Savings: $100k+ Annually Time Taken: 2 - 4 weeks Core Tools: Hubspot, Custom Reporting Dashboards, Internal Data Warehouse

Understanding client sentiment is important, but relying on external partners comes with many negatives; cost, branding, lack of control..

The organisation in this case study was spending upwards of $100,000 a year to have an external agency, essentially, just send surveys to clients and share basic insights.

Surveys were expensive, off brand, and things had to be their way.. This company had no direct control over anything, and generic dashboards meant they couldn't easily view metrics that mattered to them.

Customers were receiving emails from a person they didn't know, with a message they didn't trust. If we could bring the entire process in house, we could control the whole experience, while saving the team time and money.

Pixel art flow: an expensive, off brand agency survey leads to a dashboard with limited metrics, then an unfamiliar sender with low trust, ending in an in house setup with full control that saves time and over $100K

Instead of buying yet another app, we built a new solution on top of existing systems. We leveraged their existing CRM + mailing tools, and built a few custom scripts to handle tedious, repetitive tasks.

We started from the very beginning of the process and asked, "what do you actually want from a client survey?" and, "how can we simplify every step?". We then broke down each task and got to work;

1. Simplify how client contact data is updated internally. 2. Automatically generate emails for each client partner. 3. Serve branded forms on official landing pages.

After surveys were sent, we put the results directly into a custom reporting dashboard, designed specifically to scale into the future, allowing the business to easily track historic trends as more surveys are conducted without our support.

The transition to moving surveys in house was seamless, and required no extra work from anyone (in fact, it needs less work than was required by outsourcing).

By taking full ownership of the process, the business gained several advantages:

Immediate Savings: Cut $100k+ in annual agency fees by using existing software.

Total Autonomy: The team now owns every decision regarding how the surveys are conducted.

Customised Inputs and Outputs: The business can now track the precise metrics that matter most to them.

What used to require frustrating external management with rigid systems, is now a clean, repeatable internal loop. The workflow has been simplified, saving countless hours of coordination, and creating a highly scalable asset for the long term.

This is the big advantage of using us for your ops, one off projects are resolved to your specification, for a fraction of the cost.