Client since 2022
ERP for Marketing Agency ZMatic
A digital transformation case study: from Huge excel sheets to a seamlessly automated ERP
Industry
Marketing, Affiliate
Project size
€100,000
Timeframe
5 months MVP and ongoing
Services
- Product Discovery & Strategy
- UI/UX Design
- Custom CRM Development
- Database Migration
- Product Care+
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.
Vanina Davcheva
CMO
The Client
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 Problem
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.
This patchwork setup resulted in:
- Manual work and duplicated effort across departments
- Frequent communication breakdowns, leading to missed follow-ups and lost opportunities
- No centralized customer view, making it hard to track client history or preferences
- Inefficient onboarding that frustrated both staff and clients
- Lack of visibility into campaign performance, revenue forecasts, or sales conversion metrics
- Repeat orders basically meant going the whole process from the start every tume
Their operations manual had ballooned to 400+ pages, full of workarounds business specific instructions, causing bottlenecks and inconsistent service delivery.
The Solution
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 Challenge
The main challenge was the complex Excel worksheets ecosystem—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’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—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.
Benefits
Simplified and Automated Workflows
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.
Smart Dashboards and Reporting
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.
Client Self-Service Portal
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.
AI-Powered Sales Tools
Sales reps could access client histories and receive intelligent suggestions before calls, enabling more meaningful, personalized conversations with prospects and clients.
WhatsApp & Telegram Integrations
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.
The Results
30%
increase in qualified sales pipeline, thanks to streamlined lead tracking and follow-up automation
20%
improvement in close rates, with reps spending more time selling and less time managing tools
93%
reduction of the operations complexity and manual effort enabled by automation and process centralization.
Tools & Technologies
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.
Frontend
React JS
Next JS
Tailwind CSS
Tools
GitLab
Backend
MariaDB
PHP
Laravel