How Adaptavist helped Froghop implement monday.com to improve client management and productivity
Discover how Adaptavist transformed Froghop's client pipeline using monday.com, halving its administrative burden and streamlining its day-to-day operations—freeing the team to focus on innovation and growth.
About the customer
Froghop is a food and drink product development consultancy business that helps individuals and companies of all sizes take their food and drink products from idea to launch and beyond, supporting them on every step of the process. The team at Froghop is a team of expert product developers with extensive experience in food science, nutrition, and marketing. Clients include start-ups, SMEs, and multinational food/drink businesses.
Industry: Food and beverage product development
Tools: monday.com (including integration with HubSpot and Xero)
Number of employees: 10
Requirements at a glance
Froghop needed a client pipeline solution that allows them to:
Organise, track, and prioritise inbound leads
Automate repetitive tasks like email follow-ups and quote/invoice generation
Maintain client contact through automated status checks
Remove administrative work to free up time to grow the business in new directions
Keep all project documents in one place, such as project briefs, quotations, and client feedback
Integrate with HubSpot and Xero to manage all aspects of the client journey
Overview
Strong, efficient client management is critical in building any successful consultancy business. There is, however, a catch-22 dilemma: many try to attract as much attention as possible but struggle to keep up with the influx of inquiries. Without the right resources and tools in place to manage opportunities, they can easily slip through the cracks or get snatched up by competitors.
Froghop, a small and ambitious product development business within the food industry, faced this exact challenge. As a result, it decided to partner with Adaptavist to transform its client pipeline and lead-tracking process using monday.com. The outcome? With a host of smart automations in place, Froghop has reduced follow-up time by half, giving the team more time to nurture client relationships and develop new products.
The challenge
As an ambitious and growing company, Froghop was dealing with a surge in client inquiries coming through its pipeline, primarily from food and beverage companies seeking its help to bring new products to market.
"We were inundated with inquiries every day, which, of course, was a good problem to have. However, relying on Google Sheets to manage it all was not ideal. We knew that following up on leads quickly was crucial to building trust and ultimately winning the business, but in reality, that meant an endless stream of emails, status checks, follow-ups and quotes. Trying to keep on top of it all was close to impossible,” explains Nell Head, Head of Development at Froghop.
Nell and the team realised they needed a smoother and more automated process to:
- Respond faster to inquiries
- Keep track of every opportunity
- Seamlessly transition new clients to the project delivery team
In addition to keeping on top of inbound inquiries, they also needed a more efficient and professional process for transitioning inbound inquiries into live projects.
"Our goal was to find a solution that would allow us to assess capacity, track progress, and record all the steps we've taken, so when an inquiry becomes a real project, all the information is readily available," explains Nell.
Our goal was to find a solution that would allow us to assess capacity, track progress, and record all the steps we've taken, so when an inquiry becomes a real project, all the information is readily available.
Nell Head
Head of Development at Froghop
The solution
Froghop joined forces with Adaptavist to transform its sales pipeline using monday.com, seamlessly integrating it with its existing HubSpot client database and Xero account for invoicing and quotations.
As a result, Froghop is now able to manage all client opportunities and projects smoothly and efficiently from inquiry to completion, a change Nell describes as "life-changing for the entire team."
Froghop's new monday.com board, developed in partnership with Adaptavist, allows the team to automate client emails, reminders and alerts, enabling the team to follow up and keep track of each opportunity from a single location.
Froghop's new monday.com board, developed in partnership with Adaptavist, allows the team to automate client emails, reminders and alerts, enabling the team to follow up and keep track of each opportunity from a single location.
We have set up close to 70 automations on Froghop's monday.com board, which may seem huge for a small company, but Froghop's sales process is quite detailed and sophisticated, and there are critical touchpoints at each pipeline stage. With its new monday.com board, those activities are now much more streamlined or even fully automated.
Real-time tracking between monday.com, HubSpot, and Xero
Not only are Froghop's sales tasks more automated, but important contact and deal information now moves seamlessly among its tech stack–monday.com, Hubspot, and Xero. For example, when an opportunity becomes a live project, relevant information for invoice processing is sent to Xero. A new contact is created in Xero, and an invoice is generated for the client detailing all agreed services. As soon as payment is received, Xero sends that payment information back to monday.com, triggering the automatic creation of a new project on the Froghop team's tracking board. The project execution team is notified via automation, letting them know they can get started: no more missed emails or chasing down colleagues in the hallway.
Results at a glance
By building a new client pipeline and lead tracking system with monday.com, Adaptavist has helped Froghop automate a lot of the tedious administrative tasks holding them back.
50% reduction in administrative workload
An all-in-one solution for managing the company's client pipeline
Consistent automated steps that enable rapid response to inbound inquiries
A streamlined process for lead management and follow-up
Smoother handover and improved communication from inquiry to project
Greater focus on innovation and bringing new products to market
It really has transformed how we work. It wouldn't be possible for us to operate as efficiently as we do now without monday.com in our business.
Nell Head
Head of Development at Froghop
Now with a more efficient process in place, Froghop has been able to hire a new business development manager to help grow the company. As Nell explains, "As we have so many inquiries coming through, we've hired a new business development manager to manage our new client pipeline. With a standard approach in place and better communication, they'll be able to get up to speed much faster."
Focusing efforts where they are most needed
Froghop's new solution allows the team to focus on other important business aspects with the confidence that inquiries are being handled efficiently and professionally.
"Now, with extra time available, we can turn our focus to other tasks such as updating our website and expanding outreach efforts to major food companies and industry players to increase awareness of our business," Nell says.
"Now, with extra time available, we can turn our focus to other tasks such as updating our website and expanding outreach efforts to major food companies and industry players to increase awareness of our business," Nell says.
Nell and the team have been extremely impressed with the support they received from Adaptavist throughout the project, with Nell commenting that the team "made incredible changes within the business in a remarkably short time."
Another highlight for Nell was working with Meghan Kutz from Adaptavist, "Meghan is amazing. She has been an absolute star on this project. Not only is she a pleasure to work with, but she totally understands what we're trying to accomplish and is always there to support us when we need it."
The future
Froghop plans to continue working with Adaptavist to further enhance and expand its new client pipeline. With the help of the activity log on monday.com, the Adaptavist team has been able to understand how Nell's team is using the solution so that they can suggest further tweaks and improvements.
As Nell sums up: "It's been amazing working with Adaptavist to create something so valuable for our organisation that we have been able to put into practice so quickly. As we scale up, we would like to explore implementing critical paths for our projects and more reporting and analytics capabilities to help us prioritise our projects. With a solid foundation now in place–anything is possible."
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