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VIEW ASHLEY COOK'S CASE STUDY BELOW

Full CRM Setup to Streamline the Client Experience

Ashley Cook

 Copywriter & Copy Coach

Background: Ashley Cook is a powerhouse copywriter and trusted copy coach helping entrepreneurs refine their voice, write high-converting copy, and confidently communicate their value. But as her client base and coaching programs expanded, Ashley was stuck in the weeds of client management—spending too much time sending follow-ups, chasing down invoices, and manually handling tasks that could (and should) be automated.

 

She wasn’t short on demand. She was short on time. 
That’s where Streamline & Scale stepped in; her goal was clear:

“I'd love to have my systems consolidated into as few as possible. Even more importantly, I want the systems all automated so that my invoicing, onboarding/offboarding, proposals/contracts/follow-ups, and scheduling is all hands-free (or just a light touch).”

The Challenge: Manual Processes Slowing Down a Growing Brand

Ashley’s calendar was full, but behind the scenes of Ashley’s growing business, cracks were forming in the foundation:

Losing time to repetitive admin tasks

Manually handling scheduling, invoicing, and onboarding

Piecing together tools with no central hub for client management

Tech platforms were underutilized or duplicative, leading to wasted spend

The idea of scaling felt stressful because her systems weren’t built for it

Bottom Line: Ashley knew she needed an operational reset. One that would save her hours and elevate her client experience.

→ Bottleneck: Unscalable Processes & Systems

→ # of Platforms Used: (7)

→ CEO Manual Tasks: 100%

→ Automation: 0%

The Turning Point: Custom CRM Automation

In December 2021, Ashley Cook brought in Streamline & Scale as a fractional Systems Strategist to lead an operational transformation. With one clear goal—get Ashley out of the admin seat and into her zone of genius—we fully built and implemented her Dubsado CRM account to handle the entire client journey from first touchpoint to final deliverable.

PHASE 1 | Famine-Proof Infrastructure: 

We started from zero and set up Ashley’s Dubsado with everything she needed to run a smoother operation:

Fully branded proposals, contracts, and lead capture forms

Project templates that made onboarding as easy as one click

A centralized platform to manage leads, bookings, and projects

Branded and automated appointment scheduling that synced with her availability

PHASE 2 | Streamlined Processes & Systems

To help Ashley step out of the weeds, we automated key workflows in Dubsado:

Automated lead intake and onboarding workflows

Seamless delivery of coaching call reminders and next steps

Invoice and contract triggers that required zero manual follow-up

Task views for internal use, showing progress across all clients

PHASE 3 | Lean Support Team

Finally, we made sure the system didn’t just work for Ashley; it worked for anyone she’d bring onto her team in the future:

Systems designed with delegation in mind

Clearly mapped workflows and client timelines

Infrastructure that makes it easy to plug in a VA, OBM, or future support roles

The Results: Her Time Is Back. Her Client Experience Is Next-Level.

We didn’t just clean up Ashley’s backend. We gave her the tools to run her business with clarity, confidence, and calm. Every inquiry, appointment, invoice, and deliverable now flows through a fully automated and branded process inside Dubsado. Ashley is free to focus on delivering exceptional coaching and copy, not chasing paperwork.

BEFORE

Scheduling - a separate booking platform was used

Marketing - a separate platform was used to host digital offers and send marketing emails

Onboarding - a separate platform was used to manually send and manage contracts

Invoices - two separate CRMs were used to send invoices manually, and track separately

Project Visibility - two separate platforms were used for project and task management

Time Spent on Admin - Countless hours each week

AFTER

Scheduling - Automated, branded booking links included in one CRM

Onboarding - One-click workflow execution to onboard clients with one of four workflows and (35) canned emails in one CRM

Invoices - Delivered automatically inside workflows included in one CRM

Project Visibility - Centralized dashboard with clear timelines included in one CRM

Time Spent on Admin - Virtually none

The Breakaway: From Reactive Operator to Strategic CEO

★★★★★

“Allanté streamlined my processes and simplified them down. Now, I only use 2 systems, and about 80% of the work is automated. What used to take me an hour to send to a client now takes me 15 minutes. Allanté over-delivered in every way and was SO pleasant to work with. I highly recommend her.”

  

 — Final Recap, Ashley Cook

🚀 Ready for systems that support your brilliance?

If you’re tired of duct-taping your backend together while delivering high-level results for your clients, you don’t have to do it alone. We build systems for you, so you can finally operate like the expert you are.

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