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Case Study
Three hours of admin after every client meeting
Problem: Manual Admin
Company
Aussie Tiny Houses
Industry
Manufacturing / Design
Problem
Three hours of manual admin after every single client meeting.
What we built
- • Voice-to-action pipeline
- • Auto status updates
- • Draft email generation
- • PM tool integration
Outcome
- ✔ 3 hours reduced to 10 minutes
- ✔ One step instead of five
- ✔ Faster client communication
The Situation
Where things stood
Jess runs Aussie Tiny Houses, a design and manufacturing business on the Sunshine Coast. After every client meeting, her process was: handwrite notes, transfer them into a spreadsheet, update the project management tool, draft follow-up emails, and send status updates. Every single client. Every single meeting. Three hours minimum.
The Bottleneck
What was actually in the way
The admin wasn't optional — clients needed updates, the team needed status changes, and nothing moved without the information being manually transferred across five different steps. It was accurate but brutally slow. As the client list grew, the admin grew with it, and Jess was losing entire days to paperwork instead of design work.
The Fix
What we built
We replaced the entire five-step process with a single voice recording. Jess now records a quick voice note after each meeting. The system automatically transcribes it, updates the project status, drafts a client email ready to send, and pushes the relevant information into the PM tool. One input, five outputs — all automated.
The Outcome
What changed
- ✔3 hours reduced to 10 minutes per client
- ✔Client communication significantly faster
- ✔Team gets real-time updates automatically
- ✔Entire workflow runs from a single voice note
The Human Payoff
What it actually meant
Jess got her days back. Instead of spending hours on admin after every meeting, she's back doing the creative and strategic work that actually moves the business forward. The process is faster, more accurate, and doesn't depend on her sitting at a desk transferring information between tools.
Client Feedback
'What used to take up to three hours now takes minutes. It completely changed how fast we can move.'
Jess — Designer, Aussie Tiny Houses