An AI services company was spending 40% of their team's time on admin work instead of selling. We built them a single operations hub that automatically follows up with leads, drafts proposals in minutes, and generates invoices on schedule — cutting overhead by 45% and boosting conversions by 32%.
Project Details
The client ran an AI services business with a growing pipeline — but their operations couldn't keep up. Every new lead meant manual tracking in spreadsheets, every proposal meant starting from scratch in Google Docs, and every invoice meant opening a legacy tool that only spoke one language. The sales team was drowning in admin work.
We built them an operations hub that handles the entire revenue cycle. When a new lead comes in, the system sends an acknowledgment within minutes and queues up a personalized follow-up sequence — calls, emails, and meetings — so no prospect ever goes cold. Sales managers get a live dashboard showing every deal's status, activity history, and pipeline value at a glance.
When it's time to send a proposal, the AI drafts a client-ready document from the deal context in seconds. The team reviews and customizes it in a built-in editor before sending. And when a project closes, the invoicing module handles recurring billing schedules, VAT calculations, and PDF generation in both English and Latvian — no manual work required. Every team member sees only what's relevant to their role, keeping sensitive deal data protected.
Project Research
We started by following the team through a typical week. What we found was striking: sales reps were spending 40% of their working hours on tasks that had nothing to do with selling — copy-pasting leads from web forms into spreadsheets, rewriting the same proposal structure from a blank document for every new client, and manually generating invoices one by one in a tool that couldn't even produce a document in Latvian for their EU clients.
We mapped every administrative touchpoint in the client lifecycle — from first contact to final payment — and identified three critical bottlenecks: lead follow-up fell through the cracks without a structured sequence, proposal turnaround was stretching to 3 days due to formatting overhead, and invoice processing was eating 60% more time than it should. These findings shaped every feature we built.
Project Results
Within 10 weeks of deployment, the platform transformed how the team operated. Administrative overhead dropped by 45% — the cadence engine handled every follow-up automatically, and proposal drafts that used to take days were ready in under 4 hours. The sales pipeline conversion rate improved by 32%, simply because no lead was forgotten again.
Invoice processing time dropped by 60%, and the automated PDF generation in both English and Latvian opened the client to EU contracts they'd previously struggled to close efficiently. The team went from managing 40 active deals across scattered tools to overseeing 200+ deals from a single dashboard — with four role levels keeping every team member focused on what matters to them.
