Case Study
Operations Automation

The problem

Every new booking meant manually entering the same information into the CRM, calendar, file storage, and email. It was repetitive, error-prone, and created a hard ceiling on how many bookings the team could handle.

What we built

A single form submission now triggers the full chain — CRM updated, calendar event created with the correct attendees, project folder generated with the right templates, and confirmation email sent. All within seconds.

The result

The team has taken on increased auction volume this year and managed it comfortably — something that wouldn't have been possible under the old process.

The problem

Every invoice had to be assembled manually — pulling contact details, looking up rates, entering line items, and linking everything back to the CRM. Mistakes meant awkward conversations with clients.

What we built

Invoices are now generated automatically as part of the booking workflow, pulling the correct contacts, rates, and line items from the CRM and accounting system. For non-standard situations, a manual trigger handles the heavy lifting.

The result

Invoice amendments after creation have dropped by approximately 98%. A quick scan is all that's needed now.

The problem

Before every sale, specific legal and marketing documents need to be in place. Someone had to manually check every property folder, figure out what was missing, and chase clients — every week, for every upcoming job.

What we built

An automated system that checks every property folder on a weekly schedule, using AI-powered vision to analyse documents — detecting drafts, watermarks, and document types. Missing documents trigger a tailored email to the client automatically.

The result

Zero properties where documents were not requested or followed up on since launch. Outstanding documents at end of week halved.

The problem

Missing documents kicked off a cycle of back-and-forth emails — requesting files, receiving attachments, manually saving them to the right folder, confirming receipt. It created delays on both sides.

What we built

A custom portal where clients click a link from their automated reminder email and upload documents directly. Files are routed to the correct project folder automatically. The compliance system re-runs immediately on submission.

The result

Clients submit documents on their own terms, already filed correctly. Filing errors have essentially disappeared.

The problem

After every auction, field staff needed to report outcomes back into the CRM. In practice, data was entered late, entered incorrectly, or not entered at all — making reporting unreliable.

What we built

A simple mobile form that field staff complete immediately after a job. The system uses fuzzy matching to link each submission to the correct CRM record, validates the data, and updates all relevant fields automatically.

The result

Data flows into the CRM accurately and immediately. The team has been able to delegate more tasks to support staff with confidence.

The problem

Completed project folders needed archiving, the team needed visibility on upcoming work, and when something broke, nobody knew until it caused a downstream issue.

What we built

Completed folders archive automatically overnight. Every Monday, each team member receives a personalised email briefing with their upcoming jobs. A centralised error monitoring system watches all automations and alerts immediately.

The result

Filing errors have disappeared. The team stays aligned without manual coordination. Issues are caught before they affect anyone.