Case studies

Real businesses. Real bottlenecks. Real systems.

Two client projects in detail, plus worked examples of how we approach common situations — so you can see exactly how we think before we ever speak.

South East England · Operations Build

Commercial Cleaning Company

From first enquiry to operational handover, without a single manual step

The challenge

Leads, appointments, bids and new client onboarding were tracked across spreadsheets and email. Sales and operations worked in silos — a contract could be won on Monday and reach the delivery team on Thursday, in a WhatsApp message. The business was growing, but the operational infrastructure was not keeping up, and things were being missed.

What we built

We mapped the full customer journey first, then built a five-stage pipeline covering first call, qualification, site survey, bid submission and contract won, through to complete operations handover. Each stage is automated: status changes trigger notifications, move items between boards and prompt the next team to act, so work moves through the business without anyone copying information from one place to another.

The result

Sales, operations and management now work from the same live system. New contracts reach the operations team the moment they are won, with the full history attached. The business has visibility of every live lead and active client in one place, and the handover that used to be the weakest point in the process now happens on its own.

Tools used

monday.comCross-board automationsStatus-driven workflowsAutomated notifications

Business impact

Contracts reach operations instantly instead of days later
No re-keying between sales, bidding and delivery
Management can see every live deal without asking anyone

Pipeline stages fully automated

Manual handovers required

System for sales, ops & management

Non-profit · Full Operations Build

UK Children's Charity

100+ freelance entertainers coordinated in one system instead of a spreadsheet sprawl

The challenge

A charity that brings entertainers to seriously ill children in hospitals was running its entire operation on spreadsheets. Booking over 100 freelance entertainers, coordinating hospital visits, managing event sign-ups and tracking availability were all stitched together by hand. As the charity grew, the cracks became impossible to ignore — things were missed, double-booked, or simply lost in the noise.

What we built

We built a complete operational system from scratch: freelancer onboarding and profiles, event creation and sign-up workflows, availability tracking and booking confirmations, all in one place. Automations handle the routine communications — sign-up confirmations, reminders and status updates — so the team stopped chasing people manually and could focus on the work that actually matters.

The result

The charity now runs everything from freelancer sign-up through to event delivery in a single system. The team has full visibility of who is confirmed for what, when and where, across every event and every entertainer. Coordination that used to take hours of manual work now happens in minutes, and the system scales as the charity grows rather than straining against it.

Tools used

monday.comAutomated workflowsForms & sign-upsAvailability tracking

Business impact

No more double-bookings or lost sign-ups
Event coordination reduced from hours to minutes
Volunteer-facing communication runs automatically

100+

Freelancers managed in one system

Manual processes remaining

System for bookings, events & ops

Example engagements

Illustrative

What a typical engagement looks like.

These are not past clients. They are worked examples of how we approach two common situations — included so you can see the thinking, the sequence and the tools before you ever get on a call with us.

Recruitment agency · 20–40 consultants

Consultants back to selling instead of updating records

The situation

A recruitment business where every consultant keeps their own version of the truth. Candidates tracked in personal spreadsheets, CVs buried in inboxes, and compliance documents chased by hand. Nobody can answer a simple question — how many candidates are at offer stage this week — without asking five people.

How we would approach it

1Map the full candidate and client journey, from first enquiry through placement and aftercare
2Build a single pipeline covering both sides — vacancies and candidates — with automated stage progression
3Add AI screening that reads incoming CVs, extracts skills and experience, and shortlists against the live vacancy
4Automate compliance chasing: right-to-work, references and documents requested and followed up without a human
5Live dashboards showing pipeline value, consultant activity and time-to-placement

The outcome we would be aiming for

Consultants stop administering and start billing. Leadership sees pipeline and activity in real time rather than at month end. Compliance stops being the thing that delays a placement.

monday.com or CRMOpenAIMake.comAutomated document collection

Marketing agency · 10–30 staff

Onboarding, approvals and reporting that run themselves

The situation

An agency winning good work but losing margin to admin. Every new client onboarded manually from a checklist someone wrote two years ago. Approvals chased over email. And the monthly reporting pack — the thing clients judge them on — assembled by hand by the account team, every month, for every client.

How we would approach it

1Map onboarding, delivery and reporting as one connected process rather than three disconnected habits
2Automated client onboarding: contract signed triggers workspace setup, kickoff scheduling and welcome sequence
3Approval workflows with automatic reminders, so feedback lands without anyone chasing it
4Reporting packs generated automatically from live campaign data, with AI writing the plain-English commentary
5Capacity and profitability dashboards so overservicing is visible before it eats the margin

The outcome we would be aiming for

New clients live faster and more consistently. Reporting stops consuming the last week of every month. The agency can take on more clients without proportionally more account management.

monday.comOpenAIZapier or Make.comGoogle Workspace

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