Workflow Automation for a Digital Creative Agency
Context
A boutique agency with 15 team members was managing 20+ client projects monthly. Their processes for project setup, briefings, client reporting, and invoicing were highly manual, with lots of duplication and errors.
Details
Time Reduction:
Saved 12h/week; project setup cut from 2h to 20min.
Velocity:
Phase 1 in 10 days; full system in 5 weeks.
ROI:
45 days; 90% fewer billing errors.
Overview
This project targeted productivity and profitability improvements for a digital creative agency bogged down by manual operations and fragmented tools.
Challenge
Time-consuming project onboarding.
Delayed invoicing due to manual tracking.
High dependency on a few key operations staff.
Creativity being diluted by admin overload.
Solution
We designed and implemented an end-to-end automation framework using the client’s existing tools (ClickUp, Notion, Slack, Google Workspace):
- Built AI-assisted briefing templates that pulled client info automatically.
- Automated project setup and task assignment in ClickUp.
- Integrated Google Sheets with invoicing software for seamless billing.
- Slack notifications for project status and time tracking prompts.
Results
The agency reallocated time to strategic work, improved delivery speed, and gained margin without increasing payroll — freeing up resources to focus on growth.
Creative teams can unlock capacity and margin by designing automations that remove operational friction and let their creativity shine.
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