How Croing got full visibility into a pipeline they could no longer see
Croing is a multicultural creative agency working with brands like Adidas, Sony, and L'Occitane, with an acquisition process running entirely on memory. Here's what a process audit uncovered, and what changed.
Their pipeline had no structure. Just habits
Croing's team was managing 40-70 new leads per month with no automated system in place. Every step depended on one person paying attention:
Leads arrived via WhatsApp, manually noticed, manually logged
Follow-up schedules lived in the marketing manager's head
Leads without an email address entered the CRM with no way to follow up
If the marketing manager was out, the queue stopped
No dashboard. No metrics. No visibility into the pipeline
Their pipeline had no structure. Just habits
Croing's team was managing 40-70 new leads per month with no automated system in place. Every step depended on one person paying attention:
Leads arrived via WhatsApp, manually noticed, manually logged
Follow-up schedules lived in the marketing manager's head
Leads without an email address entered the CRM with no way to follow up
If the marketing manager was out, the queue stopped
No dashboard. No metrics. No visibility into the pipeline
Their pipeline had no structure. Just habits
Croing's team was managing 40-70 new leads per month with no automated system in place. Every step depended on one person paying attention:
Leads arrived via WhatsApp, manually noticed, manually logged
Follow-up schedules lived in the marketing manager's head
Leads without an email address entered the CRM with no way to follow up
If the marketing manager was out, the queue stopped
No dashboard. No metrics. No visibility into the pipeline
Before automating anything, we mapped everything.
RUF Systems audited every step of Croing's acquisition flow, from the first WhatsApp message to a signed contract.
The principle: you don't automate a broken process.
You fix the process first.
Mapped 10 steps across the full acquisition flow
Identified every manual handoff and failure point
Scored each step for automation potential vs. complexity
Delivered a prioritized roadma, quick wins first
Before automating anything, we mapped everything.
RUF Systems audited every step of Croing's acquisition flow, from the first WhatsApp message to a signed contract.
The principle: you don't automate a broken process.
You fix the process first.
Mapped 10 steps across the full acquisition flow
Identified every manual handoff and failure point
Scored each step for automation potential vs. complexity
Delivered a prioritized roadma, quick wins first
Before automating anything, we mapped everything.
RUF Systems audited every step of Croing's acquisition flow, from the first WhatsApp message to a signed contract.
The principle: you don't automate a broken process.
You fix the process first.
Mapped 10 steps across the full acquisition flow
Identified every manual handoff and failure point
Scored each step for automation potential vs. complexity
Delivered a prioritized roadma, quick wins first
The audit found 6 failure points. 3 were critical.
The team expected inefficiencies. What the audit revealed was deeper, the process had no intentional design. It was a set of habits held together by one person's attention.
No automatic record created when a lead arrived
Follow-up timing calculated from memory, not a system
No validation to ensure leads had contact details
Zero conversion data, no way to measure what was working
Full dependency on one person with no documented backup
The audit found 6 failure points. 3 were critical.
The team expected inefficiencies. What the audit revealed was deeper, the process had no intentional design. It was a set of habits held together by one person's attention.
No automatic record created when a lead arrived
Follow-up timing calculated from memory, not a system
No validation to ensure leads had contact details
Zero conversion data, no way to measure what was working
Full dependency on one person with no documented backup
The audit found 6 failure points. 3 were critical.
The team expected inefficiencies. What the audit revealed was deeper, the process had no intentional design. It was a set of habits held together by one person's attention.
No automatic record created when a lead arrived
Follow-up timing calculated from memory, not a system
No validation to ensure leads had contact details
Zero conversion data, no way to measure what was working
Full dependency on one person with no documented backup
9 automation opportunities. A pipeline they can finally see.
The audit delivered a full diagnostic report and a phased automation roadmap. The recommended stack — Tally.so, Notion, Make, Calendly, costs under €30/month at full deployment.
9 automation opportunities identified across the full flow
4 follow-up phases redesigned for trigger-based delivery
20+ hours/week recoverable from manual operations
Implementation can start today, at zero cost
9 automation opportunities. A pipeline they can finally see.
The audit delivered a full diagnostic report and a phased automation roadmap. The recommended stack — Tally.so, Notion, Make, Calendly, costs under €30/month at full deployment.
9 automation opportunities identified across the full flow
4 follow-up phases redesigned for trigger-based delivery
20+ hours/week recoverable from manual operations
Implementation can start today, at zero cost
9 automation opportunities. A pipeline they can finally see.
The audit delivered a full diagnostic report and a phased automation roadmap. The recommended stack — Tally.so, Notion, Make, Calendly, costs under €30/month at full deployment.
9 automation opportunities identified across the full flow
4 follow-up phases redesigned for trigger-based delivery
20+ hours/week recoverable from manual operations
Implementation can start today, at zero cost
What stood out about working with RUF Systems was how they approached the engagement. They didn't come in with assumptions, they asked the right questions and helped us surface the gaps in our own process. By the end of the audit, we had a clear picture of something we could feel but couldn't see: where our client acquisition flow was breaking down, and what to do about it.
Anggie Salazar, Marketing & Sales VP, Croing
Is your acquisition process running on memory?
A process audit shows you exactly what to fix,
and in what order.
Book an intro call
Is your acquisition process running on memory?
A process audit shows you exactly what to fix,
and in what order.
Book an intro call
Is your acquisition process running on memory?
A process audit shows you exactly what to fix,
and in what order.