The Challenge
Hollywood Branded, a Los Angeles-based pop-culture marketing agency, was grappling with a familiar yet high-impact challenge: their B2B sales process was bogged down by manual workflows. The team diligently tracked upcoming Hollywood productions to uncover brand integration opportunities, but time-consuming research and data entry created bottlenecks that limited their ability to scale and respond quickly.
In an industry where timing is everything, high-value deals move fast, and the competition is fierce. Hollywood Branded knew they needed to streamline their lead-to-cash pipeline. Their vision was clear: automate repetitive tasks, eliminate inefficiencies, and empower their sales team to focus on what matters most, strategic partnerships and revenue-generating conversations.
Our Approach
Understanding Their Workflow
Before diving into implementation, we conducted a deep dive discovery to map out Hollywood Branded’s entire sales process, from scouting Hollywood productions and collecting data to crafting personalised pitch decks for potential partners. We engaged with stakeholders at every level, from leadership to frontline team members, to uncover:
- Which manual tasks consumed the most time
- Where automation would deliver the highest ROI
- What an ideal, seamless client experience should look like
Two critical bottlenecks emerged: enriching production data within their CRM and manually transferring that data to generate customised pitch decks.
The result was a comprehensive process action map (see Figure 1), capturing each step of the agency’s end-to-end workflow, from initial opportunity scouting through to finalising partnership agreements. This blueprint became the foundation for targeted automation that aligned with real-world team needs and client expectations.
Figure 1: Client Workflow for Production Opportunities Management
Our approach centred on leveraging automation and AI-powered workflows to streamline the repetitive, manual tasks that didn’t require human touch. By targeting key areas - research, CRM enrichment and the creation of sales assets (in this case, highly personalised pitch decks), we aimed to free up the sales team to focus on what they do best: building relationships, nurturing opportunities, and closing deals. By reducing the lag between identifying an opportunity, crafting a compelling proposal, and booking a call, we created a more agile and responsive sales engine.
Exploring the Tech
To minimise disruption, risk and costs, we implemented a low-code integration approach to seamlessly connect their existing CRM with a set of design and generative AI tools. This meant building custom workflows that integrated three key data sources:
- Existing CRM records
- Publicly available unstructured data sourced from industry sites
- Their own bespoke partnership details
On the AI side, we utilised multiple leading large language models (LLMs), ranging from ChatGPT and Claude to Perplexity and Gemini, to process and structure complex data quickly and accurately, where each LLM provides the best results.
The Solution
Automated Data Enrichment
By integrating cloud-based data extraction with intelligent AI agents, we transformed fragmented, unstructured data into usable insights, automating what was once a labour-intensive research process.
Web Scraping: We used dedicated agents to automatically pull detailed production information from specific public websites into the CRM. This meant that the process of enriching the CRM (in this case, HubSpot) took just 20 seconds from the point of record creation compared to hours of manual work.
AI Processing: We applied multiple large language models to parse and extract actionable metadata, plot summaries, key talent, scheduling details, and genre from unstructured sources. The result: a structured, standardised dataset ready for automated CRM enrichment and downstream sales activation.
This meant the team no longer spent hours researching new productions, they had instant, reliable data at their fingertips.
Bespoke Pitch Decks at the Click of a Button
The next stage was a fully automated, low-code integration linking the CRM to Canva, enabling on-demand generation of 100% custom, branded pitch decks.
The system:
- Automatically selects the right template based on production type
- Combines CRM data, public data, and client-specific information into each deck
- Includes production-specific images sourced by AI Agents crawling the web
- Delivers completed, personalised decks in under 3 minutes, 98% faster than the 60-120 minutes it used to take
With the new workflow (see screenshots below), users activate the “Generate Deck” feature, quickly validate critical data fields, and the system auto-populates the full pitch deck, removing manual entry steps and reducing error rates.
Figure 2: Intuitive HubSpot Interface for Requesting Automated Pitch Decks
The Impact
Time Savings:
The agency saves up to 93 hours per month, which is over two full work weeks previously lost to manual data entry and deck creation.
Speed:
Data enrichment takes just 20 seconds, and pitch decks are generated 98% faster (from 95 minutes avg. down to under 3 minutes).
Sales Velocity:
With faster, completely personalised pitches, the team can target more opportunities and respond quicker, effectively doubling their potential sales activity.
Data Quality:
Automated validation ensures CRM records are accurate and complete, forming a solid foundation for future AI-driven insights and scaling.
What Our Client Says
Client’s Review
“Innovation Visual is a squad of digital wizards who have sprinkled their automation magic all over Hollywood Branded. From mind-blowing custom API integrations to seamless collaboration that keeps our team running like a well-oiled (and supercharged) machine, they’ve turned what used to be time-consuming tasks into effortless workflows. Their ability to connect the dots and make tech feel like second nature is nothing short of impressive. Innovation Visual has been a key partner in helping us streamline and scale. Their expertise enhances our efficiency, making sure our systems work smarter and more effectively as we grow.”
J. Gruszka – Executive Director of Operations
Ready to Work Smarter?
If your team is drowning in manual data entry or juggling disconnected systems, it’s time for a change. Our low-code integrations and AI-driven workflows can unlock hours of productivity, speeding up your sales cycle and freeing your people to focus on revenue-driving activities.
