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Agency Internal Platform Build

Consolidated 8+ disconnected tools into one internal operations platform for a 25+ person agency

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🔎 Context

The agency had grown into a multi-tool setup where delivery, QA, billing, reporting, and knowledge lived in different places. The goal was to consolidate operations into a single internal platform without breaking active delivery workflows or creating billing and reporting risk.

🧩 Snapshot

• Client type: 25+ person agency
• Scope: PM, Finance & Billing, QA, CRM, Documentation, Reporting, Social tracking, Freelancers, Team learnings
• Timeline: Multi-phase build (discovery → configuration → QA → go-live readiness)
• Tools: Productive (with built-in AI), Xero (accounting and billing), plus the CRM, QA, reporting, and documentation tools it replaced
• My role: Ops lead, end to end: process discovery → migration → configuration → QA validation → go-live, then mapping where AI could take over work the old tools did manually

📈 Results (at a glance)

• Retired several standalone tools (CRM, reporting, social tracking) into one platform, cutting an estimated $8-10k/year in subscriptions
• Mapped and switched on AI inside the platform to replace manual reporting, status-chasing, and setup work
• Successfully migrated 4 years of operational data and processes from 8+ tools into one unified platform
• Reduced tool sprawl and associated subscription costs
• Eliminated data silos across departments (operations, finance, marketing, development, design)
• Established comprehensive QA and testing protocols, ensuring 99%+ data integrity during migration
• Created scalable documentation and process frameworks for team adoption

🔥 The problem ("the chaos")

• Data silos and duplicate entry across teams