Listen - A complete Salesforce solution

Listen managed its sales operations using multiple scattered Excel files: tracking customer quotes, managing orders, planning invoicing, and documents scattered across emails and shared folders. This fragmentation made it difficult to track opportunities holistically, coordinate between sales and operations teams, and manage the company’s finances.

Listen was looking for a solution to centralize its entire sales process—from the initial client briefing through proposals, order confirmations, and order intake tracking, all the way to final invoicing. The company also wanted to automate its invoicing through automatic transaction generation, PDF invoice creation, and the management of approval workflows and payment reminders.

Another major challenge was integrating time tracking. Listen wanted to connect Salesforce with a time-tracking tool to track services by project and phase, without requiring Salesforce licenses for all employees. Finally, improving sales forecasting was a priority: having a clear view of forecasts by customer and by period, with the ability to compare forecasts to actual results via consolidated dashboards, enabling effective management of sales and financial activities.

Yelido has deployed a comprehensive, custom CRM solution based on Salesforce, structured around several key modules.

Billing module
The billing module enables end-to-end management of the billing cycle. Billing accounts and roles allow for the precise definition of invoice recipients and associated terms, such as payment terms, VAT rates, and discounts. When an order is activated, billing transactions are automatically generated with amounts and target dates calculated based on the parameters defined in the order.
PDF invoices are generated using custom templates, with the option to send them directly to the customer from Salesforce. An approval process tailored to Listen’s specific needs has been implemented to validate each invoice before it is sent. The system also includes automated payment reminders: when an invoice remains unpaid past the due date, an email is automatically sent to the client and an internal request is created to ensure follow-up. Finally, an accounting export in CSV format allows for the integration of billing data with the company’s accounting software.

Timetrack integration

Integration with Timetrack is a central component of the solution. This time-tracking application offers a simple and fast interface that allows employees to log their hours with just two clicks, without needing a Salesforce license. The integration ensures two-way synchronization between the two platforms.

Customer information is automatically transferred from Salesforce to Timetrack. When an opportunity is created in Salesforce, a project and an “opportunity” tracker are automatically created in Timetrack, allowing time spent on the sales phase to be recorded. When an opportunity is closed as won, trackers corresponding to the various operational phases of the project are automatically generated. At regular intervals, the time logged by employees is consolidated and reported back to Salesforce, enabling precise tracking of project budget utilization and automatic adjustment of forecast amounts for future periods.

Forecast management

The forecasting module enables Listen to effectively manage its sales activity. A monthly breakdown system has been implemented to account for seasonal fluctuations in activity. This monthly activity percentage, defined by Listen, applies to all clients and enables a realistic distribution of annual forecasts.

Continuous improvements
In addition to the core modules, a budget has been allocated for ongoing improvements to the platform. This includes optimizing operational dashboards to improve the readability of key metrics, making interface adjustments to enhance the user experience, and implementing additional automations identified throughout the project. The project still evolves today with Yelido, to fit the evolving needs of Listen.

Implementing this solution has enabled Listen to centralize all of its sales information within a single platform, from lead generation to invoicing. Teams now save a significant amount of time thanks to the automation of repetitive tasks such as generating invoices, sending payment reminders, and creating projects in Timetrack.

Integration with Timetrack has also optimized licensing costs: operational staff can log their time without needing a Salesforce license, while automatically feeding project tracking data into the CRM. Financial visibility has improved considerably thanks to real-time tracking of forecasts, invoicing, and profitability by project.

Traceability of communications and approvals is now complete, with a detailed history of each case. Finally, coordination between sales and operational teams has become smoother, with each team having access to information relevant to its activities.