DIGITAL MARKETING + WEB DEVELOPMENT

HDMZ CASE STUDY ON PROJECTS

PSA overview

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HDMZ: working smarter

HDMZ’s Project Management

- The four products and their pricing

- The digital marketing agency’s pains around integration, transparency, and adoption.

- PM: How Janice can deliver projects on time and on budget and set up a project with Gantt chart, track live profitability, and resource forecast.

- Team Member: How David can quickly get in to see what he needs to do and log time against it.

- VP of Ops: How Rebecca can easily view time logged and invoice against it

13 Additional Resources- Getting Started Guide, Case Studies, YouTube Channel

WHAT’S IN HERE.

ALL-IN-ONEPROFESSIONAL SERVICES

PSA

CRM: relational selling automation

PROJECTS: project management work - websites &

implementations

RETAINERS: recurring work and billing for contracts and services

SERVICES: ticket tracking and ad hoc work billing

PLUS

$39/user/month

PREMIUM

$79/user/month

PLUS

$19/user

/month/product

PREMIUM

$39

MIX & MATCH

RETAINERSCRM PROJECTS SERVICE

quote-to- project

playbook

time blocks

recurring tasks

critical path

live profits

gantt planning

if-then triggers

team inboxauto billing

resolution workflows

/user/month

/product

3sales ROI

www.affinitylive.com/pricingPlans & Pricing

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HDMZ

Challenge: a system that speaks specifically to the agency’s needs

Digital marketing for life sciencesbiotech, pharmaceutical, and medical devices.

Example work includes:● New Website: product page (coding,

designing, web app, CMS) for Pluma, a medical device company working on HeartPlus - a heart monitoring implant.

● Marketing Campaign: Email, PPC for Medtronic

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SMALL TEAM, QUICKLY GROWING DISPARATE LOCATIONS

Challenge: transparency of who’s doing whatChallenge: daily use adoption and training new hires

USING

OUTLOOK

QUICKBOOKS

email, meetings, contacts

Challenge: true 2-way sync with current programs

accounting

COLLECTION OF TOOLSChallenge: shaky integrations taking manual time to hold together

SALESFORCE

MS PROJECTS

AT TASK

BASECAMP

companies, contacts, and sales

gantt charts and assigning work

logging time and invoice exports

project collaboration and client communications

20108

201113

20044

201540+

Year# of staff

Go with AffinityLiveFounded

HDMZ

san francisco

3 remote staff

chicago

12

23

overseascontractors3

SALES LEADS

%

TIME

PROJ MGMT

PROJ COLLAB

EMAIL

SUPPORT CRM

ACCOUNTING

Work Smarter

AFFINITYLIVEOUTLOOK QUICKBOOKS

6

EXPORT

Increase cash flow. track all time and invoice faster for it

2-way invoice sync

2-way email& meeting sync

taskboard

timesheet

7

True two-way sync with Google Apps, Office 365, and Outlook so your customer interaction- and time- are never missed.

“An employee had a baby. Babies are either late or early - never on time - so he was off 2 weeks early. Because of the automatic email capture, we know what projects he was working on, and all the conversations he was having. “

Instant invoicing to Xero and Quickbooks for projects work means easier and faster invoicing.

“We exported timesheets from AtTask to MS Access then to Quickbooks… we kind of built our own billing platform. “

A kanban personal project management board that is like the other tools your team loves and live by, so your designers and developers will actually use the system.

“Web developers have a high standard for software and ease of use - they weren’t using our previous systems because they were cumbersome, so they just used their own tools.”

10 daysto invoice

2 daysto invoice

$24,000per project outstanding invoice value difference

Captures meetings and emails to remind you what you’ve done Friday afternoon. Suggested tasks makes logging time automated and not a rough estimate of of sticky notes.

“People would have to use another system to enter time which was inefficient and wasteful. High value clients with tight deadlines weren’t getting their invoices. It hurt and we couldn’t hide it.”

PROJECTS

live profitability

gantt planning

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Challenge: New website product page including web app for monitoring heart disease by state. 4 months long

taskboard

timesheet

2-way email& meeting sync 2-way invoice sync

time approvals

team schedule

project reporting

P.M., JaniceWeb dev, David

VP of Ops, Rebecca

P.M., Janice

gantt planning

live profitability

team schedule

9

- Situation: Knowing what your team is actually up to so you can troubleshoot and manage. Without a connected system, it’s a month after the fact.

- In AffinityLive: Noticed that David’s task was going over budgets and about to be delivered late - Janice can quickly see this from the overview.

- Result: Proactively manage deliverables and budget - so you are coming out profitable and wowing your customers.

- Situation: David needed help to complete the task that is due today, but who should help him?

- In AffinityLive: Saw that Jessica is free today, split this task between her and David.

- Result: Faster and not letting things drift because of overload. On time more often.

- Situation: Setting up a project that her team will actually interact with.

- In AffinityLive: Structure of MS Project with per staff rates so David’s work will be accurately billed

- Result: Build the foundation which is flexible and usable in delivery. Build larger projects that can now bill for time & materials

Dev / Design, David

10

taskboard

timesheet

2-way email& meeting sync

- Situation: On Friday afternoon, David looks at his calendar and sticky notes to ballpark his billable time before logging it on a blank spreadsheet.

- In AffinityLive: This timesheet isn’t blank - it has included items he’s logged from other places as well as suggestions for logging on tasks, meetings, and emails.

- Result: Automated accuracy of time logging increases billable hours and saves David time.

- Situation: David wants to know what he needs to do and not get bogged down in detail.

- In AffinityLive: Shift tasks (to update Janice), communicate when he’s starting, and log time through sending emails/ timer.

- Result: An easy way to daily log time against the things he’s doing.

- Situation: Blind to the true communication around project.

- In AffinityLive: Can email Janice or Jessica right from the task - all further communication will automatically come back to this task.

- Result: Time logging on even the smallest collaboration adds up to a lot of lost billable time

VP of Ops, Rebecca

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2-way invoice sync

time approvals

project reporting

- Situation: No overview of true project status because of no integration. “We couldn’t trust the data because we had to merge the reports together from different systems and we ran into human error.”

- In AffinityLive: See a high-level status of projects by % budgets on time, and true activity around them.

- Result: Transparent insight leads to actionable steps for delivering projects on time and on budget.

- Situation: Are we capturing the true effort of my team or just a guess? Is it accurate before I invoice my customers?

- In AffinityLive: See the time logged and the actual activity that made that time (meetings & emails).

- Result: Faster and more confident invoicing. Can invoice for time and materials.

- Situation: Exporting excel timesheets from AtTask and importing into Quickbooks.

- In AffinityLive: One click to sync an invoice to Quickbooks. Flexible invoicing (such as time & materials or % of budget).

- Result: Invoicing goes down from 10 days to 2 days.

All-in-one project mgmt

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gantt planningteam schedule timesheet taskboard live profitability

$450Design

Staff rate $150/hr

Budget5 hours

Start: ThursDue: Fri

2:0003h 00m

invoice

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LEARNINGCASE STUDIES

Paul at Graybox keeps 95% of their customers after their first web project with Retainers

Leslie at Commerce Kitchen boosts revenue by 23% after trading Basecamp, Zendesk, and Capsule for an all-in-one PSA.

READ NOW

KNOW HOW?

Rebecca at HDMZ reduces invoicing time from 10 to 2 days with integrated time tracking on projects.

LEARN MORE

PSA IN ACTION

Watch all the products: PSA, CRM, Projects, Services, & Retainers. Learn how to log time and invoice.

A Getting Started Guide to help you understand AffinityLive and get set up.

GET STARTED

You’re not alone. We have various setup & training programs to help you succeed.

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