From manual to automated: OrthoFi’s 103-hour monthly time savings

Background

OrthoFi, a fintech company specializing in orthodontic treatment solutions, wanted to make orthodontic care more accessible. Their marketing team needed better systems to manage leads, automate tasks, and keep data accurate. They brought in Zapman to help.

Challenge

The marketing team struggled with CRM integrations and the increasing amount of manual tasks. A Zapier connection between Calendly and HubSpot had issues, causing inefficiencies and data inaccuracies.

Solution

Zapman implemented several automations to fix these issues and streamline processes. Here are the key automations and their impact:

1. Handle new Calendly bookings
   • Description: Processes new Calendly bookings, updates HubSpot, Salesforce, and notifies the team via Slack.
   • Results: Saves 16.33 hours a month.
2. Send meeting reminders
   • Description: Sends SMS reminders before the meeting, analyzes the response using AI, and answers back accordingly.
   • Results: Saves 28.83 hours a month, reducing no-shows and ensuring timely reminders.
3. Smaller automations
   • Description: Handles tasks like data entry, updates, and notifications.
   • Results: Saves 58.67 hours a month by removing the need to check systems for new updates.

"Our team works out of multiple CRMs to manage leads and accounts. When I realized an agency we worked with previously had set up a Zapier connection between Calendly and HubSpot that I had no oversight into or ability to update, we sent out a plea for help online. Santeri came to the rescue and quickly dove in to help us align our systems and get our automations working properly. After he corrected the integration and everything we needed was syncing (within the week I asked for help!), we decided to use Santeri to automate other processes we were doing manually throughout the month/quarter. He helped us think of many ways we could use Zapier to make our lives easier too. Now we have multiple systems 'talking' to each other (Calendly, Salesforce, HubSpot, Slack, etc.), and working for us to ensure accuracy in our data that saves our team tons of time. Santeri is professional, responsive, quick to start, and gets the job done independently."
- Mandee B - Director of Marketing, OrthoFi Dental Division

Results

By implementing these automations, OrthoFi saves significant time and money. The combined monthly savings of 103.83 hours and a net savings of $1679.20, along with a monthly ROI of 83.96%, highlight the impact of these solutions on OrthoFi's efficiency. These automations have freed up the marketing team to focus on their core mission: providing accessible orthodontic care.