Finfire, a dynamic business finance consulting firm, faced critical bottlenecks due to manual processes and a single-person dependency. By partnering with UpSys, Finfire transitioned from scattered spreadsheets and manual notifications to a fully automated, centralized ClickUp CRM and workflow system. In just eight weeks, Finfire gained real-time visibility, eliminated operational delays, and empowered their team to focus on growth and client success.
From Excel to ClickUp: Finfire Cuts Lead Response Time by 40% and Gains Full Project Visibility
Finfire
10/08/20252 min read
Executive Summary
The Challenge
- Lead tracking and project management were handled in static Excel files, resulting in outdated or duplicated information.
- Limited access and collaboration for the sales and operations teams.
- No automation or reminders for follow-ups, causing 5-7 day delays in client communications.
- Difficulty generating reports or tracking sales performance, with leadership spending hours daily on status updates.
- High risk of data loss or errors due to manual updates.
- A single team member managed all notifications and handoffs—if she was unavailable, the entire operation stalled.
Before: Scattered tools
Before: Manual Excel tracking
The Solution
- Comprehensive Migration: All lead and project data was migrated from Excel into ClickUp, creating a single source of truth.
- Custom CRM Structure: Built a centralized list for client tracking, structured with multiple sales and project stages (e.g., New Lead, Contacted, Proposal Sent, Negotiation, Won/Lost).
- Automated Workflows: Developed template checklists for each stage, ensuring standardized processes and best practices.
- Smart Automations: Set up triggers to move leads and projects between stages, send reminders and notifications, and assign tasks automatically to the right team member.
- Real-Time Dashboards: Custom views for executives, operations, team members, and clients, providing instant visibility and one-click reporting.
The Results
- Reduced lead response time by 40% through automated reminders and clear ownership.
- Increased sales pipeline and project visibility, with management able to generate real-time reports in seconds.
- Improved data accuracy, eliminating duplicate or outdated entries by 100%.
- Boosted team collaboration, with all sales reps and project teams actively updating and tracking work in ClickUp.
- Achieved a 25% increase in closed deals within the first three months after implementation.
- Saved an estimated 10 hours per week previously spent on manual updates and reporting.
- Eliminated the single-person bottleneck—now, operations continue smoothly regardless of individual availability.
- Enhanced client and partner satisfaction with proactive updates and transparent progress tracking.
What Finfire Has to Say
Ready for Similar Results?
Let's discuss how we can help your business achieve success.
Book a free consultation to explore how our proven strategies can transform your operations.
1 spots left this month