Case Study
How Automation Gave This Growing Agency Back 8+ Hours a Week
Client Background
Our client is a fast-growing European eCommerce agency, led by an entrepreneur with a proven track record in online retail. Collectively, their client portfolio generates over €100,000 in monthly revenue — which makes smooth operations not just helpful, but mission-critical.
Like many agencies at this stage, they were scaling fast but running into a hidden cost: disorganization draining both time and client trust.
The Challenge
The agency’s team was stretched thin across WhatsApp, email, and spreadsheets. As their client load grew, this created systemic problems:
Lost tasks & delayed projects — important client work vanished in endless chat threads.
Management time drain — hours lost daily chasing updates from the team.
Repetitive project setup — every new client meant starting over from scratch.
Employee blind spots — no easy way for team members to see their own workload.
Leadership blind spots — no single view of projects, deadlines, or bottlenecks.
This wasn’t just inefficient — it risked eroding client satisfaction and profit margins.
What We Did
In just 72 hours, we designed and implemented a custom Notion-based operating system tailored to their workflows, later refined and polished:
Project & task databases — creating one central source of truth.
Personal dashboards — giving every employee a daily action plan.
Slack integration — managers instantly notified when tasks are ready for review.
Facebook Ads integration — new leads flow straight into the “New Clients” pipeline.
Documentation hub — a single place for processes, SOPs, and training materials.
This wasn’t just about building a tool. It was about engineering clarity and accountability into their daily operations.
Key Insights
From this project, we identified common truths for scaling agencies:
Growth creates chaos. More clients and revenue also mean more moving parts.
Tools ≠ solution. Slack, WhatsApp, and spreadsheets are tools — not systems.
Clarity compounds. Saving hours is good; preventing errors and missed deadlines is priceless.
The Outcome
While the agency has only recently received the system, their first reaction was that it was “really good” and far clearer than their previous setup.
Based on their own description of wasted time during discovery, we conservatively estimate the system will reclaim 8+ hours per week previously lost to scattered communication and manual setup.
That regained time can now go toward serving high-value clients and scaling revenue sustainably.
Client Testimonial
A testimonial from the client is coming soon once they have fully used the system in daily operations.
Why This Matters
Agencies managing portfolios worth six figures monthly cannot afford chaos. Every missed task, unclear responsibility, or communication delay erodes trust and profit.
By turning scattered conversations into a structured system, businesses unlock control, focus, and peace of mind — while keeping their teams free to do what matters most: drive results for clients.
