How a Digital Agency Increased Conversions with GraftPal

A twelve-person digital marketing agency specialising in paid media and SEO for e-commerce brands was struggling with its new-business process. Before adopting GraftPal, the team relied on a shared spreadsheet, a group email inbox, and a lot of manual copy-pasting. Leads fell through the cracks regularly, and the team estimated they were losing qualified prospects each month simply because no one followed up in time.

Identifying the Problem

The turning point came when the agency's founder tracked response times over a single quarter. The average time between a prospect filling out the website contact form and receiving a reply was several hours. For prospects who came in after business hours or on weekends, the average stretched even further. The founder knew that was costing them business, but the team was already stretched thin delivering client work.

Implementing the Solution

After implementing GraftPal, the agency set up automated acknowledgment emails that fired within minutes of a form submission, along with a lead-routing rule that assigned incoming inquiries to the team member with the lightest current workload. They also created a multi-touch follow-up sequence — an immediate email, a personal video message on day two, and a phone call on day four — that ran automatically until the prospect responded or the sequence completed.

Measurable Results

Within six months, the agency saw significant improvements in both proposal-to-close rate and overall conversion rate from first inquiry to signed contract. The founder attributes the improvement to two factors: speed of first response and consistency of follow-up. With GraftPal handling the routing and reminders, no lead sat idle, and the team could focus on the conversations that mattered rather than chasing down who was supposed to reply to whom.