Marketing Automation & CRM Setup

Centralise customer data, automate workflows and gain actionable insights with tailored CRM configurations and marketing automation—built for New Zealand businesses.

Introduction

Managing leads, customer interactions and campaigns becomes complex as businesses grow. Our Marketing Automation & CRM Setup service centralises your data, automates processes and reveals actionable insights using world‑class platforms like HubSpot, Zoho or custom stacks. Hamilton and Auckland businesses gain a single source of truth, automation that removes busywork and dashboards that guide your next move.

Why CRM & Automation Are Critical for NZ SMEs

Fragmented Data Silos

Many small businesses accumulate data across Google Sheets, Mailchimp lists, Facebook Leads and various booking apps. This fragmentation leads to missed opportunities—no one follows up on that inbound enquiry, or the sales team chases the wrong leads.

Scalability & Consistency

Manual outreach—even with the best intentions—suffers from human error and inconsistent follow‑up. Automation ensures every lead is contacted with the right message at the right time, freeing your team to focus on high‑value activities rather than repetitive tasks.

Enhanced Customer Experience

Personalised, timely interactions—from welcome emails to re‑engagement offers—cultivate trust and loyalty. A customer who feels known and understood is more likely to convert, refer and repurchase.

Data‑Driven Decision‑Making

With real‑time dashboards and custom reports, you can measure lead velocity, pipeline health, campaign ROI and revenue attribution—enabling informed strategy adjustments without waiting weeks for manual reporting.

Our Five‑Phase Implementation Framework

1. Discovery & Platform Selection (Weeks 1–2)

Needs Analysis Workshop: We convene your marketing, sales and customer‑service stakeholders for a 2‑hour session to map current lead sources, sales processes and customer journeys.
Platform Evaluation: Based on factors like budget, feature requirements and existing tools, we recommend the best fit—HubSpot for an all‑in‑one growth suite, Zoho CRM for budget‑conscious customisation or a hybrid stack combining CRM, automation and analytics tools suited to your tech landscape.
Technical & Compliance Assessment: We review your IT infrastructure and privacy needs, ensuring the platform can integrate with your website, email provider, e‑commerce system and any niche New Zealand services. We also vet data‑storage locations to comply with the Privacy Act 2020.

2. Data Migration & Integration (Weeks 2–4)

Data Audit & Cleansing: Before importing, we audit your existing databases—removing duplicates, standardising fields and flagging incomplete records—to ensure a clean dataset that drives reliable automation.
Import & Field Mapping: Contacts, companies, deals, products and custom objects are imported and mapped. We configure custom fields for Kiwi‑specific data points (e.g., NZBN numbers, regional divisions, industry verticals) so you can segment precisely.
Third‑Party Integrations: We connect your CRM to website forms, email & SMS platforms, e‑commerce & billing systems, and calendaring tools to pull in purchase history and appointments for advanced segmentation and revenue attribution.

3. Workflow Design & Automation (Weeks 4–7)

We design and implement the core automated processes that transform raw leads into loyal customers:

Lead Scoring & Qualification: Assign point values to behaviours and firmographics; automatically route high‑score leads to sales or trigger personalised nurture sequences.
Nurture & Drip Campaigns: Multi‑step email/SMS sequences based on lead profile and actions with conditional branching for hyper‑relevant messaging.
Deal & Opportunity Management: Custom pipelines for each service line, automated stage moves and reminders.
Internal Alerts & Notifications: Slack, Teams or email alerts for critical events; task automation for account managers when trials end or contracts approach renewal.
Customer Onboarding & Success Sequences: Automated welcome kits, training materials and quarterly check‑in reminders.

4. Dashboard & Reporting Setup (Weeks 7–9)

Custom Reports & Views: Build dashboards to track KPIs at a glance: new leads per source, MQL‑to‑SQL conversion rate, average deal size, churn rate and campaign performance.
Revenue Attribution Models: Configure first‑touch, last‑touch and multi‑touch attribution reports leveraging integrated e‑commerce data.
Real‑Time Executive Dashboard: Deploy a lightweight portal that updates live—perfect for weekly standups and monthly strategy sessions.
Automated Reporting Emails: Schedule PDF or CSV exports to be sent to stakeholders automatically.

5. Training & Handover (Weeks 9–10)

Hands‑On Workshops: Four 90‑minute training sessions covering CRM navigation, contact management, building simple workflows, interpreting dashboards and best practices for NZ privacy compliance.
Documentation & SOPs: A bespoke operations manual detailing account settings, field definitions, workflow logic, reporting guides and troubleshooting tips.
Post‑Launch Support: Two weeks of hypercare, including daily check‑ins to address questions, tweak workflows and ensure adoption across your team.

Deliverables & Pricing

All packages include one free year of platform user seats (up to 5 users). Additional seats at cost.

Success Story: KiwiFit Gym & Studio

“Before BWD, our membership and class bookings were managed across three platforms—it was a nightmare. Post‑implementation, we saw a 40 % increase in trial‑to‑membership conversions and reduced admin time by 60 %. Our trainers now spend time coaching, not chasing paperwork.”

— Laura S., Operations Director

Lead‑to‑Member Conversion: up from 12 % to 18 % in 60 days
Workflow ROI: every dollar spent on the setup paid back within 3 months via increased conversions
Team Productivity: 60 % reduction in manual tasks

Frequently Asked Questions

Q1: Which CRM platform should I choose?

We evaluate based on your budget, feature needs and existing tools. HubSpot is ideal for an all‑in‑one growth suite; Zoho excels in customisation; a hybrid stack suits specialised workflows—our discovery phase pinpoints the best fit.

Q2: How long does the full setup take?

From kick‑off to handover, the standard timeline is 10 weeks. We can accelerate or extend phases to match your availability and internal resources.

Q3: Can you integrate with niche NZ apps?

Yes. Whether it’s Trade Me API, Xero, MYOB or local calendaring tools, our developers handle custom integrations to ensure seamless data flow.

Q4: What if my team wants to manage the system in‑house afterward?

Our training and SOPs empower your staff to run and tweak the system independently. We also offer ad‑hoc support retainers for ongoing upgrades and new feature builds.

Ready to Transform Your Operations?

Book a free Marketing Automation & CRM consultation and discover how a consolidated, automated system can revolutionise your workflow.

Schedule Your Consultation

Questions? Talk to our Automation Specialist:

Phone: 027 626 7971
Email: info@bwdmedia.co.nz

Empower your team, delight your customers and drive predictable growth—automatically.