Real businesses. Real results.
Real visibility.
Every business we work with starts in the same place — good systems, hardworking teams, and no way to see what’s actually happening across the operation. Here’s what happens when that changes.
Case Study 1:
Lettings Agency
The Situation
A growing business with 12 staff managing student lettings life cycle. The team was using [Arthur Online CRM / Xero / Signable / DPS / M365] but nothing was connected. The MD relied on a weekly spreadsheet to understand the pipeline, compliance was tracked manually, and the team worked reactively — responding to whatever shouted loudest rather than what mattered most.
What We Found
During our Operational Review, we discovered:
• Staff were spending 8 hours per week compiling manual reports that were out of date within 24 hours.
• The CRM was being underused because data entry was too labour intensive — the team had workarounds for the workarounds.
• Compliance deadlines were tracked in a spreadsheet that nobody fully trusted.
• The team had no prioritised task list — they started each day by checking systems, email and reacting.
• The total cost of these inefficiencies was estimated at £40k per year in wasted staff time.
What We Built
• A real-time operational dashboard showing the full pipeline — from initial enquiry through to completion.
• Automated task prioritisation so staff see what’s urgent every morning without being told.
• Compliance tracking with automated alerts before deadlines, not after.
• Small, targeted automations that feed the dashboard without requiring manual data entry.
• Connected systems so data flows between platforms automatically.
The Results
• 8 hours per week saved on manual reporting — permanently eliminated.
• 30% reduction in task overhead per staff member.
• Zero missed compliance deadlines since implementation.
• MD has full operational visibility for the first time in 15 years.
• Team now works from priorities, not from inbox.
"Phil showed us what we couldn’t see. We were wasting time and money on things we’d just accepted as normal. Within six weeks, it felt like running a different business."