Headline Metrics
- 500+ recurring tasks per month organized and generated through automated campaign cycles across client-campaign delivery.
- $92K total impact in year one—all of it saved—Salesforce and Monday.com replaced by an automated Agency Operating System in ClickUp.
- $23K/yr in canceled software—$21K/yr for Salesforce and $2K/yr for Monday.com.
- System migration completed inside three months, with the team independently onboarding new client accounts and extending the system within weeks of go-live.
The Challenge
A nine-person marketing agency ran campaign and project management in Salesforce while Monday.com tracked creative production. Across its nine-person team, the split created duplicate entry, constant cross-checking, and no single source of truth for 500+ recurring tasks each month.
Leadership needed to replace both systems with a simpler Agency Operating System without losing the monthly campaign structure tied to individual client accounts. Salesforce filled recurring work from prior task history, behavior ClickUp could not inherit. The migration therefore had to reconstruct the agency’s campaign logic—client relationships, assignees, recurring task sets, and management visibility—and make it maintainable by the internal team.
The Solution
The delivery team migrated the agency’s operations into a ClickUp-based Agency Operating System built around the way the company delivered client campaigns.
- Salesforce-to-ClickUp migration: read-only exports carried monthly campaign cases, client relationships, assignees, and task structures into the new architecture; reusable templates replaced Salesforce’s historical autofill.
- Monthly campaign automation: repeatable campaign cycles generate the task structures behind 500+ recurring tasks every month.
- Operating visibility: dashboards surface overdue, unassigned, and undated work, while shared creative-status views give outside collaborators the visibility they previously relied on Monday.com to provide.
- Connected workflows: client onboarding, campaign delivery, management reporting, and support escalations were modeled inside one operating layer.
- Team enablement: shared build visibility, guest access, and documented SOPs gave the internal team what it needed to maintain and extend the system itself.
The Results
- 500+ recurring tasks per month now run through repeatable campaign structures instead of being reconstructed across disconnected tools.
- Salesforce and Monday.com were both canceled, removing $23K/yr in software spend.
- The migration reached production inside three months. Within weeks, the client was independently adding a new client account to the campaign automation and reporting dashboard.
- Client-campaign work, creative status, task ownership, and management reporting moved into one Agency OS. Freshdesk remained the support-ticket system, with ClickUp handling escalations that required the wider team.
Quotes
“I do have to say [3rd Brain] has been an absolute pleasure to work with. [They’ve] been super responsive, very helpful, the SOPs [they’ve] created and kept everything so organized. So I'm just really happy that we were able to work with you guys.” — Director of Operations