WHO THIS WAS FOR
A small business that designs and fulfills wedding albums for clients.
The situation
Projects came in as design only, yearbooks and full concierge work. Each needed deadlines, payments, fulfillment steps and follow-ups.
The owner needed visibility across the business, and the team was not technical.
What we built
Three boards (Design Only, Yearbooks, Concierge) with custom fields, labels, checklists, due dates, saved filters and overdue tracking.
Butler automations for payment reminders after 5 days, monthly follow-ups for stalled projects, routing to the right photographer for fulfillment, and 6-month follow-ups for lost opportunities.
How it works
Step 1 of 3Each project is a card that moves through a 9-stage pipeline, with due dates, labels, checklists and saved filters.
An illustration of the steps below. Example flow only, no client data.
- 01Each project is a card that moves through a 9-stage pipeline, with due dates, labels, checklists and saved filters.
- 02Butler watches the cards. A payment reminder goes out after 5 days, stalled projects get a monthly follow-up, and finished designs are routed to the right photographer.
- 03Lost opportunities get a follow-up after 6 months, and the team is alerted whenever a card is overdue.
The challenges we solved
- The system had to stay simple enough for non-technical team members to run daily.
- Live projects had to be migrated without breaking anything in progress.
The result
The workspace now watches deadlines and payments and alerts the team when something needs action.
Want a system like this built for your business?
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