Strateya — Work
Real projects,
real results.
A look at the systems we've built and the problems we've solved for our clients.
The challenge
Everything was manual — and breaking at scale
A real estate influencer had built a subscription service for realtors, providing access to exclusive resources and an affiliate referral map. The business was growing, but the operations weren't.
Every time a new affiliate joined, someone had to manually send personalized emails day by day throughout their onboarding journey. And every time someone cancelled, access had to be manually revoked. One missed step meant a paying customer got a broken experience — or a churned customer kept their access.
With a growing subscriber base, the team was spending hours every week on tasks that should have taken seconds.
What we built
A fully automated affiliate lifecycle system
- Central affiliate database in Google Sheets as the single source of truth for all subscriber data
- Automated onboarding flow — the moment someone subscribes, they receive immediate access to the affiliate map and resources
- Day-based email sequencing — personalized emails triggered automatically based on exactly which day each user is in their journey
- Automated offboarding — when a subscription cancels, access is revoked instantly with no manual intervention
- SMS notifications via Twilio for key communication touchpoints throughout the lifecycle
- Full audit trail — every action logged with timestamps for complete visibility
Results
Workflow diagram
The challenge
30 leads a month — managed entirely through Excel
A growing home services company with 30–50 employees had no real system to track their sales pipeline. Everything lived in spreadsheets: lead follow-ups, appointment scheduling, document sending, retainer collection — all done manually by the team.
With around 30 new clients coming in every month, the operational cost was enormous. The team had no visibility into where each lead stood, sales reps had no structured follow-up process, and finance had no real-time picture of project status or revenue.
The process was 0% automated — and the business was paying for it in hours, errors, and missed opportunities.
What we built
A fully automated sales-to-operations pipeline
- Automated lead intake with duplicate contact detection — new leads verified against the CRM and routed correctly from the first second
- Instant welcome emails sent automatically to every new prospect, eliminating manual outreach
- Appointment scheduling automation — confirmation emails triggered the moment a date is entered, with no human intervention
- AI-powered proposal processing — signed PDFs parsed by OpenAI, billable line items extracted and structured as subitems in Monday.com
- Automated QuickBooks invoice generation — client lookup, creation if needed, and invoice generation directly from the proposal
- Project activation on deal close — when a deposit is collected, a project record is created automatically for the operations team
- Commission tracking per sales rep — calculated automatically based on configurable rules (fixed, percentage, or manual)
- Role-based visibility — each team member sees only what's relevant to their role, in real time
Results
Workflow diagram
Want results like these? Let's map your processes in a free 30-min call.
Book your free strategy call ↗%20(1).png)