ERP for Marketing Agency ZMatic 

A digital transformation case study: from Huge excel sheets to a seamlessly automated ERP 

Services

Industry

Project size

Timeframe

Vanina Davcheva

The ERP system has increased our internal efficiency and reduced the mistakes our employees do. Perspective Unity Ltd. has managed to understand and implement our business logic into an ERP system seamlessly.

Zmatic is a high-growth marketing agency known for its exceptional creativity and fast-moving sales team. As their client base expanded globally, so did the complexity of managing leads, campaigns, and client communications. The company is operating on a bigger scale and now is one of the the biggest affiliate marketing agencies in the world.

The Client

<p class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue'; margin: 0px;">As Zmatic grew, they faced one major operational challenge: tool overload. Their sales and operations teams relied on a mix of Excel spreadsheets, Asana, Zapier, Supermetrics, WhatsApp, Telegram, and email threads to manage leads, campaigns, and client relationships.
<p class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue'; margin: 0px;">&nbsp;
<p class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue'; margin: 0px;">This patchwork setup resulted in:
<ul>
<li class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue';">Manual work and duplicated effort across departments</li>
<li class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue';">Frequent communication breakdowns, leading to missed follow-ups and lost opportunities</li>
<li class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue';">No centralized customer view, making it hard to track client history or preferences</li>
<li class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue';">Inefficient onboarding that frustrated both staff and clients</li>
<li class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue';">Lack of visibility into campaign performance, revenue forecasts, or sales conversion metrics</li>
<li class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue';">Repeat orders basically meant going the whole process from the start every tume</li>
</ul>
&nbsp;
<p class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue'; margin: 0px;">Their operations manual had ballooned to 400+ pages, full of workarounds business specific instructions, causing bottlenecks and inconsistent service delivery.

The Problem

<p class="p1" style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-variant-emoji: normal; font-stretch: normal; font-size: 13px; line-height: normal; font-family: 'Helvetica Neue'; margin: 0px;">Perspective Unity partnered with Zmatic to reimagine their entire sales and client management process. Rather than force-fitting an off-the-shelf ERP, we built a custom ERP platform tailored to their workflows, communications, and growth goals. And most importantly we have removed the excel worksheets completely :)

The Solution

The main challenge was the complex Excel worksheets ecosystem&mdash;a massive, intricate creation consisting of files with over 1,000 sheets filled with formulas, macros, and deeply interwoven dependencies. The files were so large that they exceeded Excel Online&rsquo;s maximum limits and eventually stopped functioning altogether. We had to examine and analyze the entire structure carefully, then design a database capable of seamlessly importing the worksheets. In parallel, we built a CRM that transformed countless corner cases and one-off hacks into clear, standardized workflows&mdash;understandable even to employees without a technical background. As a result, their 400-page employee onboarding manual was distilled into a concise 30-page wiki and a couple of Loom videos.

The Challenge

The new system eliminated redundant tasks and integrated seamlessly with their invoicing, project management, and messaging tools, creating a unified operational experience. It enabled automatic task distribution, notifications, reminders, and completions, streamlining the workflow for maximum efficiency.

Simplified and Automated Workflows

Leadership gained access to intuitive dashboards displaying real-time KPIs such as lead velocity, sales pipeline health, order trends, and campaign ROI. The adaptive bonus system, tied directly to live performance metrics, significantly boosted team motivation and engagement.

Smart Dashboards and Reporting

Clients gained access to a dedicated portal where they could manage their profiles, track campaign progress, place new orders, and monitor billing—all without the need for back-and-forth communication. This significantly reduced manual effort for both clients and the Zmatic team, especially for repeat orders.

Client Self-Service Portal

Sales reps could access client histories and receive intelligent suggestions before calls, enabling more meaningful, personalized conversations with prospects and clients.

AI-Powered Sales Tools

Zmatic’s most-used client communication channels were fully integrated. The system sent automated updates, reminders, and alerts in real time, boosting responsiveness and client satisfaction.

WhatsApp & Telegram Integrations

increase in qualified sales pipeline, thanks to streamlined lead tracking and follow-up automation

improvement in close rates, with reps spending more time selling and less time managing tools

reduction of the operations complexity and manual effort enabled by automation and process centralization.

The Results

GitLab

React JS

Next JS

Tailwind CSS

MariaDB

Laravel

The tools and technologies are crucial part of the process.They should fit the project aims and secure easy scalability and maintenance. It is important to have technologies and architecture that do not depend on each other so updates are independent.   Our main concern is always to use tools and frameworks that have big and raising communities so the product is always up to date according to the modern challenges.

Tools & Technologies

ParkFly Geneva's core business is to offer valet services around Geneva airport. They were managing their service through spreadsheets and needed us to build a comprehensive system.

Custom CRM platform

One of the biggest logistics companies in Eastern Europe needed to centralize and optimize their data management

Document Management System – DMS

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Custom HRM solution

A renowned leader in sports clothing and equipment, Decathlon came to us because despite their size they were managing work schedules, payroll and employee related processes manually using spreadsheets. This hampered operations and led to regulatory penalties and loss of information.

Decathlon is a renowned sports clothing and equipment retail store operating on 5 continents and employing over 105 000 people worldwide. The company has been on the market for over 40 years and is a leader in its industry.

Decathlon owns and operates 15 stores in Bulgaria alone. Despite its size, the company was managing work schedules, payroll and employee related processes manually using spreadsheets. This hampered operations and led to regulatory penalties and loss of information.

We kicked off the project with a thorough discovery process. We conducted stakeholder interviews to understand all pain points, challenges and regulatory risks posed by the current human resources management process.  Following that, we went on to design a custom digital platform that combined efficiency, ease and regulatory compliance.

Decathlon&rsquo;s culture is built around flexibility, while there is significant amount of legislation relating to workload and reporting. The HRM platform had to reflect the work force flexibility while being fully complaint with local regulations. Another key requirement was the platform having less than 2 seconds load time.

We have embedded all regulatory limitations relating to workload into the platform. This has eliminated the large financial penalties Decathlon used to pay because of breaches.

Reduced cost

Management of work schedules and employee-related processes are streamlined through a single platform. Information is readily available to all stakeholders.

Effortless operations

Communication between employees and HR teams goes through the system. There is no loss of information and everyone is duly notified and up-to-date.

Enhanced communication

There is no manual handling of documents, all is digitalised and stored safely on the platform. Reports are automated and based on regulatory requirements. Easy access to information for payroll.

Time saved

Laravel Livewire

A renowned leader in sports clothing and equipment, Decathlon came to us because despite their size they were managing work schedules, payroll and employee related processes manually using spreadsheets. This hampered operations and led to regulatory penalties and loss of information.

Custom HRM System

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These are some of the most frequent questions we get when it comes to product development. 

FAQs

A card management system

See some of the success stories of businesses we have helped embrace innovative digital solutions.

Benzin.bg provides refuelling cards to its clients enabling them to purchase fuel and oil products at a discounted price and pay at a later date. The company serves the needs of the largest logistics, security and transportation companies across the country.

When benzin.bg approached us, they were running a sizeable operation from what felt like pieces of paper. Customer tracking, card activity tracking, payments and overall usage data were scattered between offline means and legacy systems. This made it impossible to know what the state of the business was at a click of a button, be able to reconcile incoming and outgoing payments, and be able to have a strategic approach to growth.  We saw the opportunity of consolidating all this data and information into one, fully integrated, highly secure card management system.

Our proprietary strategy workshop methodology, allowed us to understand benzin.bg 's challenges and goals respectively and deliver the card management solution that addressed all their needs.

To enable transactions we had to get PCI security compliance. A challenging task in itself but not for our team! We navigated through the process in no time. Our software product also needed to be integrated with other platforms to ensure smooth information exchange and access to accurate data at all times. The amount of data processed and stored was also something to be mindful of.

Having transparency over consumption and payments enabled Benzin.bg to manage cash  lows more effectively. Thus, the risk of financial trouble was significantly reduced.

Reducing risk

Operations are streamlined through a single platform that records all transactions and stores information securely. Time is saved and loss of information is removed translating into reduced cost for the business.

Optimizing operations

The number of transactions is not limited by human capital as all information is handled by the software. This has enabled our client to scale their business fast and beyond expectation.

Boosting profits

The number of in-house systems our software had to integrate with

See some of the success stories of businesses we have helped embrace innovative digital solutions.

ECONT Document Center – DMS

One of the biggest logistics companies in Eastern Europe needed to centralize and optimize their data management

ECONT is one of the largest logistics companies in Eastern Europe. The company manages 10s of thousands of local shipments per day plus money transactions and international cargo.

Econt is one of the biggest logistic companies in Eastern Europe. Due to regulatory requirements, the company needs to deal with a lot of documentation related to tariffs, logistic rules, pricing, etc. They needed a centralised but controlled access to documents by their various offices so document handling would be made efficient and effective. Document edits needed to be tracked in real time.

Our team created a custom DMS (document management system) accessed through the company&rsquo;s SSO and utilising user permissions from their ERP system. All documents can now be accessed through a single platform and users&rsquo; rights are limited to their assigned role within the system.

One of the main challenges with large scale projects is often the lack of cohesive idea about the final product and its functionality. There are many stakeholders with different pain points and expectations, and in cases like this one, quite a few state regulations related to data protection. Working with large brands, also means a number of strict internal rules regarding branding, usability, etc.

Everything is centralised, no need for multiple updates to documents across the different offices.

Single point of access

Document changes are limited by user rights within the system.

Transparency and control

Documentation is physically stored on the company’s servers. All is backed up and the infrastructure built according to the industry’s highest security standards.

Security

Figma

Redux

ParkFly Geneva's core business is to  offer valet services around Geneva airport. They were managing their service through spreadsheets and needed us to build a comprehensive system.

ParkFly Geneva is a private parking service operating near Geneva Airport. As demand increased, the company needed a more streamlined and reliable way to manage customer bookings, staff coordination, and day-to-day operations.

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ParkFly was managing its services using a mix of disconnected tools and manual processes. Customers had no visibility into available slots, and staff had to coordinate bookings manually &mdash; often leading to overlaps or inefficiencies. The system made it difficult to scale while maintaining quality service.
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We developed a custom CRM platform that brings ParkFly&rsquo;s entire operation into a centralized system &mdash; combining internal workflows with a seamless customer-facing experience.
The solution includes an automated booking system that displays real-time availability and handles reservations without manual input. Staff benefit from improved visibility, while customers enjoy a faster, more reliable experience.

Adequate inventory management and reconciliation through the new CRM system allowed for great time saving in operations.

Saving time

Having real time, comprehensive data of availability, allowed ParkFly Geneva to optimize revenue management of their inventory to its fullest potential.

Revenue management

Booking-related information is updated on the ground directly from employees' phones. HRM is also streamlined through the platform.

Ease of operations

Streamlined customer booking availability and visibility

The tools and technologies are crucial part of the process. They should fit the project aims and secure easy scalability and maintenance. It is important to have technologies and architecture that do not depend on each other so updates are independent.   Our main concern is always to use tools and frameworks that have big and raising communities so the product is always up to date according to the modern challenges.

We help our clients to be leaders in their respective industries. We help them challenge the status quo and deliver exceptional digital solutions and experiences.