Headline Metrics
- $77K/yr total impact — $26K/yr of it client-confirmed on a recorded exit interview, the rest across the organization-wide ops layer the client extended the number to cover.
- 20+ hours a week saved, confirmed and raised by the client on a recorded exit interview — then extended organization-wide: "higher than 20 if you include the organization as a whole."
- An operating system for a 150-person e-commerce agency rollup — corporate team plus staff deployed onto client accounts — with the core team migrated off Basecamp into one ClickUp system and the brand-management SOPs reused across departments.
The Challenge
A 150-person e-commerce brand-management agency, most of its headcount deployed onto client accounts, had outgrown Basecamp and had no formalized system for the two core service lines it ran: Brand Management and Account Management. Work was tracked ad hoc across three different softwares. The team wanted a mapped workflow translated into a real ClickUp build, plus automation around file management, inventory, and product-listing work.
The Solution
A ClickUp operations build delivered across two lanes and refined through weekly working sessions.
- Brand Management — the workflow mapped in Lucidchart, walked through with the client over four video walkthroughs, then translated into ClickUp with a full SOP set: branding guide, product-detail-page SOP, feedback-survey automation, a web-dev SOP rebuilt to include Shopify, and a spot-buys SOP and template.
- Account Management — standing weekly deep-dive working sessions with a fixed client point of contact.
- Automation layer — file-management automation, Zapier flows, a spot-buy automation, inventory-platform API management with a staff walkthrough, AI-generated product listing titles, meeting-note automation, and a Slackbot that turns messages into tasks.
- Whole-team migration off Basecamp and Slack into ClickUp as a single system.
The Results
- The migration and both workflow builds shipped in full, with training delivered by video and low-friction client sign-off throughout.
- The client confirmed the number on a recorded exit interview and raised it: 20+ hours a week saved — above the implementation team's own impact tracking — then extended it organization-wide.
- The Brand Management SOPs outgrew their department: the client moved them into other parts of the organization on his own.
- The new system beat the old stack in the client's own words — increased efficiency over Basecamp, and the team moving its communication out of Slack and into ClickUp.
- The engagement ran its full four-month term and closed on good terms, with the client naming sales and marketing automation as the next frontier.
Quotes
"I would say probably across the board it's a little bit higher than 20 if you include just like organization as a whole and some of the stuff as well that was specifically built out for the brand management side. We've taken that and moved it into other departments." — VP of Operations
"There is no end at the end of the day in this business to what we can probably automate. It's just a matter of, hey, who needs something right now." — VP of Operations