The client
A small, California-based architecture design firm with a passion for creating beautiful, functional spaces to live and work. Their mission is to create spaces for their community — but the business behind the design work had become a job in itself.
The challenge
To run the firm, they relied on a patchwork of sales and project-management systems — some loosely connected, others running entirely on their own. Keeping it all moving required constant, hands-on management from the CEO.
That's the trap: every hour the CEO spent reconciling tools, chasing reports, and managing workload by hand was an hour not spent on the firm's actual craft. The admin didn't scale, the data was siloed, and growth was capped by how much the founder could personally hold together.
They went looking for a partner to build an efficient system that simplified and automated the administrative work — so the team could get back to designing.
What we built
We approached it as a digital transformation, done collaboratively: first understand the firm's real sales and project-management processes — the pain points and the future vision — then design around them.
From there we built an interconnected, automated system with monday.com as the hub and Make.com as the automation layer wiring the firm's previously independent tools into one flow. Sales, project management, reporting, and accounting data stopped living in separate silos and started talking to each other — with the manual, repetitive steps automated away.
- monday.com — project & work-management hub (the system of record)
- Make.com — the automation layer connecting everything
- Calendly — scheduling & consultations
- Microsoft Outlook — email & calendar
- PandaDoc — proposals & e-signatures
- Box — file storage & sharing
- Wave Accounting — accounting & financials
Three key business results
1. More time on the core mission
System-wide automation gave the firm back its most valuable resource — time. Manual processes like tracking sales, building projection reports, and managing workload were automated, pulling the CEO out of the admin weeds.
2. Real visibility into the business
Deeper accounting, resource, and sales insights became accessible across the firm — turning gut-feel calls into data-based decisions.
3. Significant growth in new business
Reorganizing the firm's business-acquisition pipeline and automating steps like new-lead follow-up drove a 10× increase in new business partnerships in the 6 months following completion.
Why it matters
When a founder is the integration layer holding the tools together, the business can only grow as far as their personal bandwidth. Automating and connecting the systems doesn't just save time — it lifts the ceiling. This firm got its CEO back, gained real visibility, and turned a cleaned-up pipeline into 10× more new business.
You don't have to figure it all out on your own.
Tim is an intelligent, diligent and fantastic person to work with. He helped coach me into a system that far exceeded my expectations. Key to me is his level of collaboration. He was part of a team and quickly became the go-to guy even for the other developers I hired. I kept him on for follow-up enhancements because of that. Don't waste your time, just call Tim.