CRM Use

CRM automation: from 0 to PRO in 5 minutes

CRM automation: from 0 to PRO in 5 minutes

CRM automation: from 0 to PRO in 5 minutes

2 sep. 2023

2 sep. 2023

Table of Contents

    CRM Automation | Breakcold


    This blogpost is part 3 of our masterclass on sales to help you succeed with Breakcold and beyond:

    Main softwares used in this doc:

    Breakcold CRM, you can also apply these workflows to others CRMs if you don’t like us 😢Pabbly, you can use alternatively Zapier or any other automation software for webhooks

    The goal of this blogpost is to automate your Sales CRM so you can build processes for the different parts of your customer journey.

    PS: if you liked this blogpost SHARE IT and ASK QUESTIONS in our FB group: https://www.facebook.com/groups/298365015683028 - The Social Selling Mafia

    Enjoy!

    --

    Arnaud Belinga | Co-Founder @Breakcold

    Let’s connect on LinkedIn!


    Context: where should you invest back the time saved thanks to Sales CRM automation?

    What is the role of a Sales CRM?

    The main role of a Sales CRM is to help you close deals faster by taking actions on each step of the customer journey while keeping track of your B2B relationships.

    What moves the needle the most to close deals faster?

    • Building better B2B relationships & staying top of mind

    • Building better B2B relationships & staying top of mind, and

    • Building better B2B relationships & staying top of mind

    Conclusion: each minute that your sales CRM saves you should be invested back in nurturing your warm prospects to close deals.

    Doing things that can’t be automated: like engaging with them on socials, taking the extra steps to tailor each email/DM conversations.

    Essentially doing everything that makes you the most likable service provider to win the deal and win it faster than usual.

    That’s why in this article, we’ll not only focus on Sales CRM processes but also on what should be the next steps after each workflow so you can close deals.

    image36.png


    This is the sales pipeline that we’ll be using in this article:

    image12.png


    It’s a basic sales pipeline that can fit most types of industry.

    In this example, we’ll take Bill Gates to see in which sales pipeline stage we are.

    image31.png


    Summary of all the workflows

    image54.png


    I - Sales CRM workflows from interested to discovery booked sales stages (getting the call phase)

    Doing these steps will automatically put lead in the interested sales pipeline stage with a contract value.

    image41.png


    This is a summary of the workflows between interested and discovery call booked 👇

    image16.png


    1°) add leads from cold emailing software at scale replies ( eg. Smartlead/Instantly)

    Cold emailing softwares at scale are great to generate leads, but not closing deals.

    You’d need to push your positive replies to your CRM.

    Step 1: create a webhook & copy the webhook URL

    image49.png


    Step 2: paste the webhook URL in your cold emailing at scale software

    Depending on the software you are using, you can do some settings. In this example we decided to create a trigger when a lead is marked as interested from a specific campaign.

    image40.png


    Step 3: create a 2nd step and pick “create lead” using Breakcold

    image30.png


    Step 4: go to settings>integrations to get your API key to connect it to Pabbly

    image40.png


    Step 5: map all the fields using the information of your webhook

    Leads already existing in the CRM will be automatically merged to avoid duplicates

    image43.png


    By mapping as many fields as possible, you’ll have to do 0 work to have leads automatically going to a specific list in your sales CRM with a specific tag and contract value.

    image52.png


    Watch the full video of the cold email at scale workflow

    video smartlead

    1° bis) add leads coming from a lead form (eg. Tally/typeform/Clickfunnel/FB Ads)

    Similarly to getting leads from cold emailing softwares, you can push leads obtained from lead forms.

    In that case, the first step of your workflow will be not a webhook but a trigger event, typically “new form submission”. You can see how it looks for different providers.

    image14.png


    2°) enrich leads with more data before importing in CRM (optional)

    This step is “optional”.

    Reverse Contact is a cool app that allows you to retrieve the LinkedIn URL profile of someone from any type of email address.

    It’s very useful for personal email address > LinkedIn Profile URL. Here’s an example below when you find it manually on Reverse Contact.

    image37.png


    Here’s an example using Zapier:

    image46.png


    3°) create a note for the source of the lead

    Once you’ve created the “add lead” step in your CRM automation workflow, you can create a 3rd step that indicates where the lead comes from.

    Step 1: create a new action and choose create a note

    image29.png


    Step 2: write your note using variables of your previous steps (in this example variables comes from a Smartlead campaign)

    image27.png


    To find the lead ID, click on Breakcold and take the lead ID (do NOT use the one from webhook)

    image6.png


    This is how the note will look like in real life in the activity history of the lead

    image42.png


    4°) create tasks to track and engage leads prior/after discovery call

    The goal here is to create a 4th step in our CRM workflow to avoid being ghosted like Bill did to us below 👇

    We want Bill to book the call with us, so we need to engage with him beyond simply email, especially if Bill is a high-ticket client and very busy man.

    image28.png


    Step 1: add a 4th action and pick “create reminder”

    image10.png


    Step 2: fill the required fields

    If you don’t put a date and a repeat range, the reminder will become a task (ie. it will not be displayed to be performed on a specific date).

    image39.png


    Step 3: engage with interested leads before/after discovery call

    image15.png


    Engage in the different interested leads you have across each CRM list. You can also select all leads and filter by “interested”.

    image35.gif


    Like & comment the posts + reach out when it makes sense to bond even more

    image33.gif


    At the end of these steps, you should have a Sales CRM automation workflow that looks like this:

    image25.png


    II - Sales CRM workflows from discovery booked to negotiating (nurturing phase)

    This is a summary of all the different steps & workflows executed here:

    image55.png


    5°) update lead when a discovery call is booked

    Bill has now booked a discovery call thanks to your efforts, will he make it?

    We’re lazy so we want the lead to automatically goes from Interested to Discovery Call.

    image19.png


    Step 1: create a new workflow where the 1st step is invitee created from Calendly (or other calendar software you have)

    image51.png


    Map the fields of the invitee of your discovery call link (first name, email, etc)

    Step 2: create a 2nd action where you search for a lead inside Breakcold

    image48.png


    Normally the lead is already existing inside Breakcold, so you’ll need to update it.

    Step 3: input the email and/or the LinkedIn URL of the prospect

    image25.png


    Step 4: create a 3rd action to update the lead and change the

    status to Discovery Call

    image2.png


    At the end of these steps, you should have a Sales CRM automation workflow that looks like this:

    image23.png


    6°) send email to lead when no-show during sales call

    Bill has put us a no-show ❌ - but we’re hungry, we know people can be busy or have a bad memory so we’ll automatically follow up him

    Goal is that when we manually move a lead from discovery call to no show, an automated workflow happens.

    image47.png


    Step 1: create a new workflow and pick webhook

    image22.png


    Step 2: copy paste the webhook URL inside Breakcold (settings>webhook), tick all the boxes and click on the “Add Endpoint” button

    image45.png


    Step 3: create a filter and look for the sales pipeline status

    Choose the Payload Name that is equal to your test data sales pipeline stage and in value, put the name of No Show.

    In english this means: if the sales pipeline status of the lead is No Show, continue the CRM workflow

    image24.png


    Step 4: create an automatic email with gmail (or other)

    Use the variables coming from Calendly but don’t be as aggressive as this fake email below 😂

    image56.png


    At the end of these steps, you should have a Sales CRM automation workflow that looks like this:

    image44.png


    7°) create slack notifications when opportunities are created

    Bill did the first discovery call (1), now he has booked a proper sales call (2) - it’s now a real opportunity.

    image18.png


    Step 1: create a webhook (see page 21)

    Step 2: make a condition using the Filter

    Take the “Payload Status” Label and enter the name of the sales pipeline stage that interests us, here it’s “Sales Call”.

    image7.png


    You can also do the condition using the number value of the sales pipeline stage.

    image13.png


    image38.png


    Step 3: pick slack and select “Send Channel Message”

    image20.png


    Step 4: to connect Slack, choose the Token Type “bot”

    image4.png


    Step 5: design your Slack message

    image57.png


    This is how the message would look like in Slack:

    image9.png


    8°) assign tasks/reminders to yourself or your team when when lead moves in the pipeline (above)

    Every time that the lead goes from Sales Call, Negotiating, you’ll probably have some stuff to prepare: a sales presentation, preparing the offer etc.

    image32.png


    Take advantage of your CRM to see past social media interactions, messages, emails etc to carry on your task/reminder fast

    image5.gif


    At the end of these steps, you should have a Sales CRM automation workflow that looks like this:

    image8.png


    9°) keep engaging with warm prospect to stay top of mind

    image11.png


    You can easily do that by clicking on the prospect in the sales pipeline and engaging.

    image3.gif


    III - Sales CRM workflows post deal won phase (retention word of mouth phase)

    10°) create slack notifications when deals are closed

    Bill is finally a closed customer!See above

    image58.png


    This is the kind of notification you can create:

    image34.png


    11°) create reminders to ask for video testimonials and/or referrals

    Automatically create a reminder for a month or 3 from the closing date.

    See above on how to create reminders.

    At the end of these steps, you should have a Sales CRM automation workflow that looks like this:

    image26.png


    Over de auteur

    Arnaud Belinga

    Breakcold Youtube Channel

    Sluit deals x2 sneller met

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