In order to grow, Simple Machines Marketing Agency needed to find a way to speed up the client reporting process and automate the time-consuming aspects of monthly reporting.
Case Study | Feb 17
Kiera Abbamonte on February 5, 2021 (last modified on February 10, 2021) • 7 minute read
Today’s marketplace favors businesses that can move fast, stay nimble, and leverage data to hone in on the most effective ways to sell their products and services. For agencies trying to keep pace with clients in complex industries, facilitating real-time data and alignment with clients makes for a challenging reporting environment.
That’s the situation Weidert Group (Weidert) was in before they found Databox. An inbound marketing agency catering to clients in complex industries, Weidert needed a reporting solution that was up to agency-usage—one that allowed them to access data in real-time.
To learn more about how Weidert uses Databox to create more value for their clients, we talked with Frank Isca, strategist at Weidert, and Reid Trier, a consultant at Weidert.
Databox has been huge for advancing inbound marketing programs for all my clients,” Reid said, “allowing us to track everything we need in either a single databoard or several that we define.
“Our mission is to do everything in our power to transform and profitably grow clients’ businesses,” Reid and Frank told us, “and a big part of that is how we leverage data to make data-driven decisions. Databox has helped us harvest these insights in real-time and in a visual way for our clients to see the value we’re providing.”
Prior to implementing Databox, the Weidert team was spending hours every month pulling data from various sources into a cohesive monthly report for each client. Their reporting process was manual, time-consuming, and—worst of all—delayed.
That built-in feedback delay put a hard cap on how flexible and nimble they could be as an agency. In other words, it limited the value Frank, Reid, and the team could create for their clients.
Here are the challenges Weidert faced:
“It was a lot of pulling manual screenshots and putting them into a Powerpoint deck and also grabbing things from Google Analytics, Search Console, and other platforms,” Frank said. “It was very laborious. It took us a lot of time, and it wasn’t a good use of our clients’ budgets and our support time.”
Reid added, “Pulling in all this data from different sources into a cohesive report took 3, maybe 4+ hours at the end of the month. It was a lot of manual work.”
Without Databox, they said, “we’d still be doing manual reports with static screenshots, which was a very time-intensive process. This also led to delayed insights and reports that our clients didn’t find value in.”
As Reid explained it, they thought “There has to be a better way to do this—to get automated insights in a single location and give clients easy access to their program performance.”
“I had a recent case where I built the initial databoards for a client—and come to find out, they didn’t necessarily care about all the metrics on those boards,” Reid explained. “[Databox] allowed us to go back and refine our KPIs so that we only showed them metrics that mattered.
Once the Weidert team found Databox, their whole reporting reality changed.
“When we found out that Databox could make this more real-time and pull in data-points from different platforms into one view and easily share that with clients, it was a big, welcome change,” Frank said.
They connected Google AdSense, Google Sheets, HubSpot Marketing, Google Analytics, QuickBooks, Facebook Ads, LinkedIn Ads, Instagram Business, Wistia, Google My Business, Jira, Facebook Pages, Google Search Console, YouTube, Google Ads, Twitter, HubSpot CRM.
“We check the dashboards regularly,” Reid noted, “and if we see that we’re not on track to reach our goals, we dig deeper into the reasons why.”
Here are the solutions Weidert found with Databox:
“We’ve made a lot of progress this year in establishing some core Databoards that we use across the team,” Frank told us. “That has made setting up new clients very efficient. We pull some of those core Databoards that we know we’re going to use and then we customize from there.”
“Making a point to check in on data more frequently really allows us to be agile in how we function. Being an agile agency, that’s important,” Reid explained, “and Databox really aligns with that with those real-time reports. Being able to have visibility every day versus once a month or once a quarter makes a big difference with clients.”
“The possibilities are endless in terms of what you can include,” Reid said. “You can get extremely granular if you want to or you can look at 10,000-foot metrics. Query Builder allows us to get granular with paid ads and track very specific metrics.”
Since implementing Databox, Reid and Frank have seen a shift in how the team spends their time—and a matching shift in the value they’re able to create for clients. Less time spent on manual reporting means they can use more of their billable hours to actually work on client campaigns.
With less time spent looking backward at old data, they’re able to make better data-driven decisions about client programs. Plus, Frank notes that the real-time data, along with the ability to easily share it directly with clients, has led to greater engagement from clients and alignment with their team.
Here are the results Weidert saw using Databox:
“With Databox, we’re saving on average 3 hours per month for the end of month reporting for each client,” they said. “This is huge not only for maximizing our clients’ budgets but also for our team’s capacity, and for turnaround time on these reports.”
“When we started using something real-time that we could refer to on client calls,” Frank explained, “clients got more engaged and got more value out of that reporting. That was a big, welcome change, knowing that they were actually paying attention to it.”
Databox has “allowed for ongoing conversations with clients around metrics. The client is on top of the information in real-time, which has helped advance the conversation on their inbound performance.”
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