Case Study - Operational Efficiency Through Marketing & Workflow Automation

The Opportunity

Soco Media was thriving on referrals, but operational overhead was increasing. Each new lead meant manual intake, proposal prep, onboarding emails, and internal notifications—all managed by hand.

The goal: systematize lead handling, automate repetitive client tasks, and reduce internal drag without hiring more staff.

Why It Mattered

As a creative agency, Soco Media's value lies in strategy and execution—not admin. But lack of automation was slowing growth and creating inconsistent client experiences.

Key Pain Points:

• Manual lead follow-up and inconsistent response times
• Proposal and contract delivery handled via email threads and templates
• No visibility into lead-to-client conversion stages
• Bottlenecks in internal task handoffs and client communication

We implemented an integrated system that automated both client-facing and internal workflows—connecting the dots across tools and teams.

The Goal

• Automate lead capture, nurturing, and follow-up
• Centralize pipeline and client stages in one CRM
• Use n8n to automate backend tasks and inter-app communication
• Save time and prevent dropped handoffs with smart workflows

Our Process

1. Marketing Automation System

We replaced the manual client response process with:

• Automated email and SMS follow-ups based on lead source and behavior
• Conditional workflows to qualify leads and assign next steps
• Timed reminders and re-engagement sequences for unresponsive prospects

This ensured leads never went cold and responses were always timely and relevant.

2. CRM Pipeline Optimization

We built a custom pipeline with stages from new lead → call booked → proposal sent → client won. Automated task triggers and team assignments kept everything moving:

• Proposal sent? Automatically log the deal, notify the account manager, and set a 3-day follow-up.
• Client signed? Trigger onboarding sequence, file creation, and intro emails.

3. Operational Automation with n8n

To reduce internal friction, we used n8n to connect tools and build automated backend workflows:

• Sync signed contracts (PDF) from HelloSign to Google Drive → notify the team in Slack → create Asana project
• Parse form inputs and auto-fill onboarding documents
• Move deal data into client folders, CRMs, and time-tracking tools automatically

These flows eliminated repetitive admin and sped up internal delivery by over 40%.

From Chaos to Clarity

“We were spending hours every week just shuffling info from one place to another. Now our systems do the heavy lifting—leads move faster, clients onboard smoother, and our team can focus on what matters.”
— Soco Media Co-Founder

What’s Next

With foundational automation in place, Soco Media plans to expand its n8n use into recurring report generation, automated campaign monitoring, and client success scoring.

This case shows how creative service firms can scale without friction using lean, connected systems.

See it in Action

Visit Soco Media

What we did