Case Studies
These are representative system builds based on real-world operational bottlenecks we repeatedly see in growing businesses.
How a Renovation Firm Stopped Missing Deadlines
The Scenario
A 15-person renovation company running 5–7 parallel projects with multiple subcontractors and supplier dependencies.
The Challenge
Multiple parallel projects with no live visibility
Supplier orders tracked manually across calls & notes
Clients constantly asking for status updates, eroding trust
Owner stuck firefighting daily issues instead of planning growth
The Solution
Centralized project dashboard with live status tracking
Structured document management for quotes & permits
Real-time status updates sent to staff and clients
Clear task ownership across subcontractors
Tools used: Notion, Make, Google Workspace, WhatsApp API
The Results
Designed to reduce project delays by ~20–30%
Weekly client status updates fully automated
Estimated 6–8 hours/week of management time freed
How a 12-Person Accounting Firm Replaced Spreadsheet Chaos
The Scenario
A 12-person accounting firm managing recurring compliance work and client reporting across dozens of active engagements.
The Challenge
Recurring deadlines tracked across disconnected spreadsheets
Critical compliance dates at risk of being missed
Staff duplicating work due to unclear ownership
Leadership lacking visibility into workload capacity
The Solution
Centralized task & client management system
Automated recurring deadline tracking
Structured document organization by client & engagement
Real-time deadline notifications across the team
Clear task ownership with capacity visibility
Tools used: Notion, Make, Google Workspace, Slack
The Results
Estimated 30–40% reduction in manual admin tracking
Built to eliminate missed compliance deadlines
Recurring tasks fully automated across 50+ client accounts
Projected 8–10 hours/week recovered by partners
Full visibility into team workload capacity
How a Solo Coach Reclaimed 8 Hours Per Week
The Scenario
A solo fitness & nutrition coach stuck in admin instead of client work
The Challenge
Missed check-ins damaging client experience
Manual payment follow-ups consuming evenings
No central system for client programs
The Solution
Centralized client program hub with structured onboarding
Automated weekly check-ins and progress tracking
Automatic payment reminders and subscription handling
Self-booking system integrated with calendar
Shared resource library to eliminate repetitive messaging
Tools used: Notion, Make, Stripe, Calendly
The Results
Expected ~8 hours/week reclaimed
Client capacity increased by ~30%
Fully automated onboarding & billing
Evenings freed from admin work