How We Helped a Texas-Based Sales Team Move Faster with One Connected System

How We Helped a Texas-Based Sales Team Move Faster with One Connected System Client Overview A Texas-based IT business was growing fast—but their backend wasn’t keeping up. Leads came in from different places, but nothing was connected. They used too many tools with no sync between them. The team was stretched thin trying to keep things organized. They needed one system that could handle everything—lead capture, project tracking, quotes, invoicing—all in one place. That’s when they came to us. We helped them set up Microsoft Dynamics 365 with workflows that actually fit how they worked. Challenges Too Many Tools, No Central View They used different apps for leads, quotes, projects, and invoicing. None of them talked to each other. That meant more manual work—and more chances to mess things up. Syncro and Hudu Gaps Syncro didn’t support policy creation. Hudu was tricky to map data with. This made it hard to keep their information consistent across systems. Everything Took Too Long Quotes, reminders, follow-ups—all done manually. Leads were being forgotten, and project delays were becoming common. “We just wanted one system to do it all—without needing five other tools on the side.” Here’s How We Helped We set up Microsoft Dynamics 365 the way they needed it—custom fields, flows, and integrations built to fit their operations. Setting Up Dynamics 365 We started by customizing Dynamics 365 to match our client’s unique business needs. This included setting up tailored entities, workflows, and security roles. Every stage and field was carefully configured to align with their operations. We used PowerApps and Power Automate, which added advanced customizations that streamlined their processes from scratch. Integrating Lead Sources Our client’s leads were coming in from various channels, including social media and website forms. We integrated these sources into Dynamics 365 using PowerApps. The integration ensured every piece of information was mapped accurately into the CRM for immediate access and action. Automating Lead Flow One major issue our client faced was managing leads from initial inquiry to closure. We developed a lifecycle management workflow in Dynamics 365 that tracked leads through every stage, from “Received” to “Won” or “Lost.” Automated triggers updated statuses and initiated follow-ups at each stage, ensuring no lead fell through the cracks. Automating Emails, Reminders, and Notifications To reduce the manual workload on our client’s team, we set up workflows in Power Automate for personalized emails, reminders, and internal notifications. These automations were linked to lead stages, which improved engagement and freed up time for other tasks. Integrating Forms To ensure seamless data collection, we integrated Microsoft Forms directly into Dynamics 365. For external forms, like Gravity Forms on their website, we used Power Automate so that all captured data goes directly into the CRM. Doing so reduced errors and sped up the lead intake process. Creating Automated Quotes Generating quotes was often a time-consuming task. We set up automated workflows in Dynamics 365 Sales that created quotes based on lead information. We added a simple approval button allowing the team to quickly validate and dispatch accurate quotes. Automating E-Sign Contracts The contract process was another area that needed efficiency. By integrating DocuSign with Dynamics 365, we automated the creation, signing, and dispatch of contracts. Workflows were designed to track contract statuses, ensuring every step—from creation to client signature—happened smoothly. Integrating Syncro and Hudu Syncro and Hudu presented unique challenges due to API limitations. To overcome this, we used RPA tools and middleware to simulate policy creation workflows and synchronize data across platforms. Despite these hurdles, we successfully connected these tools to Dynamics 365, enabling the team to manage everything from one system. Integrating QuickBooks We integrated QuickBooks with Dynamics 365 using PowerApps for customer management and invoicing. This automated the syncing of customer and invoice data, ensuring real-time updates and eliminating the need for manual reconciliation. Automating Project Creation Winning a lead automatically triggered project creation in Dynamics 365. Using predefined templates, we standardized how projects were initiated, reducing setup time and ensuring consistency across all new projects. Creating Campaigns for Nurturing Emails We implemented segmented email campaigns in Dynamics 365 Marketing. These campaigns used personalized sequences to nurture leads, keep them engaged, and guide them toward conversion. This approach strengthened the relationship with their clients and improved overall engagement. Portfolio Results By the end of the project, our client’s business had a fully integrated, automated system that worked seamlessly across all tools and platforms. Here’s what changed: Lead tracking from all sources improved by 100% Time spent creating quotes and contracts reduced by 40% Manual entry errors dropped by 60% Project setup time cut by 50% Customer and invoice syncing now happens in real time Track 100% of Leads and Cut Project Setup Time by Half Your goals deserve the right tools and strategies. Let’s talk about how we can help your business with practical and impactful solutions. Book a call today. Let’s build your all-in-one system. Get your system done today