How a Sales Agency Increased Their Closing Ratio by 50% While Slashing Monthly Costs

TL;DR

A sales and marketing agency was hemorrhaging money and losing 40% of their sales due to bad data. They were paying thousands monthly for a third-party verification tool that wasn’t even working.

What we delivered:

• More than 50% increase in closing ratio
• Significant monthly cost savings (eliminated expensive third-party tool entirely)
• Reduced sales rejections from 40% to near-zero through accurate data validation

By building a custom sales funnel application tailored to their exact needs, we transformed how they captured, validated, and closed deals—turning their biggest operational drain into a competitive advantage.

The Challenge

The agency faced a brutal reality: their existing sales process was actively working against them.

The problems were compounding:

• 40% rejection rate on sales: Nearly half of their closed deals were being rejected due to inaccurate client information
• Hemorrhaging resources: A costly third-party verification app was draining thousands monthly without delivering results
• Data accuracy crisis: Client information was unreliable, leading to wasted effort and lost revenue
• Operational inefficiency: The sales funnel was slow, clunky, and missing critical functionality their team needed

Every rejected sale meant wasted time, frustrated sales reps, and revenue walking out the door. The third-party tool was supposed to solve this, but instead became an expensive reminder that off-the-shelf solutions don’t always fit real business needs.

They needed a system that could:

• Ensure every sale was validated with accurate data before submission
• Eliminate the expensive third-party dependency
• Speed up their sales process without sacrificing quality
• Give their team the specific tools they needed to close more effectively

Our Approach

Understanding the Real Problem

We started by mapping their entire sales funnel to identify where deals were falling through and why. The pattern became clear: the issue wasn’t the sales team’s performance—it was that they were working with incomplete and inaccurate information, and their tools couldn’t help them fix it.

Building for Their Actual Workflow

Instead of forcing the agency to adapt to another off-the-shelf tool, we designed a custom solution around how they actually worked:

• Direct API integration: Connected directly to their competitor’s data source, ensuring client information was always accurate and up-to-date
• Mobile-friendly sign-ups: Sales agents could send SMS messages to potential customers, who could complete the entire sign-up process on their own devices
• Built-in validation: Every piece of client data was verified before the sale progressed, catching errors before they became rejections
• Custom features for their process: Voice recording for client interactions, digital signature capture, automatic contract generation with secure delivery

Empowering the Team with the Right Tools

We built an admin portal that gave leadership visibility and control:

• Real-time reporting and monitoring
• User permissions system with 5 levels of hierarchy
• OAuth login for secure authentication
• Streamlined workflow for registration, validation, and contract management

The Transformation

The Numbers Tell the Story:

• 50%+ increase in closing ratio: More deals closed, fewer rejections
• Substantial monthly cost savings: Eliminated the expensive third-party verification tool entirely
• Near-zero sales rejections: Accurate data validation meant sales stuck
• Faster sales cycle: Streamlined process with mobile sign-ups and automated workflows
• Better team visibility: Leadership could monitor and support the sales process in real-time

The Bigger Impact:

Beyond the metrics, the agency gained something more valuable: confidence in their sales process.

Sales reps stopped dreading rejection notices. Leadership could finally trust their numbers. The energy that was being drained by constant firefighting got redirected toward actually growing the business.

Instead of paying thousands monthly to patch a broken process, they now had a system purpose-built for their needs—one that grows with them rather than holding them back.

What Made This Work

Focusing on Outcomes, Not Tools

This wasn’t about implementing specific technology. It was about understanding what the agency actually needed to succeed and building exactly that.

Starting Where They Were

We didn’t force a complete operational overhaul. The new system integrated with their existing processes and competitor’s data, meeting them where they were while solving their core problems.

Building for Real Humans

Every feature was designed around how people actually work—from sales reps in the field sending SMS sign-ups to leadership monitoring performance from the office.

Sustainability at the Core

When hosting situations changed, we seamlessly migrated everything to ensure uninterrupted service. The system continues to run smoothly, delivering value month after month.

💡 Ready to transform your operations with a system built for your actual needs? Let’s talk about what’s possible.