How CloudCache helped a US-based Marketing Agency cut 70% of their marketing manual work using Salesforce Marketing Cloud

A growing US-based SaaS firm needed solutions for its online services. needed scalable solutions for its online operations. While their product offerings and marketing campaigns were performing well on the surface, the internal marketing operations supporting these efforts had not scaled at the same pace. As lead volumes increased, their systems struggled to keep data accurate, timely, and usable for sales.

CloudCache Consulting reviewed their existing marketing tools, CRM setup, data flow, and lead management processes to understand where the breakdowns were occurring. Based on these findings, we designed a carefully analyzed custom CRM and Salesforce Marketing Cloud solution to address their operational gaps. The solution was implemented quickly and delivered strong results through cost reduction and revenue improvement.

About The Company

Our client is a mid-sized SaaS company based in the USA that provides digital marketing services to its customers. Their core offerings include running paid campaigns, managing online webinars, building landing pages, and executing email marketing initiatives.

They deliver these services across multiple industries, including healthcare, marketing, education, and others.

Customer Challenges

At first glance, the client believed they had a lead quality problem. In reality, the issue ran deeper. Their marketing stack had evolved quickly, but without a clear process connecting tools, data, and teams. What should have been a smooth flow from lead capture to sales handoff had turned into daily manual work.Some of their major concerning issues were as follows.

Key issues

Disconnected Lead Sources

Leads were being generated consistently, but not managed through a unified system.

• Data arrived separately from paid ads, landing pages, webinars, and email platforms
• There was no single view of a lead’s complete engagement history
• Manual consolidation was required before sales could follow up

Poor Data Quality and Duplication

As the number of tools increased, CRM data quality declined.

• Missing and inconsistent fields across platforms
• Duplicate records flooding the Salesforce CRM
• Conflicting lead information causing confusion for sales teams

Loss of Sales Visibility

• Sales teams stopped trusting CRM reports
• Pipeline data did not reflect actual opportunities
• Delays in follow-ups resulted in lost sales potential

Solutions

CloudCache Consulting began by analyzing the client’s current systems and workflows. Based on this assessment, we designed a custom Salesforce Marketing Cloud and CRM automation solution aligned with how the business actually operated.

We mapped how a lead should move from the first interaction through qualification and finally to sales handoff. After thorough QA, we implemented the solution along with Marketing Cloud automation.

Key Implementation Steps

Unified Lead Management Framework

To address fragmented lead entry points, we:

• Integrated all lead sources into the CRM using APIs and connectors
• Standardized field mapping across platforms
• Ensured every lead entered a single source of truth

Data Validation and Cleanup Automation

To improve data quality and reliability, we:

• Applied validation rules at the point of entry
• Implemented automated de-duplication logic
• Enforced mandatory fields for sales-ready leads

Intelligent Lead Scoring and Routing

To ensure the right lead reached the right person, we:

• Implemented behavior-based and intent-based lead scoring
• Automated lead assignment by region, interest, and priority
• Triggered workflows for immediate sales ownership

Automated Follow-Ups and Attribution

To remove delays after lead capture, we:

• Automated follow-up emails through Salesforce Marketing Cloud
• Created sales tasks directly inside the CRM
• Tagged campaigns for accurate attribution and reporting

Every lead now arrived complete, validated, and already assigned.

Results

The client experienced measurable improvements across marketing and sales operations, including:

• 70% reduction in manual marketing efforts
• Faster lead response times across all channels
• Improved CRM data integrity with minimal duplication
• Increased sales confidence in pipeline reporting
• Marketing teams shifted focus from data cleanup to growth initiatives

Final Words

CloudCache Consulting helped the client build a system their teams could trust and rely on daily. While Salesforce Marketing Cloud provided the scalability, the real value came from thoughtful system design and close collaboration.

This project succeeded because it was treated as a long-term partnership, not a simple software rollout. Our Salesforce Marketing Cloud consultants spent time understanding how marketing and sales teams worked day to day.

By leveraging our Salesforce professional resources, we delivered a custom solution that supports long-term growth, operational confidence, and alignment between marketing and sales. You can also explore our client reviews on Upwork to learn more about our work and results.