The Challenge

As Director of Operations, Leslie Phillips wears many hats, leading ADVISA’s daily business functions and driving efficiency across the company. At the heart of her role is ownership of Salesforce, the backbone of the business, integrating multiple systems and powering everything from sales to payroll. 

But one key piece kept breaking down: activity capture.

“We relied on Einstein Activity Capture for years - but the reliability was very inconsistent. It would work, but then it wouldn't. I got tired of being asked, ‘Why isn’t Salesforce working?’”

ADVISA reached an inflection point. As the company evolved from independent, siloed selling to a model built on cross-functional collaboration, visibility into client communications became mission-critical. New teams were forming, and with them came greater opportunities for members to work together, sharing insights, cross-selling services, and building deeper client relationships.

But the shift exposed a two-fold problem:

First, Einstein Activity Capture’s unreliable syncing meant emails and meetings weren’t consistently associated with the contacts in Salesforce. Without a clear record of interactions, team members struggled to stay aligned, often piecing together conversations from memory or scattered inboxes.

Second, there was no way to track whether newly assigned leads were being contacted because reports cannot be built around EAC data. Leadership couldn’t measure follow-up activity, making it impossible to know if valuable opportunities were being pursued or quietly slipping away.

"Without a consistent, reportable process, valuable leads were slipping through the cracks,"

said Leslie Phillips, Director of Operations. "We had no visibility into whether a consultant had followed up once a lead was assigned."

Einstein’s limitations didn’t stop there. The tool didn’t support attachments, meaning sales reps would send scopes of work that project managers couldn’t access in Salesforce, leading to yet another round of back-and-forth emails.

It was clear the team needed a solution to:

• Automate logging of emails and meetings
• Track engagement at both the lead and account level
• Build accountability dashboards
• Ensure Salesforce data can be trusted as the single source of truth

“I hit a breaking point,” Phillips said. “We needed a third-party tool to bridge Outlook and Salesforce…and actually work.”

The Solution

When ADVISA began its search for a better way to capture and track sales activity, the team didn’t have to look far. After a brief exploration of alternatives, they quickly moved forward with Weflow, a decision that proved transformative.

The trial experience was seamless, and the responsiveness of Weflow’s support team made implementation both fast and painless.

"Onboarding was frictionless," said Leslie Phillips, Director of Operations. "Weflow’s support is outstanding…always pleasant, always helpful, and I hear back the same day."

ADVISA opted for a fully automated setup, allowing Weflow to run quietly in the background without the need for an Outlook add-in. The platform logs activities, requiring no extra steps from the sales team.

"Most of our team doesn’t even know we have Weflow for activity capture," Phillips said. "That was a big attraction for me: I didn’t need them to set it up or learn anything new."

For ADVISA, the value was clear:

• Full automation: No need for reps to log activities manually
• Zero change management: The tool works invisibly in the background
• Reliable attachments and reporting: Email attachments are now seamlessly stored in Salesforce, closing a critical visibility gap. With complete data in place, we can track activity in real time and build dynamic, actionable dashboards.

Accountability Through Automation

Weflow didn’t just solve ADVISA’s activity capture problem, it became the foundation for a new level of sales accountability. Using Weflow’s accurate data, Phillips built custom dashboards in Salesforce that track the last email date and last meeting date for both leads and accounts.

These fields power a series of automated workflows: if a lead hasn’t been contacted within a set timeframe, Salesforce sends a reminder to the consultant of record and notifies our Vice President of Sales for visibility.

"Weflow eliminated the need for our VP to ask, ‘Did you follow up?’" Phillips said. "The system now tracks that automatically, creating a framework that drives accountability across the team.”

The same logic applies to existing accounts. Weflow provides real-time guardrails to ensure consistent engagement with existing clients.

"We track the time since our last email or meeting with a client, and if too much time passes, it appears on a dashboard, prompting us to re-engage.”

Before Weflow, those signals were missing entirely. Now, the data is clean, complete, and trusted.

"Einstein frequently missed activities. Now, we trust the data. It’s been a big mental lift for the team."

The Outcome

Since switching to Weflow, ADVISA has transformed its sales process into a more accountable, data-driven engine for growth.

• Reliable data = real accountability
  ‍With accurate logging, the team can track activity metrics across the entire funnel. Guesswork has been replaced by clarity and ownership.
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• No change management needed
  ‍The tool works invisibly in the background, requiring no onboarding or training for sales reps.
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• Time-saving workflows
  ‍Automated flows alert reps and leadership when follow-up is needed, no more manual checks or reminders.
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• Increased trust across the team
  ‍Perhaps the biggest win: peace of mind.

"You can’t measure the ROI of trust, but we feel it," Phillips said. "The sigh of relief across the team is real."

With Weflow, ADVISA has moved from reactive, ad hoc sales processes to a structured, scalable go-to-market strategy, without adding administrative burden.

"It just works," Phillips said. "The data’s clean, the setup was easy, and we’re no longer debating whether someone sent the email…we know."