Replaced 18 hours of weekly admin with one automated workflow

The Challenge

A 3-person team was spending 18+ hours per week on manual admin: sending onboarding info, scheduling calls, tracking client progress in spreadsheets, and chasing unpaid invoices.

What We Built

Built a CRM and workflow integration connecting their booking tool, payment processor, Notion workspace, and email platform. Every new client triggered an automated onboarding sequence, Notion client page creation, and calendar invite — with invoice follow-up handled via timed email sequences.

The Outcome

18 hours of weekly admin reduced to under 2 hours. Client onboarding time cut from 3 days to 4 hours. Team now uses saved capacity for actual coaching and business development.