Over two working weeks a month went into paperwork, not the work.
A UK service provider agency, connecting the right specialists with the clients who need them. Three coordinators, around 150 orders a month, and everything ran through Excel and emails written from scratch. The client stays private, so we call it Project Keel. Here is what Objevo found, and what is changing.
Where the time went
Follow one order through. The details are typed into Excel. The coordinator finds the right specialist by call, text or email. Then a handover email to the specialist, written from scratch. Then a confirmation to the client, also from scratch. An easy order takes about 20 minutes; a new provider pushes it past 45, spread across a day of emails.
At 150 orders a month, the order side alone runs 45 to 110 hours. Another coordinator spends 40-plus hours a month building invoice emails and account statements by hand, copying data out of the inbox and the spreadsheet. The demand was still there. The hours ran out. The agency stopped growing at 150 orders.
What Objevo did
Not a chatbot dropped on top of the mess. Across three workshops, Objevo mapped every task from first order to final invoice and timed each step. The real problem was not a missing bot, it was information spread across Excel and inboxes. So the fix starts at the base: one system that carries the whole job end to end, with the automation on top. Their clients' documents stay private, in their own space, and never leave it.
What changes
- Every order arrives one way and is typed once, never re-typed down the line.
- The provider and client emails write themselves; the provider confirms with one button instead of a day of back-and-forth.
- Quote details read straight off scanned files in seconds, instead of being worked out by hand.
- Invoices, account statements and payment reminders build themselves from data already saved.
Where it stands
The design is agreed, the build has started and the team is moving over, data out of Excel included. The numbers above are the agency's own estimates, written down before anything was built, so the results can be measured against them. Finding and allocating a provider is projected to drop from 15–40 minutes to a few minutes of checking and sending. The measured numbers will be added here once the system is live, whatever they turn out to be.
Your agency has a Lost Hours Map too
In 20 minutes, Objevo looks at your daily work and shows you 3 places you are losing hours to repeated tasks, plus roughly what it costs you a year.
Book a free Lost Hours Map →Most small agencies still work this way: spreadsheets, inboxes, the same emails typed over and over. See how Objevo works.