How BELAY Delivers Personalized Client and Employee Experiences with Qwilr

Key Results:

• Qwilr integrated with Salesforce for seamless proposal generation
• Significant time savings and fewer internal errors
• Onboarding process transformed across 4 acquired businesses
• High-impact proposals that mirror BELAY’s intentional, personalized brand

The Challenge

BELAY, a leading provider of virtual staffing solutions – including assistants and bookkeepers – built its reputation on delivering intentional, high-touch services.

But their proposal process didn’t always reflect that standard.

Prior to Qwilr, the sales team relied on Conga, but found the experience to be more manual and slower than they were hoping for.

"It just seemed like a real head-scratcher," Nick Vian, BELAY’s IT Systems Administrator, explained.

As a Salesforce-heavy team, they found Conga’s integration with the CRM to be challenging.

“You’d have to copy Salesforce data into Word or Google Docs, then bring it back into Salesforce. It didn’t make sense.”

The limitations didn’t stop at friction. The final output, generic, plain-text documents, felt at odds with BELAY’s personalized ethos.

“We want to be intentional from the first interaction through onboarding.”

The Solution

BELAY turned to Qwilr for a better way to present proposals, and instantly saw the difference.

“The layout of Qwilr is just way more presentable,” said Nick. “But it was really the integration with Salesforce that sold it for us. We’re very Salesforce-savvy here, and Qwilr made that connection seamless.”

With fields pulling directly from Salesforce, the team could skip duplicative manual work and send error-free proposals faster. “I’d say it’s probably 60/40 on what the benefits are – mostly the time saved, but also fewer errors. It’s just far more efficient,” Nick added.

The team sends between 50 to 70 proposals each week, all customized to suit each potential client’s unique needs.

Personalized Proposals That Wow

What sets Qwilr apart for BELAY is how deeply customizable it is – something that’s central to how they sell and serve.

“Everyone’s used to DocuSign now. We didn’t want that. We pride ourselves on our intentional and personalized approach, and we wanted the proposal experience to match our brand,” Nick explained.

“From moving images to modular blocks, we’re able to plug-and-play and customize every document to reflect exactly what that client needs.”

This isn’t just aesthetic – it’s strategic.

“We serve a wide range of industries. Virtual assistants, bookkeepers, social media managers… Qwilr lets us effortlessly tailor proposals for each vertical without reinventing the wheel.”

“And it lets them know what to look at – they’re not squinting at walls of text trying to pull out the pieces that are relevant to them. Qwilr’s layout capabilities make it easy to draw the customer’s attention to the right information.”

That personalization creates early trust.

“Outside of the rep’s first conversation, that proposal is the client’s next touchpoint. With Qwilr, it looks intentional, thoughtful, and aligned with who we are. It sets the tone for the entire journey.”

Efficiency Meets Experience

Qwilr’s impact is also felt in day-to-day operations.

Nick highlighted how easy it is for their legal and product teams to keep Qwilr content current: “Once the legal team approves a block, we just add it. We’re always updating language and services, and Qwilr lets us adapt quickly.”

From a backend perspective, he’s especially appreciative: “We work with 80+ tools. Qwilr’s support team is by far one of the most responsive. I always get fast, helpful responses. It doesn’t feel like generic support – it’s collaborative.”

Expanding Beyond Sales: Onboarding Reimagined

It also didn’t take long for BELAY to realize Qwilr’s potential beyond sales.

In one of Nick’s first weeks at BELAY, HR approached him about overhauling their onboarding process. “I had just seen Qwilr for the first time, and I said, ‘Let’s do something with this.’”

The result? A dynamic onboarding document tailored to every new hire.

“The top half has all the legal and payroll info. The bottom half is mine – how to use your inbox, where links go, Loom videos explaining everything. It’s interactive, easy to navigate, and we’ve now cloned it across four newly acquired businesses.”

The change from static Google Sheets to branded, modular Qwilr pages was stark. “It’s just easier, cleaner, and more engaging.”

Why Qwilr?

When asked how he’d recommend Qwilr, Nick said:

“If you want that personalized touch – if you want your clients to feel like they matter – Qwilr is the way to go. It allows you to round out the entire experience. You’re not just signing on the dotted line; you’re making it meaningful.”

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