Case Studies
Real automation systems built for real businesses. See how we eliminate bottlenecks and design operations that scale.
How a Construction Company Cut Estimate Processing Time from 2 Hours to 2 Minutes
A US construction company was spending 8 hours a day manually copying estimates from their estimation software into QuickBooks Desktop. We built a Zapier workflow that reduced per-estimate processing from 2 hours to 2 minutes, without changing either software or adding any new tools to their stack.
2 hours→2 minutes
per estimate
8 hours/day→7.5 hours
saved every single day
$4,000/month→Under $50/month
vs a full-time hire
How a Fee-Only Advisory Firm Replaced 250 Hours of Monthly Sales Work with a $100 System
A regulated fee-only financial advisory firm was spending 250+ hours a month on manual sales calls and onboarding admin. PhotonMan built an automated onboarding system using Zapier, a compliant e-signing platform, and a payment gateway. Webinar-to-client conversion went from 8% to over 20%. The entire system cost under $100 a month.
250 hrs/month→Near zero
monthly sales effort
8%→20%+
webinar-to-client conversion
30%→60%
onboarding completion rate
From NPS 20 to NPS 60: How a Financial Advisory Firm Fixed Service Quality Without Hiring
A regulated financial advisory firm was serving 2,000+ clients with a team of 6 — and NPS was 20. Escalations were piling up, plan delivery was taking 3-4 months, and the team was burning out managing admin instead of advising. PhotonMan built an Airtable-based operations system that automated task creation, task closure, escalation detection, and client feedback loops. NPS reached 60 within 12 months.
NPS 20→NPS 60
in 12 months
3-4 months→1 month
median plan delivery time
1 manager hire→Eliminated
replaced by Airtable at under $50/month
How a Financial Advisory Firm Recovered 50% of Dormant Clients Without Any Manual Follow-Up
30% of paid clients at a financial advisory firm went dormant after onboarding — they had paid, disappeared, and were blocking capacity that could not be reallocated. Manual follow-up was neither reliable nor scalable. An automated 30-day reactivation sequence in Airtable recovered 50% of dormant clients within their first month, and identified the rest early enough to plan around them.
~0%→50%
of dormant clients reactivated in 30 days
Months of uncertainty→30 days
to identify non-activating clients
Manual advisor effort→Zero
follow-up effort required
How a Financial Advisory Firm Automated Multi-Event Reminder Operations Across Paid and Free Webinars
A financial advisory firm was simultaneously running paid tax webinars, paid 3-day live courses, and free weekly webinars — each with different audiences, schedules, and reminder sequences. Managing reminders across multiple event types in two separate tools had become operationally unmanageable. PhotonMan built an Airtable-based system where event type determines everything: which list, which messages, which schedule. Switching to a new event takes one minute.
3 hours→1 minute
per webinar to set up reminders
12-16 campaigns→Zero
manual campaign setups per event
20%→40%
free webinar attendance (doubled)
How a Financial Advisory Firm Automated Its Entire Revenue Cycle — Renewals, Invoices, Referrals and Reporting
After automating client onboarding and service delivery, a financial advisory firm turned to the revenue cycle. Renewals were being missed or followed up ad hoc. Invoices were being generated manually. Referral links were never distributed consistently. Three automated systems — renewal sequences, invoice generation, and referral distribution — closed the loop without adding a single manual step.
18-19 months→12-13 months
revenue cycle per client
Manual, ad hoc→Zero effort
renewals, invoices, referrals, reporting
Never systematic→Every client, every time
referral link distribution