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360° digital agency

Digital agency: systematized production, with quotes in 5 minutes

Nematis is a digital agency that has been based near Perpignan, in southern France, for twenty years: websites, SEO, online advertising and social media, for clients in more than a hundred lines of business, including many tourism companies. Its four teams systematized their production with Notion and HubSpot.

1 · Context

Nematis supports its clients’ online growth as a 360° partner: website design, SEO, online advertising and social media.

With twenty years of experience, the agency runs a large volume of projects in parallel, split across four teams: Factory, Maintenance, Ads and SEO.

In a phase of strong growth, it needed to take on more projects without weighing down its operations. The goal was to make Notion the reliable operational foundation connecting sales, production, marketing and financial tracking.

2 · Challenge

The brief at a glance

  • Systematize web production
  • Enter the brief only once
  • Create the project at signing
  • Separate margin from media spend
  • See each consultant’s workload

Building a website passed through many hands (design, development, content, SEO) with no common milestones or shared process. Each team tracked its projects its own way.

Notion was neither clear nor complete enough for day-to-day management: the teams still relied on Excel and Google Sheets. The client brief was re-entered from one tool to the next, leading to inconsistent information and a less responsive client relationship.

Budget tracking did not clearly separate agency fees from actual media spend, and managers lacked a precise view of each consultant’s workload to anticipate hiring.

3 · Roadmap

  1. 1

    Audit of the existing setup

    An audit of the existing Notion architecture to identify structural problems, duplicate workflows and operational blind spots.

  2. 2

    Project management along the client lifecycle

    Each website moves at the client’s pace, from signing to maintenance: at every stage, its milestones, tasks, handoffs between specialists and reminders are set automatically.

  3. 3

    A brief entered only once

    The brief is centralized from the start: each specialist reads it in their own view, with no double entry.

  4. 4

    From signed quote to project

    The flow between HubSpot and Notion is automated: when the quote is signed, the project is created with its tasks.

  5. 5

    Unified advertising and budgets

    The Google Ads and Meta Ads databases merge into a single system, and calculations separate the agency’s margin from actual media spend.

  6. 6

    Dashboards and reminders

    Dashboards for team leads, from the big picture down to the details of execution, and automatic reminders for 30-, 60- and 90-day client reviews.

  7. 7

    Training and autonomy

    Tailored training sessions, so the teams understand the system and evolve it on their own.

4 · The transformation

Before

  • Building a website passes through many hands, with no common milestones or shared process.
  • The client brief is re-entered across Notion, Excel and Google Sheets.
  • Creating a quote and its project takes between 45 minutes and an hour.
  • Client tickets are handled case by case, with no process shared across teams.
  • Managers see neither each consultant’s workload nor upcoming client deadlines.

After

  • A quote and its project are ready in 5 minutes instead of 45 to 60: the project is created in Notion as soon as the deal is signed in HubSpot.
  • The brief is written once and read by every specialist: zero double entry.
  • Client tickets are handled with 50% more responsiveness, through a process shared by every team.
  • Agency margin and media spend are separated by calculation: more accurate budget tracking.
  • Each consultant’s workload is visible in real time, and 30-, 60- and 90-day client reviews are scheduled automatically.
Creating a quote and getting it signed used to take between 45 minutes and an hour. Now it’s done in 5 minutes… It’s really huge. And it removes any possibility of error, which is even bigger.
Antoine GuergnonHead of Production, Nematis

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