All case studies

AI automation · Operations

One deal marked won, and five tools are ready for the client.

When a deal is marked won, the project, the shared folder, the first invoice and the team channel are all set up from the deal record, with nothing retyped.

For
Service businesses
Built as
21-Day Build
HubSpotAsanaGoogle DriveQuickBooksSlack
  1. 1Deal marked wonThe trigger is the stage change sales already makes in HubSpot.
  2. 2Project set upAn Asana project from the right template, with the team and dates filled in.
  3. 3Files and accessA client folder in Google Drive, shared with the right people only.
  4. 4Billing readyThe customer and first invoice created in QuickBooks as a draft.
  5. 5Team toldA Slack channel opened with the deal notes, so nobody asks sales again.

  • 5

    Tools set up

    Project, folder, billing and channel from one deal record.

  • 1

    Trigger

    The stage change sales already makes. No new habit to learn.

  • 0

    Details retyped

    The client's name, contacts and dates come from the deal.

"Every new client means updating six tools by hand, and something always gets missed."

The problem

Winning a client starts a checklist that lives in someone's head: make the project, copy the template, create the folder, share it, set up billing, tell the team. Each step means retyping the client's details into another tool.

Steps get skipped when things are busy. The client waits for a kickoff, the wrong people get folder access, or the first invoice goes out late.

What we build

One flow triggered by the deal stage in HubSpot. It reads the deal record, picks the right project template for the service sold, and sets up the project, folder, billing and channel with the same client details everywhere.

The AI model turns the sales notes into a short handover summary for the delivery team, posted in the new Slack channel and pinned to the project.

The checks built in

The first invoice is created as a draft. A person checks it before it goes to the client.

Folder access follows a fixed list per service, so nobody outside the project team is added by accident.

If any step fails, the flow stops and tells the ops lead which step and why, instead of leaving a half-set-up client.

Typical stack

  • HubSpot
  • Asana
  • Google Drive
  • QuickBooks
  • Slack
How the 21-Day Build works

Businesses

AI automation we buildfor service businesses.

Each one starts in tools a service business already pays for and adds only what's missing.

  1. Enquiry-to-CRM automation

    Website formGmailHubSpotSlack
    1. 1Enquiry arrivesFrom the website form or straight into the shared inbox.
    2. 2AI reads itPulls out the company, contact, service asked about and how soon they need it.
    3. 3CRM updatedMatches an existing contact or creates one, and logs the enquiry against it.
    4. 4Owner assignedRouted by service and region, with a Slack message to that person.
    5. 5Reply draftedA first reply waits in Gmail for the owner to edit and send.

    AI automation · Sales inbox

    4Tools connected

    Every enquiry filed, assigned and answered in draft.

    AI reads each enquiry from the form or the shared inbox, files it in the CRM, routes it to the right person and drafts a first reply for them to send.

    How the enquiry-to-CRM automation works

  2. Payment matching automation

    Bank feedQuickBooksClickUpGmail
    1. 1Payment landsPicked up from the bank feed as soon as it clears.
    2. 2Matched to invoicesCompared with open invoices by amount, reference and client name.
    3. 3Clear matches closedMarked paid in QuickBooks, and the ClickUp project shows the client is up to date.
    4. 4Unclear ones queuedPart-payments and odd references go to a review list with the AI's best guess and why.
    5. 5Reminders draftedOverdue invoices get a polite reminder drafted for the accounts team.

    AI automation · Finance

    4Tools connected

    Payments matched to invoices, with only the odd ones left for a person.

    Bank payments are matched to open invoices as they clear. Clear matches close themselves, and the odd ones go to a short review list with the AI's best guess.

    How the payment matching automation works

All service-business case studies

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