From 24-Hour to 8-Hour Response Time for a Healthcare Residence Manager

As a newly founded company, NotreMaison managed all of its records — prospects, buildings, rental processes — in Excel files. It was the only system in place since day one, and it quickly hit its limits as the volume of files grew.

The lack of structure carried concrete consequences: several hours lost each week re-entering data from one file to another, data-entry errors, missed deadlines, and almost no visibility on performance indicators. There was no way to see at a glance where a file stood or how the business was performing.

The problem wasn't a broken tool — it was the absence of a system built for the job. Excel was never designed to centralize a team's information, track a rental pipeline, or provide reliable dashboards. As long as the company relied on it, every new file added administrative weight instead of removing it.

Phase 1 — Process mapping: We started by mapping the full journey of a file, from a prospect's first inquiry to the proposal sent. The goal was to pinpoint where time was being lost and what needed to be centralized.

Phase 2 — Pipedrive architecture: We set up Pipedrive as the central CRM, built around NotreMaison's rental process. Every file, prospect, and stage now lives there, with a clear pipeline view for the whole team.

Phase 3 — Automation & integration: We connected Make to the website and advertising campaigns to automatically create prospect records in the CRM, with no manual entry. We also automated the generation of proposals sent to potential clients.

Phase 4 — Dashboards & adoption: We built dashboards fed in real time from the CRM, eliminating manual updates. Team adoption was fast: Pipedrive is easy to learn and reliable, which made the transition smooth.

Stack: Pipedrive (CRM) + Make + website integration + advertising campaigns

Timeline: ~3 months, with the first results visible within the first 45 days.