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Customer Case Studies

Prestige Business Management
Zero January HMRC deadline panic – Automated tax reminders – Confident clients

Prestige Business Management

Who’s the client?

Prestige Business Management is a chartered accounting firm that looks after commercial businesses and consumers. Working with big businesses, start-ups and individuals, they were looking for a solution that could be very flexible and help them avoid the usual chaos before the January tax return deadline.

What was the problem?

Thanks to the diversity of their customer base, every job is very different, and Prestige had spent years trying to muck together a CRM that could account for all their clients’ individual quirks and nuances. Thing is, the CRM was centred around individual contacts rather than companies, and it couldn’t quite hack it, which meant processes weren’t smooth and automation didn’t really happen. Really, they needed a system that could send clients automated reminders and communication based on their situation and HMRC filing requirements – and avoid confusion if one individual owned multiple companies.

What did we do?

We created a Macanta system that centres around companies rather than contacts, and which is complete with full mapping of all accounting information (which is a legal requirement in the UK). Users can create individual flows for each company according to HMRC’s defined processes, to account for the various unique deadlines and requirements. 

 

All processes start with the company itself, under which the various contacts are listed according to their job roles. There’s an “individual information” data object for each contact too, so personal tax returns can be managed via an automated processes within the same company.

Why did it work?

Users can now manage multiple businesses according to their own unique processes, even if they’re all owned by one individual customer. All reminders for tax returns and quarterly VAT returns are now automated, including information requests to clients and confirmation that information has been received and payments made to HMRC. 

 

Prestige’s clients feel more confident as a result, and Prestige save a lot of time chasing their customers for information! They’re no longer overlapping any processes where one individual has multiple companies. And they’ll avoid the usual chaos before the January tax return deadline as the system gathers information from clients throughout the entire year.

JDH Reports
54 hours saved per week – Automatic invoice generation – No more human error

JDH Reports

Who’s the client?

JDH Reports are a small team of solicitors who manage and process financial claims for their clients. Thing is, their workload is massive, and that was proving difficult for such a small team to handle without an adequate process management system.

What was the problem?

There could be any number of contacts for each unique case, and JDH Reports wanted to manage them all in one place. They were wasting a lot of time on admin and ideally needed a system that would automatically assign solicitors or report providers for each case. They also wanted to bring more automation into their processes and communications to cut out human error and save more time.

What did we do?

We created a system that centres around cases rather than contacts, so that JDH Reports could manage multiple related contacts within each case. We made a customisable system that allows team members to detail case-specific data requirements, which are then reflected in the interface.

 

Whenever a new case is sent from a third-party platform, it’s auto-assigned to a solicitor and automated communication begins. An internal file handler and external report provider is automatically associated with the case, with automated requests for extra information made and notifications received whenever documents are uploaded. The system automatically calculates fees and generates invoices to clients too.

Why did it work?

Macanta’s REST API makes for super slick integration with the third-party software platform where enquiries are made. The JDH team now enjoy a simple access dashboard where they can view reporting of all cases, at any stage of the process. The team’s become more productive with fewer errors made, as they can now rely on automated notifications to prompt them to complete tasks. The system cuts out around 54 hours of manual data entry per week, and JDH Reports were relieved not to have to invest time or cost in custom coding from scratch to get the bespoke system they wanted!

Solicitor Network
120 hours saved per week – Central hub for multiple brands – Automatic case assignment

Solicitor Network

Who’s the client?

Solicitor Network is a UK group of solicitors who specialise in employment law. 

When a potential client calls about a new case, a qualified solicitor makes an assessment before passing the case to the best-placed professional in the network. The network uses three different brands to take cases, so their process management needs are fairly complex.

What was the problem?

Hundreds of hours were being wasted every month on manual data entry in an antiquated system that didn’t allow for automated processes for multiple contacts per case. With so many solicitors based all around the country, they needed a simple, central system that could be rolled out across the network. They also needed a way of keeping sensitive information accessible only to one solicitor.

What did we do?

We created a central system that could manage extensive, complex data by focusing on cases rather than contacts. Now, every time a new enquiry arrives via any of the three branded websites, a new case and client contact is automatically created in the Macanta system and the client receives an automated email. 

 

Various team members are automatically given responsibility for the case according to their role and tasks are created, with the case automatically assigned via round robin to the next solicitor. The solicitor can accept or decline the case, and either action will trigger appropriate automation or reassignment.

Why did it work?

Users can now configure the data set to match their needs rather than trying to shoehorn their business into the old system, and they can control automation as far as they want too. Access for each solicitor is now restricted to their own cases, to help maintain privacy. And now that all the information for every case is in one place, the automation engine is performing more than 2,800 tasks every week, saving around 120 hours of manual data entry and admin. Time and money are being saved every day, and the network’s become much slicker too.

White Rose Garages
Automated customer reminders – More repeat business – More money made

White Rose Garages

Who’s the client?

White Rose Garages run two servicing and MOT test centres in the South East, and they’ve been in the game a long time – since 1952 in fact. Things have changed in that time, and they needed a process management system to reflect that.

What was the problem?

They were missing out on repeat business as they didn’t have a defined way to keep track of MOT due dates. They needed a super-simple system that would allow them to manage services and send reminders to customers, and which wouldn’t involve multiple data entry between their workshop management software and Macanta.

What did we do?

We created a system that configures every different vehicle as a discreet data object so each one drives its own automation independently. 

 

Macanta imports vehicle data from the workshop management software daily (which means data never gets confused or entered twice). It then scans the data for vehicles with an expired service or MOT in the coming 6 weeks. Wherever no future appointment has been booked, Macanta automatically generates a call task plus direct mail follow up. And when a booking is made, the vehicle is updated in Macanta and removed from the follow-up process.

Why did it work?

White Rose Garages now enjoy more repeat business and less time wasted on admin. The various due dates (MOTs, servicing, and even things like tyres and brake pads too) are now managed automatically – even if one customer has multiple vehicles. Customer reminders happen consistently and follow-up task notifications for staff appear automatically too. Users can even exclude fleet vehicles from the process if they want to, at the click of a button. Staff have more time to spend fixing cars and customers avoid expired MOTs. Smiles all round.

Manchester Electricians
110 hours saved per week – Simple user interface – Consistency across platforms

Manchester Electricians

Who’s the client?

Manchester Electricians might be based in Manchester but they’ve got national contracts and electrical engineers working across the whole of the UK. They’re used to managing multiple projects and properties for their clients and have historically been using TCardsOnline for project management.

What was the problem?

Manchester Electricians manage a huge number of jobs and have many clients that require several different tasks completing at different properties. They were sick of having to enter data into multiple systems and wanted to avoid the confusion that inevitably arose as a result of repeated data entry by office staff and engineers. They needed a fully automated system that could be integrated with TCardsOnline so their engineers could continue using the system they were used to, and which would provide a single point of reference for client records and project information.

What did we do?

We put together a Macanta system that centres around projects rather than clients. New enquiries are automatically created as projects and assigned a unique job number. This process automatically creates a project in TCardsOnline so that it can be assigned and scheduled with an engineer. Any record changes made by office staff or engineers are automatically updated in both Macanta and TCardsOnline for complete consistency, no matter what stage of the automated process the job is currently at.

Why did it work?

The seamless 2-way integration with TCardsOnline means that the engineers haven’t had to learn a new system. Multiple projects for one single client can now be managed within the CRM, and automations happen according to the stage of the project, rather than in response to client details. Thanks to the flexibility of Macanta’s interface and data sets configurations, matches can be found for any project information within TCardsOnline, so there’s zero need for work-arounds or hacks. The new system performs 6,800+ automated tasks per week, saving the business 110 hours of data entry and management every seven days!

Eagle Relocations
28 hours saved per week – Zero data duplication – Adaptable and future-proof

Eagle Relocations

Who’s the client?

Eagle Relocations is an international relocation specialist with a busy sales team. They receive leads from lots of different brokers and comparison websites every day so have plenty of clients to deal with and lots of relationships to manage.

What was the problem?

On the old system, there was too much confusion and duplication of data between the sales team and the brokers and comparison websites. Data entry was being done manually and taking up too much of the sales team’s time and energy. Realistically, they needed a CRM with a super simple interface, one that could be integrated with their WebChat platform, their brokers’ websites and the price comparison sites that were generating leads for them.

What did we do?

We created a Macanta system that uses REST API and Zapier integrations for seamless data flow from third party websites. Leads generated on other websites automatically feed through to the CRM as an “opportunity”, and then to the relocation management platform via Webhook Actions, meaning there’s no need to manually transfer information between the different systems. 

 

Every new lead now automatically creates a contact in Macanta and assigns it to a sales agent. That agent then receives automatically generated tasks and notes to prompt them to keep the lead conversion process moving. The system schedules calls and video surveys via an online diary, and any booking details are updated within the opportunity data. Once the opportunity moves into the relocation management platform, it’s removed from the agent’s workflow.

Why did it work?

By switching from manual to automated processes, Eagle Relocations have cut out the potential for human error and stopped duplicating work entering new lead data. They’re saving around 28 hours of manual data entry every week, and they’ve now got a system that can be quickly and easily amended to keep up with the business’s progressions and developing sales processes.

Prestige Business Management
Zero January HMRC deadline panic – Automated tax reminders – Confident clients
JDH Reports
54 hours saved per week – Automatic invoice generation – No more human error
Solicitor Network
120 hours saved per week – Central hub for multiple brands – Automatic case assignment
White Rose Garages
Automated customer reminders – More repeat business – More money made
Manchester Electricians
110 hours saved per week – Simple user interface – Consistency across platforms
Eagle Relocations
28 hours saved per week – Zero data duplication – Adaptable and future-proof

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Integrations

Full Rest API

With our ever expanding REST API, you can take Macanta even further, by integrating with any other systems you already use in your business – provided they play nice and have their own API.

Zapier

Link your Macanta CRM to any of the over 3000 Tools and Applications with Zapier support, directly from Macanta’s Zapier Integration.

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1 Click Integrations. Search from 250,000+ Fully Ready Integrations, and activate them in 1 click.

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Role Based Interface

Role-Based Interface

Create a custom interface based on which user is logged-in to help your team focus solely on their specific roles.

Contact Based Interface

Contact-Based Interface

Build a dynamic interface that only displays information to the user relevant to the contact being viewed.

All Data

All The Data, All The Time

Collect and automate around information to create an overall view and history of prospects and customers.

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True 'If This, Then That' Automation

Create whole-business automation rules to help you run your business more effectively than ever before.

Contact Views

Granular Contact View Permissions

Restrict access to contacts, data and functionality based on the specific role a user plays in your business.

Integration and API

Comprehensive Integration and API

Send out webhooks from Macanta or update records via the API - no matter which system you’re using.

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All This & More Is Why People Love Using Macanta...

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This is what we’ve all been looking for!

I’ve been a proud Keap Partner for over a decade (and have the PCON shirts to prove it!) Don’t get me wrong, I still love Infusionsoft for its power and performance and always will. But the folks at Macanta have come up with something, well… game-changing! Have you ever wished you could ‘hide’ all the stuff in Infusionsoft that your clients don’t need to see and that creates confusions? Or, organized the data in a way that makes more sense to your customers (and made to you? Or just cut through the clutter to find the simplicity of Keap AND the power of Infusionsoft in an easy-to-use interface? Well, that’s what Macanta is for me. And the ability to white-label it (and increase profits 5X) isn’t too hard to take either. Keap will always have a place in my heart, but Macanta is allowing me to take my business to a whole new level.
Scott StroudCumberland Marketing Technology
I have known about Macanta for some time. I knew that it could enable me to create easy to use custom dashboards for general users - like sales reps and customer service. Which is all great - simplifying CRM.

And then a few months back I learnt that Macanta can do way more. Other CRMs are like a "flat database", where you have a contact and you can market to them. But what Macanta enables you to do is link multiple contacts together - so you can market to multiple contacts at the same time and with different messages.

It takes a bit of getting your head around but it takes the functionality way beyond what any other CRM can do.

I now recommend Macanta to my clients when they require advanced CRM systems.
Julian Mills
Our team at ON THE FUZE is LOVING Macanta! It has significantly sped up and simplified all outbound calls.

We also love how notes are now on steroids: ability to see the ENTIRE note (no longer cutoff), tag/organise notes.... For our clients, we are seeing HUGE value in being able to simplify the process....perfect for users that need to perform a specific job and limited access!
Nathan ParisOn The Fuze
I installed Macanta because Pete, the founder, is a friend, and I wanted to check out what he and his team have been up to for the last year. All I can say is, wow! I know what's involved to create, market and support an app, having done the same thing myself with WeDeliver.Email. I'm very impressed to see that they've worked extremely hard to get Macanta to offer so much functionality and improve massively on standard CRMs in such a short space of time. It truly is a remarkable achievement and I already have several clients lined up to take advantage of this solution.
Adrian Savage
We've been using Macanta for a number of months now and have been really impressed with the team and how responsive they've been to our input. We can add multiple users which is great. Also the interface is simple to use and we love that we can set up saved searches for our team, making it really easy for them to find their clients. Thanks guys at Macanta! We really appreciate the impact you've had on our business.
Angela O'Donoghue
Macanta has been amazing for our business. I can now set permissions so some team members can only access some contacts. The interface is simple to use and training the Executive Team to add new clients, add notes and tags was much easier than trying to teach them in our old CRM. Also Peter from Macanta has been really responsive to all of our suggestions. He has implemented every improvement we've suggested. Great app!
Sacha Millar
We love Macanta. It is simple to use, and makes managing contacts, and work flows extremely simple (removing the fluff that our clients don't need). The support team is very responsive as well, and always willing to jump in and help get things set up just right. On top of that, they are constantly adding new features that make it even easier to use and more functional. Couldn't be happier with Macanta.
Justin Roberts
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