$36k a year of rep time back from automatic follow-up tracking
Documents + activity → organize, track, prompt → follow-ups reps actually act on
Five reps managed more vendor relationships than anyone could keep track of. Status lived in memory and scattered notes, so follow-ups got missed. Each rep lost about an hour a day just working out where things stood. We built a system that tracks every relationship, prompts the rep when a follow-up is due, and turns their product documents into something searchable. That hour a day is the deliverable.
What it's worth
Rep time back
- Sales reps
- 5
- Time lost per rep per day
- ~1 hr
- Team hours back per day
- 5 hrs
- Working days per year
- 240
- Hours back per year
- 1,200 hrs
- Rep cost
- $30 / hr
- per year
- $36,000
How this was calculated — every assumption
- Five reps each losing about an hour a day to tracking and searching, per the client's estimate.
- Rep time is costed at $30/hour, at the low end of a loaded rep cost.
- 240 working days a year, allowing for holiday.
- Only recovered time is counted here. The follow-ups that stopped slipping are worth more, since a missed follow-up costs a deal rather than a minute. There is no measured figure, so it is left out.
Results at a glance
- ~$36,000 a year in rep time back
- 1,200 hours a year returned across the team
- Follow-ups stopped slipping once the system prompted them
- Product documents became searchable
- One place to check instead of dozens of scattered notes
The problem
Reps managed more vendor and contact relationships than anyone could track reliably. Status lived only in memory and scattered notes, so follow-ups got missed. The product documents the team relied on were not organized or searchable. Each rep burned roughly an hour a day just piecing together where things stood.
What was built
Follow-up tracking
Watches the status of every relationship and prompts a rep when a follow-up is due. Nothing depends on someone remembering.
Searchable documents
Turns static files into something the whole team can search and ask questions of.
Built into the platform
Everything lives inside the tools the team already uses. A tracking system in its own separate tab is one nobody updates.
How the approach worked
The same pattern as every other project: less manual tracking and searching, more time on the work that matters. Get the information out of wherever it is stuck and put it in front of the person who can act on it, inside the tool they already have open.
The results
Follow-ups stopped slipping once status became visible and prompted. Static documents became searchable. The team got back roughly 1,200 hours a year, about $36,000 of rep capacity that had been going to hunting for information.
Tools & technologies
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