Client story · Vital20 × Mister Workflow
From lead to client — and the system moves along automatically
When a lead becomes a client at Vital20, more changes than just a status in ClickUp. The client environment, contacts and relationships also need to move on to the next phase. We built a system that handles this automatically.
← All case studiesThe challenge
As soon as a lead becomes a client, several things need to happen at Vital20. The lead becomes an account, existing contacts must be kept, and a new environment needs to be set up for what comes next.
That can be done by hand. But why would anyone repeat the same steps every time, when the system already knows something has changed?
One change sets the system in motion
We designed the transition from Lead → Account as a single event. As soon as a lead becomes a client, the system automatically builds out the next phase.
Lead becomes a client
Lead becomes an Account
Change task type · Carry over contacts
Set up the client environment
List from template · Link account · Link contacts
Ready to start working for the client
Ready to start
The result isn't just less manual work.
Vital20 knows that the same steps are carried out for every new client and that the required structure is put in place.
As soon as a lead becomes a client, everything is ready to start working for that client straight away.
No separate checklist to work through. No doubt about whether every part has been created or linked. The system ensures a consistent transition from sales to the work for the client.
The system follows the business
The technology behind this solution consists of ClickUp, automations and Make. But technology wasn't the starting point.
The starting point was what actually happens in the business: a lead becomes a client.
From there, we determined which parts of the system need to change along with it. At Vital20, that means the right client environment is set up automatically. At another organisation, the same event might create a project, a Miro board, a Moneybird contact or a OneDrive folder.
The exact solution differs. The principle stays the same:
When something changes in your business, your systems should change with it.
That is Build Better Systems.
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