Alana Shaw

⚠️The Problem

When Alana first reached out, she was drowning. Every new lead meant hours of back and forth emails just to get basic information. Proposals that should take 30 minutes were eating 3 to 4 hours because she had to manually copy data from intake forms into Word templates. Worse, her follow up system was "whenever I remember to check my calendar," which meant 30% of prospects never heard back at all.

The breaking point came when she lost a $45K contract because she took 48 hours to respond with a proposal. The prospect had already signed with a competitor who sent theirs the same day.

🔄How We Figured It Out

We asked Alana to walk us through her last three proposals, not just the final docs, but every email, every question, every piece of information she needed. That's when the pattern emerged.

She was asking the same questions every time: company size, service needed, budget range, timeline. Each proposal followed the same template, just different names and numbers. The follow ups were supposed to happen at day 3, day 7, and day 14, but only if Alana remembered to set calendar reminders.

So we built a system that captures everything once, populates the right template automatically, and handles follow-ups like clockwork. Two weeks from start to finish.

⚙️The Solution

Every intake form submission now triggers an instant confirmation email, auto fills the proposal template based on service type, and queues follow up reminders at exactly day 3, 7, and 14. Everything logs to her CRM automatically. No manual entry, no missed follow ups.

📈The Results

The automation freed up the equivalent of adding a part-time admin without the overhead, allowing Alana to focus on billable client work and strategic growth.