Case study · A professional training network
A file that goes from the web form to cash collected, with no re-entry
At a professional training network, a file lives on its own: form, funding agreement, invoice, payment collected, document produced and sent.
Training organisation · 5 to 30 people· Anonymised at the client's request.
Before
The business worked. The tools were there: a CRM, spreadsheets, an invoicing tool, e-signature. But the team moved information by hand: re-entry between the enrolment form and the CRM, funding follow-ups by feel, invoices issued when someone remembered. The owner found out about problems three weeks too late.
What runs today
We replaced no tool. We built underneath: the data, the rules, the connections.
- A file goes from the web form to the funding agreement with no re-entry and no manual follow-up.
- When payment lands, the invoice is issued and the document is produced and sent — on its own.
- Unpaid-invoice reminders go out at D+2, D+4, D+6, D+8, then alert the sales rep. A human steps in only when it matters.
- The owner runs it from one screen: pending, invoiced, collected, sales per rep.
Every release that changes something for the team ships with its two-minute walkthrough video.
How it went
One hour of decisions per sprint for the owner, zero operational time taken from the team. Every two-week sprint ended with a real production release, not a demo. Everything is in their name: code, database, server, access.
In the owner's words
When the D+4 reminder went out on its own and recovered an unpaid invoice, we understood what “it runs without you” meant.
Next step
One hour of decisions per sprint. Zero operational time taken from your team.
Thirty minutes to describe the life of one file, end to end. If a system is not the right answer, we will say so.