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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, Xero (accounting and billing), reporting and social tracking tools, QA tools, CRM, documentation tools
• My role: Ops lead for process discovery → configuration → QA validation → go-live readiness

📈 Results (at a glance)

• 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
• Workflow friction during delivery and QA due to tools not talking to each other
• Billing and reporting risk caused by mismatched data between systems