Client Success Story

Marketing Agency Anticipates 20-30% Time Savings with Accelo

20%
reduction in administrative work
2080
hours saved annually

As the inbound marketing agency’s business started to grow, they needed a platform to replace all their disparate systems and easily manage a retainer-based business model.

Background

Chile-based growth agency IDS Agency specialized in inbound marketing and growth-driven design. As the agency began to scale, they started to feel the painful effects of growth. If they wanted to keep up with their rapid expansion, they had to get a clearer view of their operations; to recover important data that was buried in multiple tools.

Five different tools were used for the day to day business, including one for email, Basecamp for projects, Trello, HubSpot and a third-party time tracking tool. Co-Founder Ranya Barakat and her team were wasting several hours structuring recurring work for ongoing clients.

Challenges

With so many separate systems, it was hard to manage the IDS Agency’s business. Data was incomplete and visibility was blocked. Ranya was unable to answer important business questions like “are we over-delivering or under-delivering?” “Is the staff working at full capacity, and are funds being properly utilized?” She needed a platform that could give her the right data to answer these questions with confidence.

Solution

Ranya found success with Accelo's client work management platform and was able to replace her disconnected tech stack with one smart platform that connected her team, clients and data. Accelo enabled the team to set up and manage workflows. From retainers to tickets to projects, everything came together in one place to support the company’s growth and enabled them to scale with ease.

Because the agency only operated on retainers, having a platform that supported this was a monumental benefit. With built-in timers and retainer management, IDS acquired an accurate gauge on how many hours are spent doing client work. "This has stopped us from over-delivering on projects where clients are given double of what they actually asked for - so we're no longer operating at a loss," said Ranya. Her frustration with tracking time while doing retainer work was completely eliminated because it all began being handled through seamless automation.

The insights and visibility gained was huge as well. Ranya could see in real-time the status of any particular conversation or issue associated with a retainer through the activity stream – a feature that ensures no email or request ever goes unnoticed.

“I live on Accelo's Activity Stream,” said Ranya. "Prior to Accelo, we had absolutely no visibility into what we were delivering for clients and at what cost. Now, I see everything, including all emails, and can catch a problem before it actually happens.” 

Ranya added “We also integrated Accelo with Slack - which is super helpful - so that I get automatically notified on what’s being done, what clients are requesting, and where my team is spending their time – or not spending it."

Results

Without Accelo there’s no way we would’ve made it through this year, that’s a fact.
Ranya Barakat, Co-Founder

While reducing busywork was a key performance indicator for IDS Agency, the time saved with Accelo and the client portal was what had the team most impressed. "We're hoping to save 20-30% of our team's time because they won't need to move links, content, or questions from Accelo onto Trello, which they have to do now,” said Rayna.

Accelo enabled the team to know ahead of time how many blogs, ebooks, campaigns and more they had each month through automations that created and assigned the tasks - this saved a full day of work! 

“We started to realize that the clients who we thought would be the most time-consuming or have the most activities are actually not as demanding as some of the other ones. This data has made us really aware of the operations of the agency,” Rayna added, allowing work to be better prioritized and delivered on time.

IDS Agency now operates as CRMToolbox.

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