REWORK · CUSTOMER CASE STUDY · SINGAPORE
From Excel
to a CRM that
earns its keep.
to a CRM that
earns its keep.
"How Evit — a Singapore photocopier leasing company — went from scattered spreadsheets to a fully structured sales OS across 2 years and two Rework products."
2 yrs
Rework Customer
340
Accounts in CRM
33
Active deals
S$141K
Pipeline value
5
Sales reps deployed
TEAM
HN
Harry Nguyen
Business Development
FC
Frances
Customer Success (Year 1)
KV
Kevin
CS Lead (Year 2)
Nov 2024 – Present · Singapore
— AGENDA
01
OVERVIEW
Company & Industry Context
Who is Evit — 8-person photocopier leasing team in Singapore and why subscription leasing needs more than Excel.
02
THE MOMENT
Why Now — Turning Point
No budget for enterprise CRM. Rework Workflows as an affordable entry. Then "trash data" surfaced — and the upgrade conversation began.
03
YEAR 1
Built on Rework Workflows
Cold Lead Worksheet, Sales Pipeline, Movement Order, auto-generated proposals, agreements, and MIF datasets.
04
YEAR 2
Upgraded to Rework Sales
Full CRM: 340 accounts, 3-stage pipeline, deal fields, document uploads, and a clean data structure that eliminated the trash.
05
BD TOOLKIT
Selling to Photocopier Leasing Cos.
Key terms, what resonates, and insights for approaching photocopier and equipment leasing businesses in Singapore.
01 — COMPANY OVERVIEW
Evolve IT
Pte Ltd
(Evit)
Pte Ltd
(Evit)
Founded in Singapore, Evit (Evolve IT Pte Ltd) provides photocopier leasing solutions to businesses across the city-state. Their model: flexible leasing terms with a per-page printing consumption charge — making enterprise-grade copiers accessible to SMEs without upfront hardware costs.
With a lean team of 8 — 1 owner, 1 director, 1 IT, 1 admin, and 4 sales reps — every rep carries a full book of active accounts alongside new business targets.
With a lean team of 8 — 1 owner, 1 director, 1 IT, 1 admin, and 4 sales reps — every rep carries a full book of active accounts alongside new business targets.
8
Team members
4
Sales reps
60mo
Typical contract
03
WHY PHOTOCOPIER LEASING NEEDS A PROPER CRM
01 — CONTRACT LIFECYCLE COMPLEXITY
Each machine is a 60-month lease with per-page billing, a serial number, a residual value, and a contract end date. Tracking all of this per customer per machine in Excel means one missed renewal = lost recurring revenue.
02 — MULTIPLE STAKEHOLDERS PER ACCOUNT
Every deal has at least 3 contacts: a Person in Charge, a Finance PIC, and a Site PIC. Miss one and the contract stalls. Without structured fields, this context lives only in individual reps' heads.
03 — COLD OUTREACH IS THE GROWTH ENGINE
Sales reps cold-call target companies, qualify by machine age and brand, and push toward a proposal. Without a lead tracking system, follow-ups fall through and cold database value is wasted.
04 — RENEWAL IS THE REAL BUSINESS
A won deal is just the beginning. 5-year contracts require active account management: meter readings, billing disputes, machine swaps, and proactive renewal before competitors get in.
02 — THE TURNING POINT
Excel was free.
But the data
was trash.
But the data
was trash.
Three forces aligned — a startup with no CRM budget, an affordable Rework entry point, and an owner who realised his team was filling the system with incomplete, unstructured records.
💡
Right Entry Point
Enterprise CRM was too expensive for a lean 8-person team. Rework Workflows offered a structured, affordable starting point — no per-seat CRM pricing, just what they needed to get off Excel.
🗑️
The Trash Problem
"His team kept entering trash into the system." Contacts without phone numbers. Machines without serial numbers. Proposals sent with missing fields. Isaac, the owner, wanted a system that enforced clean data.
🚀
Right Timing
Rework launched its Sales CRM at the end of Year 1. Evit was already a customer, already frustrated, and already looking for a better structure. The consultation led to a same-year upgrade.
04
DECISION — GO-LIVE JOURNEY
00
Pre-Rework — Excel only
Entire sales funnel managed manually in spreadsheets. No pipeline, no structured fields, no document generation.
01
Nov 2024 — Year 1 starts on Rework Workflows
Harry (BD) closes the deal. Frances (CS) onboards and builds: Cold Lead Worksheet, Sales Pipeline, Movement Order, and auto-generated document templates.
02
End of Year 1 — Trash data surfaces
Isaac flags the problem: incomplete contacts, missing machine info, unstructured records. Rework Workflows not enforcing data quality the way they needed.
03
Renewal consultation — Rework Sales introduced
Kevin (CS Lead) handles the renewal. The new CRM platform is introduced. The concept fits perfectly — structured accounts, contacts, deals, and required fields.
🚩
Year 2 — Rework Sales goes live
340 accounts migrated. 5 sales reps active. 33 deals in pipeline. S$141,212 total deal value tracked. Clean data, enforced structure.
03 — YEAR 1 SOLUTION
Built on Rework Workflows & Datasets
Year 1 · Nov 2024
Before a full CRM existed, Frances built a complete sales operating system using Rework's Workflow engine — five interconnected tools covering the entire lead-to-delivery cycle.
🧊
WORKFLOW 1
Cold Lead Worksheet
Structured cold lead intake: company name, PIC, machine brand, years used, machine count, monthly payment, printing charges. SDR-style qualification before a deal is created.
📋
WORKFLOW 2
Sales Pipeline
7-stage kanban: Potential Lead → Send Proposal → Obtain Info → Sign Agreement → Submit for Leasing → Issue MO → First Payment. Fields unlock per stage.
🚚
WORKFLOW 3
Movement Order
Post-close delivery tracking: Drafted MO → Send to Dage → Update MIF list → MO Completed. Machine delivery date, address, postal code, staircase, network setup all logged.
📄
PRINT TEMPLATES
Auto-Generated Docs
Proposal, Sales Agreement, Service Agreement, and MO auto-populated from deal fields. No manual Word editing — one click generates the correct document with the client's data.
🗄️
DATASETS
MIF & Machine Tracking
7 active datasets: Master MIF (EVIT), Machine Status, Lost Customer, Machines Pull Back, MIF (GS). Full installed base tracking — every machine, every contract, every status.
Year 1 — Sales Pipeline: 7-stage Kanban board (Rework Workflows)
Year 1 — Datasets Management: 7 active datasets tracking machines, MIF, and lost customers
05
04 — YEAR 2 SOLUTION
Upgraded to Rework Sales CRM
Year 2 · 2025–2026
Kevin redesigned the entire data architecture — Accounts, Contacts, and Deals as separate structured objects. Enforced required fields eliminated the trash data problem at the source.
🏢
ACCOUNTS (361)
Every Customer, One Record
Each client company is an Account with billing address, installation address, contract dates, serial number, machine model, and lease period. Active/Lost status tracked. 361 accounts migrated and live.
👥
CONTACTS
3 Stakeholders Per Deal
Person In Charge, Finance PIC, and Site PIC — each linked to the account and the deal. Tagged by role. No more context buried in rep's personal notes or lost at handover.
📊
PIPELINE — 3 STAGES
Clean, Focused Sales Flow
Potential → Pending Agreement → Existing Customer. Simple and powerful. Existing customers stay visible for upsell. Won/Lost tracked with reason. 33 active deals, S$141,212 total value.
Year 2 — Photocopier Sales Pipeline: 33 deals · S$141,212 total value
Year 2 — Accounts: 361 records, each with contract info, machine details, and status labels
06
04 — CRM SOLUTION · DEAL DETAIL
Every machine.
Every contract.
Every contact.
Every contract.
Every contact.
Each deal in Rework Sales carries the full customer story — from initial machine qualification through to signed agreement and active contract management.
CUSTOM FIELDS PER DEAL
🖨️ Machine brand & model
🔢 Serial number
📅 Contract start & end
💳 Payment mode
🖨️ Print charge B/W & Colour
📆 Period (months)
💰 Monthly repayment cost
📎 Agreement upload (PDF)
💵 Final payment amount
📍 Site person in charge
07
Deal detail: King Electrical Pte Ltd — machine brand, years used, monthly payment, and full contact record linked
Deal custom fields: contract period (60 months), printing charges (B/W $0.009, Colour $0.12), final payment $12,098
03 — DOCUMENT AUTOMATION
One click.
Three documents. Zero manual work.
Three documents. Zero manual work.
From Year 1, Evit replaced manual Word document creation with Rework print templates. Deal fields auto-populate into legally structured documents — eliminating errors and saving hours per deal.
📝
DOCUMENT 1
Proposal
Auto-populated from deal: company name, contact, proposed model, payment mode, copy charges, FOC copies (B/W & Colour), trade-in machine. Sent directly from Rework at the Send Proposal stage.
📃
DOCUMENT 2
Sales & Service Agreement
Full legal agreement auto-generated: customer billing + installation address, Person In Charge, Finance PIC, machine brand & model, serial number, monthly repayment, residual value, settlement of outstandings.
🚚
DOCUMENT 3
Movement Order (MO)
Delivery document auto-generated at the Issue MO stage: delivery date, address, postal code, machine model, serial number, meter readings (4 meters). Staircase and network setup flags included.
Auto-generated Proposal template — fields pulled from deal record, branded with Evolve IT logo
Movement Order (MO) workflow — 4 stages: Drafted → Send to Dage → Update MIF → MO Completed
08
05 — BEFORE & AFTER
What actually changed.
BeforeEXCEL + NO SYSTEM · PRE NOV 2024
AfterREWORK WORKFLOWS (YR 1) + REWORK SALES (YR 2)
Pain #1
Entire sales funnel tracked in Excel. No pipeline stages, no deal history, no visibility for Isaac or the director on where each opportunity stood.
Pain #2
"Trash data" — reps entered contacts without phone numbers, machines without serial numbers or model info. No required fields to enforce quality. Reports were meaningless.
Pain #3
Proposals and agreements manually typed in Word for every deal. Error-prone, time-consuming, and inconsistent across reps. No version control or audit trail.
Pain #4
No CRM budget. Enterprise platforms like Salesforce or HubSpot were out of reach. The team had the process knowledge but no affordable tool to encode it.
Pain #5
No structure for key account management. Existing customers with 5-year contracts had no dedicated pipeline view, no renewal tracking, and no upsell system.
Solution #1
Year 1: 7-stage Workflow pipeline. Year 2: Rework Sales with Potential → Pending Agreement → Existing Customer. Full visibility for Isaac on every deal, every stage, every rep.
Solution #2
Required fields in Rework Sales enforce clean data at entry. Machine brand, serial number, contract dates — mandatory before a deal progresses. No more trash entering the system.
Solution #3
Proposal, Sales Agreement, Service Agreement, and MO auto-generated from deal fields with one click. Branded, accurate, and consistent — every time, every rep.
Solution #4
Rework Workflows was the affordable entry. No enterprise CRM pricing. The team got a structured system within budget — then upgraded to full CRM when the product was ready.
Solution #5
Existing Customer stage in Rework Sales keeps all 340+ active accounts visible and manageable. Contract end dates, machine serials, and renewal opportunities all in one place.
05 — RESULTS SUMMARY
Before & After — By the Numbers
| CATEGORY | BEFORE REWORK | AFTER REWORK |
|---|---|---|
| Pipeline Visibility | Zero Excel rows with no stage logic, no ownership, no history |
Full Live pipeline: 33 deals · S$141K value · 5 reps tracked |
| Data Quality | Trash Incomplete contacts, missing machine info, no enforcement |
Enforced Required fields in CRM — no record created without key data |
| Document Generation | Manual Word docs typed per deal — error-prone and time-consuming |
Auto Proposal + Sales & Service Agreement + MO — one click each |
| Account Management | None No structured view of existing customers or renewal dates |
340+ accounts Every contract, serial, and contact in one searchable system |
| CRM Cost | Unaffordable Enterprise CRMs out of reach for an 8-person team |
Accessible Started with Rework Workflows → upgraded to Sales CRM on renewal |
10
06 — BD TOOLKIT
Selling Rework to
Photocopier Leasing Companies
Photocopier Leasing Companies
KEY TERMS TO KNOW
MIF (Machines In Field)
The installed base — every machine currently deployed at a customer site. MIF tracking is core to the business: serial numbers, meter readings, contract status, and scheduled pull-backs all live here.
Movement Order (MO)
The internal document authorizing machine delivery, installation, or pull-back. Triggered after contract signing. Critical for logistics coordination — delivery date, address, staircase, network setup.
Leasing vs Rental vs Outright
Three payment modes in this industry. Leasing = monthly repayment over 60 months with residual value. Rental = pure monthly fee. Outright = one-time purchase. Each has different contract terms and billing logic.
Print Charge (B/W & Colour)
Per-page consumption billing on top of the lease fee. B/W and Colour charged separately. Typically $0.008–0.012/page (B/W) and $0.10–0.15/page (Colour) in Singapore.
Residual Value / Settlement
The buyout amount at end of lease, or early termination settlement. Must be tracked per contract — critical for renewal negotiations and machine swap decisions.
BD INSIGHTS — WIN MORE DEALS LIKE THIS
Lead with the "trash data" story
Every leasing company has a version of this — reps entering incomplete records, serial numbers missing, contacts without phone numbers. Open with Isaac's story. It resonates immediately with any ops-minded owner.
The affordable entry point is the pitch
These are lean teams — 5 to 15 people — who've ruled out Salesforce and HubSpot on price. Lead with Rework Workflows as the entry: "Get structured without CRM pricing." Upgrade is the natural next step.
MIF tracking = account management pitch
Ask: "How do you know which contracts are expiring in the next 3 months?" If the answer is Excel or memory, that's your opening. MIF tracking in Rework = proactive renewals = retained revenue.
Document automation is an instant demo win
Show a proposal being generated in one click from a deal record. In an industry where every deal requires a proposal + sales agreement + service agreement + MO, this saves hours per deal per rep.
3 stakeholders per deal = CRM necessity
PIC, Finance PIC, Site PIC — three different contacts, often in different departments. Ask how they track this today. "In my head / WhatsApp" is almost always the answer. That's the gap Rework fills.
11
— CONCLUSION
They didn't just get a CRM.
They got a system that grows with them.
They got a system that grows with them.
Starting with Rework Workflows when a full CRM was out of budget — then upgrading to Rework Sales the moment it launched — Evit's two-year journey is proof that the right entry point matters as much as the right destination.
2 yrs
Rework customer
340
Accounts in CRM
S$141K
Pipeline tracked
3
Auto-gen doc types
Zero
Trash data tolerated
Powered by Rework.com · Sales OS + Work OS · Singapore · 2024–2026