UK Based Rating Firm
Back office reporting + savings tracking
- Manual stat checking reduced from ~115 hrs/month → ~46 hrs/month (as recorded).
- Operating cost reduced from £17,370/month → £690/month (≈ £208,440/year → £8,280/year).
Less admin. Clearer ownership. One place to work.
Mini-case snapshots, with the numbers that came out of the work.
International Education Provider
Phase 1 operational rebuild
- 4 of 6 critical bottlenecks removed.
- Admissions consolidated from 3 spreadsheets → 1.
- 50+ scattered student record sources replaced with 1 single source of truth.
- 150+ manual emails/intake removed.
- 20–30 hrs/week estimated time savings (≈ £2,400–3,600/month at £30/hr).
International Education Provider
Attendance + onboarding admin
- Jane confirmed ~2 weeks saved (80 hours).
- Payment → enrollment moved from manual daily checks to automated handoff.
- Students receive immediate access post-payment.
Holistic Practice Agency
Client intake automation (payment → onboarding → CRM)
- End-to-end intake (payment reconciliation, onboarding invitation, CRM log) reduced from ~10 minutes → ~1 minute (~90% faster).
EU Based Chamber
CRM + payments workflow
- Time to sign one client reduced from 2–3 days → a matter of 2 hours.
- Annual processing per member reduced from 10 min/member → ~22 sec/member (167 members).
- Total admin reduced from ~27.8 hrs/year → 1 hr/year (≈ 96.4% reduction; ~26.8 hrs/year returned).
US Real Estate Lead-Gen Build
From concept to working acquisition system
- Built a system to source data and cold call with AI.
- Processed 1,000 calls/day versus 100 calls/day by a human.
- Same conversion results achieved.
International Education Provider
AI-assisted assessment marking
- Replaced the equivalent of 10 markers for first-pass grading.
- Marking turnaround reduced from 2 weeks → 2 days.
- Feedback is still manually checked before being sent to students.
- ≈ 86% reduction; ~15,000/year returned.
UK Chartered Surveying Firm (Rating / New Business)
AI occupier matching + same-day outreach
- New business cycle compressed from ~2 weeks → same-day outreach (≈ 14× faster).
- Manual occupier matching reduced from up to 1 week per tone reduction to two batches (62 addresses) matched in ~30 minutes.
- Pilot results: 39/62 occupiers matched (62.9% match rate), 48 phone numbers and 25 emails found.
- Matching runs on public VOA data at ~£0.5 per company, in parallel with the existing system so nothing is overwritten.
- Low-confidence matches route to a human QA queue.
UK Cleaning Agency (Cardiff, owner-operated)
From no system to a single business OS
- Built one consolidated Notion business OS: CRM, cleaning projects, tasks with priorities, team, and finances in a single source of truth.
- Per-job pricing standardised into formulas across all cleaning types (regular, deep, end of tenancy, post-build, commercial), replacing ad-hoc quoting.
- Every client, job, task and cost is trackable in one place.
- Owner can run the business from one dashboard instead of chat history.
- All phases delivered and handed over.
UK Life Insurance Brokerage
Whiteboard-and-paper back office → portable operating system (in delivery)
- Audit proved the back office was the real constraint, so the sequence was fixed: delivery capacity first, then scale sales.
- End-to-end client journey (fact find → quote → application → underwriting → on risk → retention) in one shared source of truth.
- Structured underwriting tracker (provider, request date, chase cadence, next action, owner).
- Comms templates reverse-engineered from ~100 sent emails.
- Auto-generated branded client packs replacing manual personalisation.
- ICP and channel targeting decided from historic CRM conversion data, not preference.
UK Commercial Insurance Broker (PI / Cyber / D&O)
Fragmentation audit + governed rebuild (in delivery)
- ~140 clients, ~200 policies, ~£1m GWP across a CRM, GoHighLevel, spreadsheets, email and file folders with no enforced source of truth and no shared IDs.
- Verdict delivered plainly: growing top-of-funnel first would have automated the chaos.
- Rebuild sequenced as IDs and stage definitions → folder standards → only then automation.
- Source-of-truth map per entity (lead, client, policy, documents, commission).
- Product catalogue built from scratch, rules-based upsell list, and renewal kick-off at T-90 days.
What clients say
Daria and her team assisted my company in streamlining multiple departments, where we were using multiple spreadsheets and various outsourced programs. What they were able to do was move all data into one manageable, simple, and time-efficient system, saving operational costs of around £200k. Thank you, Decode and Grow!
Ready to make work feel simpler?
Start with a free systems audit. No pitch, no pressure — just a clear map of where your time is going.