Case Study: Streamlining Sales Operations for a National Finance Brokerage Firm

Client: National Finance Brokerage Firm

Project: Optimising Sales Systems and Processes

The Challenge

A national finance brokerage firm sought to improve the operational efficiency of its sales processes. While the sales team consistently met targets, inefficiencies in workflows, systems, and data handling were creating barriers to scaling. The firm was preparing to transition into a publicly listed company and required enhanced processes to meet increased demands.

Key challenges identified:

Operational Challenge	Impact
Blind Spots	Limited real-time access to sales data, ad-hoc reporting, and inconsistent client information
Manual Data Entry	Repeated client information requests, high potential for errors, and duplicate data entry.
System Gaps	Disjointed systems requiring manual efforts and creating inefficiencies across the sales process.

Without addressing these inefficiencies, the firm faced risks of operational strain, reduced scalability, and an inability to meet its ambitious growth targets.

Our Approach

We collaborated with internal stakeholders to conduct an operational audit and identify bottlenecks across workflows, communication, and technology. Our focus areas included:

Evaluating current workflows and processes to uncover inefficiencies.
Identifying communication gaps and inconsistencies in data management.

Tech Stack Prior to Engagement

Custom-built database management system
RDP connection to local server
Office 365 (Email, Applications)
Adobe PDF for document handling
PBX phone system

The Solution: Sales System Optimisation

We designed and implemented a scalable sales system focusing on automation, process standardisation, and improved reporting.

Operational Challenge	Impact
Blind Spots	Centralised system for real-time sales tracking and reporting, with automated data sharing.
Manual Data Entry	Introduced consistent templates and automated workflows to reduce manual input and errors.
System Gaps	Integrated systems to streamline processes and enhance collaboration across the sales team.

Transformation Overview: Before & After

Category	Before	After
Communication	Email/phone calls, manual Excel and PDF documentation	Direct system entry, automated notifications, and centralised tracking.
Data Accuracy	Prone to errors due to high manual input and inconsistent data formats	Automated processes ensure real-time accuracy and data integrity.
Reporting	System reports lacked essential data fields and clarity	Custom dashboards provide actionable insights and historical reporting.

Operational Impact in Numbers

30%

Reduction in Manual Data Entry

50%

Increase in Reporting Accuracy

Improvement in Workflow Efficiency

The Results

Outcome
Improved Efficiency	Reduced manual reporting and data entry time, enabling the team to focus on high-value tasks.
Enhanced Client Experience	Reduced client touchpoints with streamlined processes, improving client satisfaction and retention.
Scalability and Growth	The streamlined systems and workflows supported the firm’s transition to a publicly listed company. Improved operational infrastructure allowed the firm to scale effectively without additional strain.

Outcome

Improved Efficiency

Reduced manual reporting and data entry time, enabling the team to focus on high-value tasks.

Enhanced Client Experience

Reduced client touchpoints with streamlined processes, improving client satisfaction and retention.

Scalability and Growth

The streamlined systems and workflows supported the firm’s transition to a publicly listed company.

Improved operational infrastructure allowed the firm to scale effectively without additional strain.

Client experience was improved through the increase in internal operation optimisation across three direct and indirect touchpoints:

Outcome
The Team Manager:	Access to real-time improved client responsiveness through continuity of service and improved resource utilisation. Time was gained and accuracy was increased through reports pulling data directly from the sales system.
Sales Consultants:	Reduced reporting needs and administration increased time and efforts to continue to improve elements of the sales process. Responsiveness to the clients needs enhanced by way of team access to necessary data, reduced requests for information from the clients, and minimisation of duplicate data input.
The Firm:	Sales continued to increase in volume and frequency due to the reduced efficiencies gained. Forecasting and resourcing were better supported through the increased confidence and timeliness of the data in ready-to-use formats

Outcome

The Team Manager:

Access to real-time improved client responsiveness through continuity of service and improved resource utilisation.

Time was gained and accuracy was increased through reports pulling data directly from the sales system.

Sales Consultants:

Reduced reporting needs and administration increased time and efforts to continue to improve elements of the sales process.

Responsiveness to the clients needs enhanced by way of team access to necessary data, reduced requests for information from the clients, and minimisation of duplicate data input.

The Firm:

Sales continued to increase in volume and frequency due to the reduced efficiencies gained.

Forecasting and resourcing were better supported through the increased confidence and timeliness of the data in ready-to-use formats

Is Your Business Facing Similar Challenges?

If inefficiencies, manual processes, or disjointed systems are holding your business back, let’s explore how tailored operational strategies can optimise your operations.

Book a Call today to discover how we can help you achieve efficiency, accuracy, and scalability in your business operations.

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Acknowledgement of Country

We acknowledge the Traditional Owners of the land on which we work and live. We pay our respects to Elders past, present and emerging. We celebrate the stories, culture and traditions of Aboriginal and Torres Strait Islander Elders of all communities who also work and live on this land.