A hybrid report / case study about how HDMZ uses AffinityLive

1. DIGITAL MARKETING +
WEB DEVELOPMENT
HDMZ CASE STUDY
ON PROJECTS

2. PSA overview
p.
3
4-7
8-12
13-14 The other PSA products
HDMZ: working smarter
HDMZ’s Project Management
- The four products and their pricing
- The digital marketing agency’s pains around integration, transparency, and
adoption.
- PM: How Janice can deliver projects on time and on budget. Set up a project with
Gantt chart, track live profitability, and resource forecast.
- Team Member: How David can quickly get in to see what he needs to do and log
time against it.
- VP of OPS: How Rebecca can easily view time logged and invoice against it
- CRM, Services, & Retainers
15 Additional Resources
- Getting Started Guide, Case Studies, YouTube Channel
WHAT’S IN HERE.

3. ALL-IN-ONE
PROFESSIONAL SERVICES
PSA
CRM: relational selling automation
PROJECTS: project management work - websites &
implementations
RETAINERS: recurring work and billing for contracts and services
SERVICES: ticket tracking and ad hoc work billing
PLUS
$39
/user/month
PREMIUM
$79
/user/month
PLUS
$19
/user
/month
/product
PREMIUM
$39
MIX & MATCH
THE DIFFERENT PRODUCTS
RETAINERSCRM PROJECTS SERVICE
quote-to-
project
playbook
time blocks
recurring
tasks
critical path
live profits
gantt planning
if-then
triggers
team inboxauto billing
resolution
workflows
/user
/month
/product
3
sales ROI
www.affinitylive.com/pricingPlans & Pricing

4. 4
HDMZ
Challenge: a system that speaks specifically to
the agency’s needs
Digital marketing for life sciences
biotech, pharmaceutical, and medical devices.
Example work includes:
● New Website: product page (coding,
designing, web app, CMS) for Pluma, a
medical device company working on
HeartPlus - a heart monitoring
implant.
● Marketing Campaign: Email, PPC for
Medtronic

5. 5
SMALL TEAM, QUICKLY GROWING DISPARATE LOCATIONS
Challenge: transparency of who’s doing what
Challenge: daily use adoption and training new hires
USING
OUTLOOK
QUICKBOOKS
email, meetings, contacts
Challenge: true 2-way sync with current
programs
accounting
COLLECTION OF TOOLS
Challenge: shaky integrations taking manual time to hold together
SALESFORCE
MS
PROJECTS
AT TASK
BASECAMP
companies, contacts,
and sales
gantt charts and
assigning work
logging time and
invoice exports
project collaboration and
client communications
2010
8
2011
13
2004
4
2015
40+
Year
# of staff
Go with AffinityLive
Founded
HDMZ
san
francisco
3 remote staff
chicago
12
23
overseas
contractors
3

6. SALES LEADS
%
TIME
PROJ MGMT
PROJ
COLLAB
EMAIL
SUPPORT
CRM
ACCOUNTING
Work Smarter
AFFINITYLIVEOUTLOOK QUICKBOOKS
6
EXPORT

7. Increase cash flow. track all time and invoice faster for it
2-way invoice sync
2-way email
& meeting sync
taskboard
timesheet
7
True two-way sync with Google Apps, Office 365, and Outlook so your
customer interaction- and time- are never missed.
“An employee had a baby. Babies are either late or early - never on time -
so he was off 2 weeks early. Because of the automatic email capture, we
know what projects he was working on, and all the conversations he was
having. “
Instant invoicing to Xero and Quickbooks for projects work means
easier and faster invoicing.
“We exported timesheets from AtTask to MS Access then to
Quickbooks… we kind of built our own billing platform. “
A kanban personal project management board that is like the other
tools your team loves and live by, so your designers and developers
will actually use the system.
“Web developers have a high standard for software and ease of use - they
weren’t using our previous systems because they were cumbersome, so they
just used their own tools.”
10 days
to invoice
2 days
to invoice
$24,000
per project
outstanding invoice
value difference
Captures meetings and emails to remind you what you’ve done Friday
afternoon. Suggested tasks makes logging time automated and not a
rough estimate of of sticky notes.
“People would have to use another system to enter time which was
inefficient and wasteful. High value clients with tight deadlines weren’t
getting their invoices. It hurt and we couldn’t hide it.”

8. P.M., Janice
gantt
planning
live
profitability
team
schedule
8
- Situation: Knowing what your team is actually up to
so you can troubleshoot and manage. Without a
connected system, it’s a month after the fact.
- In AffinityLive: Noticed that David’s task was going
over budgets and about to be delivered late - Janice
can quickly see this from the overview.
- Result: Proactively manage deliverables and budget
- so you are coming out profitable and wowing your
customers.
- Situation: David needed help to complete the task
that is due today, but who should help him?
- In AffinityLive: Saw that Jessica is free today, split
this task between her and David.
- Result: Faster and not letting things drift because of
overload. On time more often.
- Situation: Setting up a project that her team will
actually interact with.
- In AffinityLive: Structure of MS Project with per
staff rates so David’s work will be accurately billed
- Result: Build the foundation which is flexible and
usable in delivery. Build larger projects that can
now bill for time & materials

9. Dev / Design, David
9
taskboard
timesheet
2-way email
& meeting sync
- Situation: On Friday afternoon, David looks at his
calendar and sticky notes to ballpark his billable
time before logging it on a blank spreadsheet.
- In AffinityLive: This timesheet isn’t blank - it has
included items he’s logged from other places as well
as suggestions for logging on tasks, meetings, and
emails.
- Result: Automated accuracy of time logging
increases billable hours and saves David time.
- Situation: David wants to know what he needs to
do and not get bogged down in detail.
- In AffinityLive: Shift tasks (to update Janice),
communicate when he’s starting, and log time
through sending emails/ timer.
- Result: An easy way to daily log time against the
things he’s doing.
- Situation: Blind to the true communication
around project.
- In AffinityLive: Can email Janice or Jessica right
from the task - all further communication will
automatically come back to this task.
- Result: Time logging on even the smallest
collaboration adds up to a lot of lost billable time

10. VP of Ops, Rebecca
10
2-way invoice sync
time
approvals
project
reporting
- Situation: No overview of true project status
because of no integration. “We couldn’t trust the
data because we had to merge the reports together
from different systems and we ran into human
error.”
- In AffinityLive: See a high-level status of projects
by % budgets on time, and true activity around
them.
- Result: Transparent insight leads to actionable
steps for delivering projects on time and on budget.
- Situation: Are we capturing the true effort of my
team or just a guess? Is it accurate before I invoice
my customers?
- In AffinityLive: See the time logged and the actual
activity that made that time (meetings & emails).
- Result: Faster and more confident invoicing. Can
invoice for time and materials.
- Situation: Exporting excel timesheets from AtTask
and importing into Quickbooks.
- In AffinityLive: One click to sync an invoice to
Quickbooks. Flexible invoicing (such as time &
materials or % of budget).
- Result: Invoicing goes down from 10 days to 2 days.

11. 11
LEARNINGCASE STUDIES
Paul at Graybox keeps
95% of their customers
after their first web
project with Retainers
Leslie at Commerce
Kitchen boosts revenue
by 23% after trading
Basecamp, Zendesk, and
Capsule for an all-in-one
PSA.
READ NOW
KNOW HOW?
Rebecca at HDMZ reduces
invoicing time from 10 to
2 days with integrated time
tracking on projects.
LEARN MORE
PSA IN ACTION
Watch all the products: PSA,
CRM, Projects, Services, &
Retainers. Learn how to log
time and invoice.
A Getting Started Guide to
help you understand
AffinityLive and get set up.
GET STARTED
You’re not alone. We have
various setup & training
programs to help you
succeed.
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Resources