SaaS / B2BAI Agents & Automations4 weeks
A 45 person SaaS company had grown fast enough that their operations spanned 6 different systems, costing the team over 15 hours a week in manual coordination. We built a single operations workspace with AI agents and automations that runs project tracking, client management, and reporting on its own.
15+ hours to <2 hours
Weekly Admin Time
3x fewer
Missed Deadlines
3 days to 2 hours
Client Onboarding Time
“We didn't change how we work. We just stopped doing it manually.”
James Calloway
Director of Operations, SME Operations Unification
Before
6 systems across departments, 15+ hours weekly on coordination, Billable hours going untracked
After
One operations workspace, Under 2 hours weekly admin, Real time AI powered alerts
Narrative
The Challenge
As the company scaled, client projects, internal tasks, and financial tracking ended up spread across spreadsheets, email threads, a standalone CRM, and three project tools. Six systems made sense when the team was smaller, but at 45 people, leads were spending over 15 hours a week syncing data between platforms and rebuilding reports in different formats. The cost added up quietly, with roughly $8,000 a month in billable hours going untracked between systems.
What We Built
We set up a single platform with AI agents that route tasks, flag stalled projects, and generate executive dashboards on their own. Automations handle everything from deal close to project kickoff, assigning tasks, syncing client data, and sending deadline alerts when something goes quiet. Client onboarding went from 3 days of setup to under 2 hours.
Results
15 weekly admin hours dropped to under 2 once AI agents took over status syncing and reporting. Missed deadlines fell by more than two thirds in the first 8 weeks. Every active project became visible in real time, giving the team a clear picture of utilization and workload they hadn't had before. $96,000 in previously untracked billable hours was recovered in year one, paying back the full implementation cost in under 6 weeks.
Story gallery
Technical proof
Implementation details and the stack behind the delivery.
Implementation highlights
Key engineering decisions from this project.
Stack snapshot
Tools and platforms used in the delivery.
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