Case study · 100-Day Sprint
Clear Moon Therapy
A services business drowning in manual intake, fragmented records, and zero online presence. We built the systems — lead flow, automation, marketing — and the team runs them independently today. Different industry; the exact systems manufacturers and wholesalers need.
Different industry — same systems: lead flow · automation · marketing
65%
Faster onboarding
3x
Client capacity
0
Manual data entry
24/7
Lead qualification
The starting point
Growth was creating friction, not capacity.
Manual onboarding
New client onboarding took 3–4 days of manual data entry, document handling, and coordination — hours of setup before any work began.
Fragmented data
Client information lived in five different places: email, spreadsheets, a management system, a scheduling tool, and paper forms. Reconciliation was a constant tax.
No after-hours response
Inquiries outside business hours sat unanswered until morning. Response rates dropped, and warm leads went cold overnight.
Capacity ceiling
Taking on new clients was limited by how much admin the team could process. Growth meant hiring, not efficiency.
Documentation overload
The team spent 2–3 hours per day on manual documentation — time taken directly from billable work.
No online presence
No consistent content, no SEO foundation, no system for attracting new business. Growth depended entirely on word of mouth.
How it was done
The same four-phase structure we use in every sprint.
Weeks 1–2 · Gap Mapping
- ·Audited all current workflows and identified 7 automation opportunities
- ·Mapped data flows across all 5 systems
- ·Prioritized by impact: intake automation ranked #1
- ·Built a week-by-week execution roadmap
Weeks 3–10 · Build & Train
- ·Built AI-powered intake workflow: inquiry to onboarded client, fully automated
- ·Integrated all 5 data sources into a unified client record
- ·24/7 lead qualification bot deployed and trained on business-specific responses
- ·Team trained on every system as it was built — zero documentation lag
- ·Launched AI-powered content workflows: blog posts, SEO pages, and social content drafted in a fraction of the time
Weeks 11–14 · Optimize & Handoff
- ·Measured onboarding time: from 3–4 days to under 8 hours (65% improvement)
- ·Validated that the team could run all systems without support
- ·Completed runbooks and documentation for every workflow
- ·Confirmed: zero manual data entry in the new intake process
“What impressed me most was not the technology — it was how they made AI practical. Abstract possibilities turned into tangible systems our team actually uses every day.”
These systems transfer.
Lead flow, automation, and marketing look different in a warehouse than in an office — but the architecture is the same. The assessment will show you exactly how it maps to your operation.