How Acuitas Simplified An Agency’s Operations
From Spreadsheets to Smart Systems.
The Challenge
Our client, a growing translation and localization agency, offered services like transcription, subtitling, and voiceovers. Their business was growing — but their internal systems weren’t keeping up.
Here’s What Was Slowing Them Down
Lead tracking was done manually via spreadsheets, which often got lost or outdated. No one had a clear view of follow-ups or next steps.
Project managers weren’t looped in automatically after a deal was won — they relied on emails or word-of-mouth handovers.
Finance worked in isolation — they didn’t know when a project was done, and invoicing often got delayed.
There was no clear view of project-wise profitability, making it hard to understand which clients were actually worth the effort.
They needed a solution that was affordable, easy to use, and tailored to their business model — without turning their small team into software managers.
Our Approach
We focused on building a realistic, step-by-step solution that could be rolled out quickly — not a bloated digital transformation project.
- Designed a custom sales pipeline in Zoho CRM to reflect how deals actually move through their process — from inquiry to negotiation to close.
- Set up automated email replies when a lead filled out a form, ensuring prompt engagement.
- Sales team members were notified automatically when a new lead was assigned.
Lead Management with Zoho CRM
Automating Handovers
- Once a deal was marked "Closed – Won", an automated email was triggered to notify the assigned project manager.
- An alert was sent to the accountant to ensure finance and delivery alignment from day one.
- Project managers recorded vendor bills, translator payments, and other project expenses in Zoho Books.
- At project close, the accountant created an invoice linked to the original quote and compiled expenses to review project margin.
Project Cost Tracking with Zoho Books
The Results
Within a few weeks of going live: