GMSystem - Case Study

Context

GMSystem sells and implements advanced CAD design support systems. The sales cycle for such solutions typically lasts from a few weeks to even several months. Each proposal, prepared individually for every client in PDF format, can cover both implementation and upgrades to newer software versions.

These products involve significant financial investment and long-term impact on design processes. Therefore, each proposal requires not only carefully crafted content but also conscious guidance of the client through successive stages – from initial review of the document to the final “yes” decision.

Challenge

With this type of sales, GMSystem's sales department faced several specific problems:

No certainty whether the proposal even arrived

There were situations where a proposal “got lost” in the inbox - it ended up in spam or was sent to the wrong address. The sales consultant had no way to verify this, other than making more phone calls and sending more emails.

Difficulty choosing the right moment for contact

With long sales cycles and a large number of proposals, it was hard to sense when the client was actually returning to the document and was ready for further discussion. Follow-up was often done “by feel.”

Lack of criteria for prioritizing consultant work

The team couldn't see which sales opportunities were genuinely “alive” and which were stuck. Although all proposals looked similar on the surface, client engagement levels varied significantly.

Limited visibility for managers into proposal quality and team activity

Managers could see the number of sent proposals but had no data on how clients actually worked with them. It was hard to draw conclusions about what works and what needs improvement.

GMSystem therefore needed a tool that would show what happens with a proposal after clicking “send” – and translate that information into concrete actions for sales consultants. 

Solution

GMSystem implemented Sellizer as the standard way to send proposals – the team uses the Outlook plugin, so sending doesn't require changing daily habits.

Key elements of the solution:

Open alerts

The consultant receives a notification when the client opens the proposal. This is a natural signal that it's worth calling or suggesting a meeting exactly when the document is “on the table,” not several days later.

 

Time spent and returns to specific sections

Sellizer shows which pages and sections of the proposal engage the recipient the most and what they return to. This gives consultants a concrete starting point for the conversation.

Open rate monitoring

A proposal not being opened within a certain time signals a potential problem: wrong address, spam, or lack of interest. The team can react quickly instead of waiting for weeks.

Reports for managers

Managers get insight into how many proposals are sent, how many are opened, what the level of content engagement is, and how individual consultants are performing. This makes it easier to draw conclusions and improve proposal standards.

“The system is brilliant - we can see whether the client opened the proposal and what they're doing with it. Previously, nobody knew when and what arrived. Sellizer gives us a real assessment of the client's level of interest and organizes the team's work.”
— GMSystem Team

Results

After implementing Sellizer, the proposal process at GMSystem became more predictable and data-driven. Here are some results that came from integrating the tool into the team's daily work:

Better prioritization of sales consultant work.

The team focuses on those sales opportunities where there is real engagement - returns to the proposal, longer reading of key sections - instead of treating every opportunity with equal potential.

Faster and better-targeted follow-ups

Contact with the client happens at the moment when they are actually working with the proposal. Instead of “just checking in,” there is a conversation grounded in context: the consultant knows that the client was just analyzing, for example, license terms or implementation scope.

No more guessing whether the proposal arrived

Implementation consultants immediately see whether the proposal was opened. There are fewer “empty” actions - multiple checks and emails that add no value.

Better sales management

Reports from Sellizer help managers make decisions: in which areas to improve proposal content and which consultant activities yield the best results.

Who is this scenario for?

This approach is particularly suited for companies that:

• sell training, software, or other high-value solutions,
• operate in a model of multi-stage decisions on the client side (several decision-makers, buying committee),
• send many PDF proposals but currently have no visibility into what happens with them after sending,
• want consultants to rely on concrete signals from client behavior, rather than solely on intuition.

In such cases, Sellizer helps turn “we sent the proposal and we're waiting” into conscious management of the next steps in the sales process.