Case Study: RBY Prints, Apparel & Media

A new operations process combined with a virtual assistant was the perfect combination needed to grow the business!


Demario Dailey is the CEO of RBY Prints and was struggling with efficiency, timing, and automation.

The business was using Google Forms for intake. The problem was that Google Forms only allow you to access data through the web browser. Also, there was no way to sort Google Form responses, which makes it difficult to analyze the data or do any type of automation.

Outside of the issues RBY Prints was facing with lead intake, the customer response time to create quotes was slow because Demario was split between doing production tasks, as well as office tasks.

The company also had no process for following up on unpaid quotes, which created potentially over $100,000 in unclaimed revenue.

The Solution

First, we held a VIP systems day, where we helped Demario braindump all his tribal knowledge into processes and turned them into SOP’s that other team members could follow and access from anywhere.

Next, we built RBY Prints a new intake form to collect required lead details to transfer contact info into the Monday.com CRM.

Once the order inquiry form is submitted via the RBY Prints website, the lead path is as follows:

  1. Lead is added to RBY Prints Leads list in the Email Marketing System
  2. A thank you email is sent to new lead from the Email Marketing System
  3. Lead is added as a contact in Monday CRM with a Deal reflecting their requested service
  4. An email is sent to RBY Prints alerting them of the new lead

Once a new lead has submitted their information, they are entered into a multi-day lead nurturing sequence to educate them on the benefits of the service with CTA to book a free consultation.

Within the CRM, Demario and his team now have a centralized place to manage contacts and track all communication to help close deals.

The Results

After Demario did an overhaul and started documenting his operations process, we helped him hire his first virtual assistant to help work through the backlog of unanswered inquiries and unpaid invoices to create more revenue opportunities for the company!

The new operations process combined with a virtual assistant was the perfect combination that Demario needed to help grow his business!

The Process

When Demario first started working with us, he had about no systems in place and really had no idea what to do to get more freedom in his business. The first thing we helped Demario create was documentation and processes to help offload some of his tribal knowledge into a knowledge management system that his whole team can access.  Next, we got Demario started with a CRM to help with the visibility in his business.

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