails required us to design the automation in such a way that my client could easily make changes to it down the road.
Previously, my client had used an email sequencing tool called Harbor Plan, which offered the functionality she needed but she preferred not to have to pay a monthly subscription fee. She was looking for a more cost-effective solution for her lead nurture system.
But most importantly, my client’s primary goal was to save time and reduce the mental burden of manually tracking follow-ups. As a busy financial planner, she knew she couldn’t remember every touchpoint of her sales sequence without a system to track and manage it. And she couldn’t afford to let the leads she paid for go cold.
My client knew that if she could streamline this process and automate the email follow-ups, she could focus more on growing her business and providing exceptional financial planning services to her clients.
Strategy of the Automated Sales Sequence
To address all of my client's needs, we implemented a two-part strategy using Wealthbox CRM and Zapier.
First, we created a workflow in Wealthbox to serve as the foundation for her sales sequence. This workflow provides my client the visibility and adaptability she needs. Each step in the sequence, from the initial lead capture to the final follow-up email, is mapped out as a step in the Wealthbox workflow.
The beauty of using a Wealthbox workflow is that my client can easily change the email content within steps, modify the templates by adding or deleting steps, or even rearrange the order of the steps. Whatever changes she makes to the sequence, the automation will adapt seamlessly. This flexibility ensures that she can continuously optimize her sales sequence based on performance data or changing business needs.
The second part of our strategy involved using Zapier to automate the email steps and track whether leads have scheduled an Intro call. We needed to ensure that the sequence immediately stops as soon as the lead schedules this call, because that's the ultimate goal of the sales sequence.
We decided to use Zapier to automate the emails separately from her CRM for two key reasons:
Wealthbox doesn't have the capability to automate the sending of emails natively . While some CRMs do offer this, in this case, we had to work with the limitations of the CRM she was already using.
Since we wanted the sequence itself to live in Wealthbox for visibility, we needed a way to send those emails externally, but at the same timings as the Wealthbox workflow sequence. Zapier was the best way to accomplish this because we could trigger Zapier to send the email when the previous step in the Wealthbox workflow was completed. Then Zapier can delay a number of days before sending the email, allowing us to mimic the timing of the workflow sequence.
By separating the email automation from the workflow management, we could leverage the strengths of each tool. Wealthbox provides the ideal platform for my client to visually map out and adapt her sales sequence, while Zapier can handle the heavy lifting of actually sending the emails and tracking lead actions.
Workflow Diagram and Wealthbox-Zapier Automation
Here's how it works: When a new lead gets added to the Wealthbox workflow, Zapier automatically sends out the first email in the sequence. As the lead progressed through the stages, Zapier continues to send the corresponding nurture emails, without any manual intervention required from my client.
Zapier monitors the Wealthbox workflow, watching for stage changes that indicated when an email needed to be sent. As soon as a lead progresses to the next stage in the sequence, Zapier automatically triggers the corresponding nurture email.
But perhaps the most powerful aspect of this integration was how it handles the intro call. Once a lead schedules a call with my client, Zapier automatically detects this and completes the Wealthbox workflow for her, effectively ending the email sequence for that particular lead.
Make sure to watch the full YouTube video of the case study above for an in-depth demo of the workflow diagram and automation!
Conclusion
This automation eliminates the need for my client to manually track and manage the follow-up process. She no longer has to worry about accidentally calling or emailing a lead who had already scheduled with her, which not only saved her valuable time but also ensures a smooth and professional client experience.
What did you think of this example of an automated sales sequence using nothing but CRM workflows and Zapier?
Does it make you want to streamline your own sales processes? If so, feel free to book a free consultation call with me to discuss your needs and strategize automations for smoother sales operations!
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