The challenge
The operations team was running the business on 12 disconnected spreadsheets, manual handoffs across email, and a CRM that nobody trusted. Quote-to-cash took 8 days, leadership had no real-time pipeline view, and onboarding a new client required 14 manual steps across 5 tools.
The approach
- 1Audited every recurring workflow and mapped data ownership across departments.
- 2Consolidated spreadsheets into a single Airtable operations layer with role-based views.
- 3Rebuilt HubSpot pipeline with required fields, automation rules, and clean stage definitions.
- 4Wired Make.com automations to push deals → projects → invoicing automatically.
- 5Replaced manual onboarding with a templated workflow triggered on deal close.
The outcome
Within 9 weeks the team eliminated 70% of manual admin work, cut quote-to-cash to under 48 hours, and gave leadership a single source of truth for pipeline, delivery, and revenue.
"We finally trust our own data. The team operates with confidence we didn't have before."