Automation Case Studies

🧾 1. Franchise Payment Automation

Industry: Franchise Services
Problem: Monthly franchise payments were taking 3 days to process manually.
Solution: Built a Zapier automation that processes payments in 2 hours.
Outcome:
✅ Reduced manual processing time by over 85%
✅ Improved accuracy and consistency
✅ Freed up the team for higher-value work

Review (under 500 characters):
"Andy built an automation that reduced our monthly payment processing time from 3 days to just 2 hours. It’s accurate, fast, and has saved us countless hours."

🏗️ 2. Engineering Firm Workflow Automation

Industry: Engineering (AU-based)
Problem: Quotes, job management, and invoices were scattered across multiple platforms.
Solution: Built a Zapier flow to link:

• Quotient → Xero → WorkflowMax → Zendesk

• Triggered actions based on quote acceptance and payment updates
  Outcome:
  ✅ Seamless job visibility for the whole team
  ✅ Streamlined handover between quoting, delivery, and support
  ✅ Reduced admin overhead

Formatted case study (summary version):
“We helped an engineering consulting firm streamline quoting, job tracking, and invoicing by linking Quotient, Xero, WorkflowMax, and Zendesk using Zapier. Now, accepted quotes trigger invoice creation, job documentation, and help desk visibility — all automatically.”

🧑‍🏫 3. Sports Recruiting Onboarding Automation

Industry: Sports Placement (Basketball)
Problem: Growing business needed to scale onboarding and outreach for athletes.
Solution:

• Automated onboarding steps using Zapier

• Built WhatsApp outreach triggers

• Prepared athlete LMS access

• Synced film and academic records to CRM
  Outcome:
  ✅ Cut onboarding time per athlete
  ✅ Allowed scaling of women’s program
  ✅ Improved visibility for staff and coaches

🧰 4. Service Business Workflow with ServiceM8 / Fergus

Industry: Trade Services
Problem: Technicians needed job info, photo logging, and invoicing in one flow.
Solution:

• Used Zapier to sync ServiceM8/Fergus with tools like Google Sheets, Mailchimp

• Enabled automatic job creation and follow-ups
  Outcome:
  ✅ Smoother field workflows
  ✅ Instant invoice generation
  ✅ Integrated before/after job documentation

📋 5. Canopy Tax Integration for Accounting Firm

Industry: Accounting
Problem: Manual steps to manage and update Canopy client data.
Solution:

• Built Zapier workflow to:

  • Refresh Canopy API tokens

  • Get existing client notes

  • Append Cognito Form data

  • PATCH updates to client records
    Outcome:
    ✅ Fully automated data syncing
    ✅ Reduced manual copy-paste
    ✅ Secure, scalable CRM updates

🌐 6. Web Form & CRM Sync with Caspio + Cognito Forms

Industry: Therapy / Professional Services
Problem: Data entered by clients via Cognito Forms was disconnected from internal systems.
Solution:

• Zapier automation triggered on new Cognito entries

• Updated records in Caspio database

• Reflected updates in Process Street for internal use
  Outcome:
  ✅ Real-time data flow between client and internal views
  ✅ Reduced admin duplication
  ✅ Improved client experience

📁 7. Google Sheet Smart Search System

Industry: Internal Tools
Problem: A sheet with thousands of rows needed a dynamic, fast search UX.
Solution:

• Trigger on cell edit

• Custom logic for searching only name, address, or ID

• Display results cleanly with hyperlinks
  Outcome:
  ✅ Faster lookup for users
  ✅ Cleaner results interface
  ✅ Improved usability