How a Growing Payroll Firm Turned Scattered Information into a Connected System

Revlet built a connected business system around RPM Payroll to centralize information, streamline processes, and improve visibility across the business.

When Growth Gets Complicated

For RPM Payroll, the issue wasn’t that they were struggling to grow. It was that they were growing at a pace their systems couldn’t keep up with.

Founded in 2019, RPM Payroll built a successful and growing business by focusing on payroll, HR, and workforce solutions centered around exceptional service and strong client relationships. The challenge was that the systems supporting that growth hadn't evolved at the same pace.

Customer information lived across spreadsheets, documents, and email inboxes, leaving employees to search for information every time they needed to work with a client. Sales, billing, reporting, and customer communication each relied on different processes, making it harder to keep information consistent, maintain a clear view of the business, and deliver the level of service RPM expected.

They lacked a clear picture of how the business was operating and where their processes were creating problems. It became apparent that the way they were working needed a change. However, how that change would occur was up for debate.

Moving Forward

 Like many businesses, RPM had hesitations about changing the systems they had always relied on. They had to consider which software was right for them, who would handle the implementation and training, and whether the investment would actually fit the way their business operated.

This is when they decided to partner with Revlet.

Rather than simply recommending software that is cut and pasted from one business to another, Revlet’s goal is to build custom solutions around the way each business operates. Using our O.M.G. framework, we: 

• Analyzed their existing business processes

• Learned how they operated day to day

• Identified where information was getting stuck

• Built a system in HubSpot tailored to their specific needs
  
  

Building the Solution

For a growing business, making major changes all at once can sometimes create just as much disruption as the problems you’re trying to solve. Instead, we focused on what would make the biggest difference first and moved through the rest in manageable steps. This allowed RPM to avoid taking on the full cost, time, and complexity of implementing everything at once.

We balanced two pieces first:

1) Understanding the first interaction with a prospect through client onboarding, billing, service, and commissions.

2) How leadership measured the health of the business. 

This helped us identify where information was getting lost, duplicated, or stuck. From there, we could design a system around RPMs needs, with HubSpot connecting those pieces.

Piece by Piece

With clear priorities and alignment, we began to chip away at existing bottlenecks and build processes and systems that could sustain growth long term while maintaining the quality of service that was expected.

Client Communication

• Gave the team one shared place to find information and a clearer view of each client relationship.

• Centralized emails, call notes, meetings, follow-up tasks, and client requests within a single client record.

• Connected quotes, invoices, payment tracking, and billing history in one place. 

• Simplified recurring processes and gave the team a clearer view of each client's financial history.

• Organized opportunities into a structured pipeline with marketing activity and follow-up connected to the sales process. 

• Made it easier to see where prospects stood and what needed attention throughout the entire sales process.

Commission Tracking

• Replaced spreadsheet-based tracking with a centralized process connecting sales, performance, commission calculations, and payment records. 

• Reduced manual work and made information easier to keep consistent.

Reporting & Visibility

• Connected information across the business through dashboards and reporting.

• Gave leadership a clearer view of business performance and internal operations.

Our goal was to build a connected system around RPM's business that would centralize information and give them greater visibility across their operations. Together, these pieces created a system that supports how RPM works today while encouraging new growth.

Growing With the Business

Now, the team can identify new needs, uncover areas that could work better, and continue to adjust as the business changes. Revlet continues working alongside RPM as a partner, providing coaching, making updates, and helping the team get the most out of the system. That evolution is an ongoing part of RPM's growth.

The Results

Each of these changes addressed an important challenge for RPM. Together, they gave the business internal visibility, a strong operational foundation, and real measurable results.

RPM can now spend less time managing information and more time using it. The systems supporting the business are no longer something the team has to work around. It is something they can rely on.

The Common Denominator

RPM's story reflects a challenge many growing businesses eventually face. Spreadsheets, inboxes, and disconnected processes can work for a while, but over time the business becomes too complex to manage the same way.

That doesn't mean everything needs to change overnight. Sometimes the most effective place to start is with one process, one bottleneck, or one area where the team is losing the most time.

Our goal is to build the right system for where the business is today, while creating room for where it wants to go next.

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