Case Studies
The Trainer Time Trap
Client
A solo fitness & nutrition coach stuck in admin instead of client work
The Challenge
Chasing payments manually
Forgetting client check-ins
Limited client capacity
The Solution
Notion: personalized client program hub
Make: automated check-ins & payment reminders
Google Workspace: resource sharing
Calendly: appointment automation
Stripe: simplified payments
The Results
Admin time massively reduced
Consistent client engagement
Ability to take on more clients without burnout
Payments fully automated
The Chaos Contractor
Client
A boutique renovation business juggling subcontractors, suppliers, and project schedules.
The Challenge
No project visibility
Missed orders & schedule delays
Inconsistent client updates
The Solution
Notion: project dashboard for live visibility
Make: supplier order tracking automation
Google Workspace: organized quotes & permits
WhatsApp API: real-time updates for staff & clients
The Results
Faster project completions
Fewer supplier disruptions
Clients always informed
Freed up management bandwidth
The Spreadsheet Survivor
Client
12-person accounting firm overwhelmed by spreadsheets, missed deadlines, and inefficient admin work.
The Challenge
Disconnected spreadsheets & email chains
Missed client deadlines
Staff confusion & duplicated work
The Solution
Notion: centralized task & client management
Make: recurring tasks automated
Google Workspace: organized document storage
Slack: automated deadline notifications
The Results
Significant reduction in admin workload
Clear task ownership across the team
Reliable client delivery — on time, every time
Leadership focused on growth, not admin fires