Introduction
Aroma Cafetero is a Colombian company with eight years of experience and more than 15,000 coffee machines installed in organizations. Its commercial operation is supported by 20 sales representatives split into two business lines. Before Vixiees, each representative managed their workflow using their own WhatsApp and Excel: there was no central system nor any way of knowing, beyond what each person reported, what was happening with each client.
The real problem: asking for the mobile phone to know what was happening
Yuly Paulin Moná, Commercial Director, knew every representative by name. What she couldn't know was what was happening in each conversation. To audit someone's performance, the only solution was physical.
To know how a representative was serving the customer, I had to tell them: lend me your cell phone to review your interactions. I mean, literally, it was like that.
At 2 p.m., a representative could say that they had already managed all their clients. There was no way to verify it. Management depended on the criteria of each person, not on a system.
How Aroma Cafetero digitized the process they already had
Yuly found Vixiees through an ad, scheduled a session, and immediately recognized what they needed.
What it offered precisely solved our pain points.
They didn't redesign the commercial process: they used Vixiees to digitalize the one they already had, and the adoption curve was short. The team kept selling the same way. What changed was that, for the first time, someone could see how each representative was doing it.
From guessing to measuring: the results
Indicator | Before | After |
|---|---|---|
Follow-up | Individual WhatsApp + Excel per representative | Centralized conversations on Vixiees |
Visibility | Zero, auditing required asking for the cell phone | Full traceability in real-time |
Conversion | Very low rate, no benchmark | ×4 in closing rate |
Growth | Dependent on lead volume | +18% as a company, with fewer leads |
We came from a very low conversion rate. We have already managed to multiply it by 4. Today we need fewer leads to reach the number. That tells me that we are more efficient.
Economic impact
The change is noticeable in two places at once: in the closing rate and in the team's efficiency. Aroma Cafetero multiplied its conversion by 4 and, as a company, grew 18% annually with fewer leads than before, not with more investment in acquisition. With 20 representatives split into two business lines, having 100% of the conversations centralized on Vixiees means that no customer is lost due to relying on the memory or criteria of a specific person. Before, verifying a representative's performance involved asking for their mobile; now that visibility is continuous and does not depend on anyone lending anything. For a company with eight years in the market and more than 15,000 machines installed, that leap in traceability is what turns a consolidated commercial operation into a measurable operation.
Key success factors
Digitization of the existing process, without redesigning it from scratch.
100% centralized conversations in a single system, without depending on each representative's mobile phone.
Standardized and measurable management, instead of being left to individual criteria.
Total visibility over 20 representatives and two business lines from a single place.
Sustained growth with fewer leads, due to greater team efficiency.
Closing
Aroma Cafetero did not have a lead problem. It had a visibility problem. Today, the follow-up does not depend on the memory or honesty of each salesperson: it depends on the system. No customer is forgotten.
In one sentence
We no longer have to guess. It's on Vixiees. The guesswork indicator decreased.
Do you know exactly what conversations your team is having today?
Book your Strategic Meeting with the Vixiees team and let's find out together.
