Case Studies

Real Projects. Real Results.

Every case study below is a real engagement with real clients. Numbers are actual outcomes, not projections. No client names are used per confidentiality agreements.

LegalImmigration Law Firm

Intake Reduced From 2 Hours to 15 Minutes with Monday.com CRM

2hr → 15min

Client Intake Time

50+

Active Cases Tracked

Cases Dropped Since Launch

3 days

Implementation Time

The Situation

A growing immigration law firm was manually processing every new client intake — filling in multiple spreadsheets, sending individual welcome emails, and manually assigning cases to attorneys. The process took an average of 2 hours per new client and was creating a growing backlog.

The Challenge

The firm had no CRM system and was managing 50+ active cases across spreadsheets and sticky notes. New client intake required a coordinator to manually gather information, create a case file, notify the assigned attorney, generate welcome documents, and set up initial deadlines — all by hand.

“We went from spending half a day on onboarding a new client to literally 15 minutes. The automation handles everything.”

What We Built

→Deployed Monday.com as the firm's primary case management CRM
→Built custom intake form that auto-populates client record on submission
→Automated attorney assignment based on case type and capacity
→Triggered automatic welcome email sequence with documents attached
→Set automated deadline reminders for key case milestones
→Created dashboard for real-time case status visibility

Tools Used

Monday.comMake.comGmail APIDocuSign

LegalPersonal Injury Law Firm

Automated Case Pipeline Manages 50+ Active Files with Full Visibility

50+

Files Actively Managed

100%

Deadline Visibility

Automated Case Stages

Zero

Missed Deadlines Post-Launch

The Situation

A personal injury firm managing 50+ active files had no reliable system for tracking case stages, upcoming deadlines, or client communications. Cases were falling through the cracks and attorneys had no real-time visibility into their pipeline.

The Challenge

The firm used a combination of legal billing software, email, and paper files. There was no automated notification system for case milestones, no centralized view of case status, and no way to see which clients hadn't been contacted recently. Missed deadlines were a real risk.

“For the first time, I can see exactly where every case stands and know we won't miss a deadline. It changed how we operate.”

What We Built

→Built fully custom Monday.com pipeline with 12 distinct case stages
→Automated stage-change notifications to attorneys and paralegals
→Created automated client communication triggers at key milestones
→Built deadline tracking system with 7-day and 3-day advance alerts
→Integrated with email to auto-log client communications to case record
→Created weekly pipeline report automatically emailed to managing partner

Tools Used

Monday.comMake.comOutlook APITwilio SMS

ConstructionGeneral Contractor

Full Bid-to-Close Automation: Subs Notified, DocuSign Triggered, Clients Updated

10+ hrs

Weekly Admin Time Saved

100%

Bid-to-Close Pipeline Automated

48hr

Faster Lien Release Processing

5-8

Subs Auto-Notified Per Project

The Situation

A mid-sized general contractor was manually managing their entire project pipeline — from bid submission to final lien release. The owner was spending 10+ hours per week on administrative tasks that could be automated.

The Challenge

Every time a bid was won, the GC had to manually notify 5–8 subcontractors, send contract documents for signature, set up a project folder, and begin sending status updates to the client. Lien releases were tracked in a spreadsheet and often delayed, creating cash flow problems.

“I used to spend Sunday evenings doing admin work. Now the system handles it all and I actually have weekends back.”

What We Built

→Built Monday.com project pipeline from bid → active → complete stages
→Automated subcontractor notification emails triggered on bid win
→Integrated DocuSign to auto-generate and send contracts on stage change
→Created automated lien release workflow triggered on payment confirmation
→Built client-facing status update emails triggered by project milestones
→Automated supplier purchase order creation on project approval

Tools Used

Monday.comMake.comDocuSign APIGmailDropbox

HealthcarePlastic Surgery Practice

AI Lead Scoring Processes 400 Leads/Month — 85+ Score Gets Same-Day Routing

400+

Leads/Month Auto-Scored

85+

Score = Immediate Human Routing

90 sec

Average Score + Route Time

35%

Improvement in Consult Bookings

The Situation

A plastic surgery practice receiving 400+ leads per month from paid ads and organic search had no system to prioritize or score inbound inquiries. A coordinator was manually reviewing every form submission, calling back leads in order of submission — not by quality.

The Challenge

High-intent leads who submitted forms after business hours or on weekends were calling competitors by Monday morning. Lower-intent leads were getting the same priority callbacks as serious prospects. The practice was spending significant coordinator time on leads that never converted.

“Our coordinators now only call leads that are actually ready to book. Conversion rates went up and stress went down.”

What We Built

→Built AI scoring model that evaluates each lead on 8 intent signals
→Score 85+: immediate Slack alert and automated text to on-call coordinator
→Score 60–84: enrolled in 3-day nurture email sequence
→Score <60: added to long-term monthly newsletter drip
→Integrated with Monday.com CRM for full lead lifecycle tracking
→Built dashboard showing lead volume, score distribution, and conversion by score range

Tools Used

Monday.comMake.comOpenAI APITwilioCalendly

Home ServicesPool Service Company

Skimmer API Integration Enables Dual Sales Pipeline with Automated Follow-Ups

Lead Follow-Up Conversion Rate

100%

Leads Auto-Captured & Responded

Dual

Independent Sales Pipelines

Skimmer

Full API Integration

The Situation

A residential pool service company was using Skimmer for field operations but had no CRM to manage their sales pipeline for new customers, equipment upgrades, or service contract renewals. Leads from their website were being manually entered into a spreadsheet and often missed.

The Challenge

The company had two distinct revenue streams — ongoing service contracts and equipment sales/upgrades — but managed both through the same manual process. Equipment upgrade leads from existing customers sat in an inbox until someone remembered to follow up. New service inquiries from the website had no automated response.

“We were losing equipment upgrade sales because nobody was following up. Now it's all automated and those deals actually close.”

What We Built

→Built Skimmer API integration to sync customer data to Monday.com CRM
→Created separate Monday.com boards for service sales and equipment sales
→Built automated lead capture from website form to CRM with instant response email
→Created 5-touch follow-up sequence for equipment upgrade leads
→Automated seasonal service reminder campaigns based on customer type
→Built renewal pipeline that triggers 60-day advance retention sequence

Tools Used

Monday.comMake.comSkimmer APIGmailTwilio SMSCalendly

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