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 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
Data Policy:
1. General
Perspective Unity Ltd respects your online privacy and handles your personal data with care. It is responsible for the use of the personal information that is collected by way of this website, and takes all measures necessary to ensure the safety of that use of the personal data. The personal data are processed in accordance with the Regulation (EU) 2016/679, the General Data Protection Regulation and the Bulgarian Law of personal data protection.
When you send a quote through this website, we will ask you to provide personal information. When you request our service, you agree that Perspective Unity Ltd collects and registers the personal information that you provide.
Perspective Unity Ltd indicates clearly what information is essential in order to access the services and it will use the information to sign a civil contract and deliver the services you request by it. We will not process any personal data for anything except providing our services by signing a contract with you.
In this privacy statement we explain what personal data we collect from you and what we process.
We recommend that you read this information carefully, so that you know the purposes for which Perspective Unity Ltd uses your data. This privacy statement further explains your privacy rights and the way you can exercise them.
2. Data we collect
By using our website we collect minimum personal data to process as personal data administrator in accordance with the EU GDPR and process the following data about you:
I. Information you provide yourself:
- forms: filled out by you
- content: of correspondence with us
- information: of correspondence with us
The information you give us may include your name, address, e-mail address, company, phone number and comments.
II. Information we may automatically collect if you visit our website and provide this consent:
- technical: information, including IP address, login information, browser type & version
- information: about your visit cookies and other technologies
We may receive information about you if you use any of the other websites operated by Perspective Unity Ltd or the other information services we provide (communication updates by email, such as newsletters or video flashes). In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this website. Your personal data is only passed on to third parties where you have given your consent. Your personal data may be processed by employees of Perspective Unity Ltd that are explicitly authorized as personal data processors by the personal data administrator.
Finally, information collected on our site may be stored and processed into anonymous statistics or log files for internal use, such as traffic and profile analysis.
3. Your rights
In accordance with the General Data Protection Regulation and the Bulgarian Law of personal data protection, you have the right to request information about our use of your information or opt out of certain uses.
Your rights as a personal data subject can be exercised by requesting them on email [email protected]. All personal data requests are handled by the manager of Perspective Unity Ltd – Kristian Ivanov Bobokov. Your rights as a personal data subject includes:
1. When Perspective Unity Ltd asks for your consent to process your personal data, you can at any time decide to withdraw that consent, without making the previous process of data unlawful. You may exercise your rights at any time by contacting us on [email protected]
2. Requesting a copy of the personal data held by Perspective Unity Ltd about you, the purpose of the processing and information regarding the recipients of the personal information. We will require proof of identity before fulfilling such requests.
3. Requesting rectification or updating of incorrect data and erasure or restriction of some or all of your personal data.
4. Object to the processing of your personal data or the right to transmit those data.
5. The right to lodge a complaint with the supervisory authority, which in our case is the Bulgarian Commission for Personal Data Protection.
6.The right of the personal data subject not to be the subject of solutions based solely on automated processing, including profiling.
4. Retention of your data
Your personal data is kept in our data computer databases only for as long as it is necessary for the purposes for which it was collected, but no longerthan 5 /five/ years.
We will retain and use your personal data for as long as reasonably necessary to provide our services to you, while your contract is active, and to comply with our legal obligations, resolve disputes, and enforce our agreements, but no longer than 5 /five/ years.
5. Data transfer outside EEA
Your personal data can be stored and processed in any country where Perspective Unity Ltd has members.
6. Changes to the privacy policy
Any material changes we may make to our privacy policy in the future will be posted on this page prior to the change becoming effective. We encourage you to review this privacy policy often to stay informed of changes or updates that may affect you, as your continued use of the website signifies your continuing consent to be bound by this privacy policy.
7. Contact
If you have any questions, you would like to receive more information, or you would like to exercise one of your rights, you can contact Perspective Unity Ltd and its manager - the person that is handling the personal data – Kristian Bobokov in any of the following ways:
- by email: [email protected]
- by post to address: Perspective Unity Ltd, Rikardo Vakarini Str, N8, fl.1, office 3, PC-1404