How Pearl Lemon replaced fragmented workflows with one connected system

Industry: Digital agency

‍Company size: 130+ team members

‍Location: Global, remote-first

‍Use cases: Lead qualification, client onboarding, hiring, project intake, internal approvals, dashboards

About Pearl Lemon

Pearl Lemon is a global, remote-first digital agency group operating across SEO, B2B lead generation, PR, paid media, recruitment, legal, accounting, and service-based businesses. With 130+ team members spread across time zones, structured data collection and workflow automation aren't nice-to-haves — they're operational infrastructure.

At that scale, the challenge isn't just doing the work. It's making sure the right information reaches the right people at the right time, every time.

The challenge: too many tools, too much manual work

Before Formaloo, Pearl Lemon was managing key workflows across multiple tools. Forms, onboarding data, approvals, and reporting were spread out, which created manual work, more room for error, and slower internal handovers. Basic form tools were not flexible enough to support the kind of conditional workflows, portals, and scalable internal operations the agency needed.

For a fast-moving agency group working across many service lines, this fragmentation made operations harder than they needed to be. Teams needed a more connected system, not just another standalone form builder.

The result: manual work, errors, and slow handovers between teams. Basic form tools couldn't handle the conditional logic, client portals, or scalable internal processes a 130-person operation requires.

As Deepak Shukla, Founder and CEO, put it: the team needed something that could grow with them; not just collect data, but connect it.

Why Pearl Lemon chose Formaloo

Pearl Lemon evaluated their options and chose Formaloo because it goes beyond forms. Where other platforms stopped at data collection, Formaloo let them build connected workflows, databases, dashboards, and portals, all in one system.

Pearl Lemon chose Formaloo because it offered more than forms. According to Deepak, what stood out was the ability to build connected workflows, databases, dashboards, and portals in one place. The platform’s flexibility, advanced logic, automation, and clean user experience made it a better fit than traditional form or spreadsheet-based tools.

That aligns closely with Formaloo’s broader product direction: combining forms, databases, dashboards, portals, and workflow automation into one no-code platform rather than splitting these jobs across separate tools.

The flexibility, advanced conditional logic, automation capabilities, and clean UX made it a better fit than any combination of traditional form tools or spreadsheet-based workarounds.

How Pearl Lemon uses Formaloo today

Today, Formaloo is embedded across Pearl Lemon's entire operation. Key use cases include:

• Lead qualification — structured intake forms that route and qualify inbound leads automatically
• Client onboarding — end-to-end onboarding flows that replace scattered emails and documents
• Hiring and candidate screening — application forms connected to internal review workflows
• Project and campaign intake — standardized intake processes that reduce miscommunication at the start of every engagement
• Internal approvals and ops workflows — replacing back-and-forth email threads with structured, trackable approval flows
• Internal dashboards — centralized visibility across teams and processes

These workflows are used by internal teams, clients, and applicants. Pearl Lemon also connects Formaloo with tools such as Google Sheets, Slack, CRM systems, and automation platforms, helping the team fit Formaloo into its broader operating stack.

The system is used by internal teams, clients, and applicants alike, and integrates with Google Sheets, Slack, CRMs, and automation platforms.

The results

Since adopting Formaloo, Pearl Lemon has seen meaningful improvements across their operations:

• ~60–70% reduction in onboarding time
• Significantly fewer manual tasks for ops teams
• Faster campaign launches and cleaner handovers between teams
• Improved consistency in how work is initiated, tracked, and delivered
• Better client experience from first contact through ongoing delivery

Pearl Lemon reports major improvements across both speed and consistency after using Formaloo. The biggest impact has come from reducing operational friction and replacing scattered manual processes with more structured systems.

Teams across the business report that Formaloo brings clarity and structure to daily operations, something that's hard to achieve at scale without the right infrastructure.

Features that made the biggest difference

Four Formaloo capabilities stood out for Pearl Lemon:

• Advanced conditional logic — forms and workflows that adapt based on what users submit
• Centralised databases — a single source of truth for leads, clients, candidates, and projects
• Role-based portals — controlled access for internal teams, clients, and applicants
• Built-in automations — replacing manual follow-ups and approval threads with automated, trackable flows

Together, these features let Pearl Lemon replace a patchwork of spreadsheets and tools with one scalable system.

For the team, the biggest win was being able to replace multiple spreadsheets and approval threads with streamlined, scalable workflows that could support agency growth without adding operational mess.

Deepak Shukla

Founder and CEO

‘‘Formaloo helped us replace messy, manual workflows with clean, scalable systems that are essential for operating at our level. Since adopting it, we’ve reduced onboarding time by around 60–70%, cut down manual work for our operations team, and improved the speed and consistency of campaign launches and handovers. It has brought more clarity, structure, and a better client experience to our day-to-day operations.’’

A lesson for other agencies

One of Pearl Lemon’s strongest takeaways is that Formaloo works best when treated as operational infrastructure, not just a form tool. Their advice is simple: map the workflow first, then build inside Formaloo. That approach creates the biggest gains. Pearl Lemon plans to expand its use of the platform further into deeper reporting and more advanced client and internal portals.

They're continuing to expand usage into deeper reporting and more advanced client and internal portals.

If your agency is still stitching together forms, spreadsheets, approval threads, and dashboards across multiple tools, Formaloo can help you bring everything into one connected system. From lead capture and onboarding to internal approvals and client-facing portals, teams like Pearl Lemon use Formaloo to build workflows that scale without adding complexity.