Caetano Mobility didn't have a process problem. It had an execution problem.
How Caetano Mobility, the flexible car leasing brand of the Caetano Group, went from a CRM where each salesperson decided what to do to an industrialized sales process, with sales reps who now close twice as many deals.
15 → 30 contracts per salesperson · 0 uncontacted leads · Implementation in less than a month
Data reported by Caetano Mobility. Period: 2025–2026.
Before
Caetano Mobility was born with the freedom of a startup to define its processes from scratch, but it inherited the group's CRM, Zoho. And along with it, the same problems the group was already experiencing in its dealerships.
Sales reps worked with lists of leads and tasks without any prioritization: each one decided who to call and when. A task could be marked as completed without leaving any trace that the call had been made or the WhatsApp message sent. Inbound calls and messages weren't even logged as leads. And the operations manager spent a good part of his time trying to get the team to follow the process.
The clearest sign came via email.
“I started looking for a system that would complement my CRM because I was fed up with receiving emails from customers saying, ‘Hey, I asked for information and nobody has called me.’ Every time I got one of those, it hurt. It hurt for the customer, and it hurt for the business.”
The change
Ricardo was looking for a solution that his team could implement independently, without consulting firms or lengthy projects. With Vixiees, Caetano Mobility was up and running in less than a month. The Vixiees team helped with phone numbers and the WhatsApp account, and from there Caetano Mobility configured its own playbooks: stages, follow-up tasks, mandatory calls, number of retries, and lead assignment rules by territory or skills.
Vixiees doesn't replace Zoho: it integrates with it. Everything that happens in Vixiees is synchronized with the CRM, so marketing continues working on campaigns with a 360-degree customer view, while sales execution takes place in Vixiees.
The approach is the same one the group applies in its workshops under the Kaizen continuous improvement methodology.
“What we’ve done with Vixiees is precisely that: we’ve industrialized the sales process, which allows us to scale it and make it easy to onboard new people to the team, with everyone knowing their role and what they need to do.”
With Vixiees, all sales reps follow the same process, and improvements are applied across the entire team at once. For instance, Caetano Mobility increased the number of call attempts per lead from 5 to 10.
“What we see is that the conversion rate difference between calling a customer five times versus calling them ten times is higher.”
The results
Today, not a single customer is left uncalled. Furthermore, Vixiees revealed that conversion wasn't being measured accurately before, because calls, WhatsApp messages, and emails that didn't go through the CRM weren't tracked. That's why Caetano Mobility now measures contracts closed per salesperson.
Before | After | |
|---|---|---|
Contracts per salesperson | 15 | Up to 30 |
Daily agenda | Each rep picked from a list | “Next task” button based on playbook priorities |
Activity tracking | Tasks closed without a trace | Every call, WhatsApp message, and attempt is logged |
Inbound calls and WhatsApps | Weren't registered | Every contact enters as a lead |
Sales Director | Chasing reps to make calls | Analyzes all monthly calls with AI and creates action plans per rep |
Risk Assessment Team | Documentation via email | Tasks in Vixiees with execution SLAs |
“I can honestly tell you, it's been a long time since I received an email or a review from a customer complaining that we hadn't contacted them.”
The next step is Portugal. Caetano Mobility plans to replicate its sales process by cloning the playbook from Spain, without setting up a new system.
“In one week, we're going to have the exact same sales process we have in Spain replicated for Portugal.”
In a nutshell
“If I were our competitor, I’d tell you not to try it. I’m completely sure about that.”
— Ricardo Ruiz de Adana, Marketing Director, Caetano Group
Does your team have the process but struggle with execution? Book your strategy session at vixiees.com
