Atomic Actions

Pain Points:

• Manually extracting data from PDF packing slips was time-consuming and error-prone

• Invoices in QuickBooks were often delayed, impacting billing cycles

• New product entries had to be created manually when missing in the system

Solution Summary:
We implemented an end-to-end automation using Make, Parsio, and ChatGPT that activates when an email with packing slips is received. Parsio extracts the structured data from PDFs, and ChatGPT handles any data normalization or text interpretation. The system verifies products, creates missing ones if needed, and generates a complete invoice in QuickBooks, attaching the original slip. Notifications are sent automatically when an invoice is created or a pricing issue is detected.

Key metrics:

• 15x faster invoice creation
• 100% elimination of manual data entry
• 3x more invoices processed with the same team

Be Known needed to onboard new clients faster and more reliably. Their existing process was fragmented, relying on forms, spreadsheets, documents, manual calendar updates, and follow-up emails across multiple tools. This led to inconsistent execution and hours of repetitive work for every new client.

Solution we built
We built an end-to-end onboarding automation system using Make.com, triggered by a single JotForm submission.

The system connects to their CRM (GoHighLevel), accounting tool (QuickBooks), project management platform (ClickUp), and Google Workspace automating every onboarding step: creating client records, sending welcome messages, generating folders and documents, setting calendar reminders, and flagging errors via Slack.

The result? A fully onboarded client in under 15 minutes, with zero manual input.

Key metrics:

• +90% time saved per client
• Error-proof, scalable workflow across 7 tools
• 95% faster onboarding (5 days 15 minutes)
• $18,000/year saved by replacing manual labor with automation.
• 40+ hours/month reclaimed for strategic work.

FBA supports international professionals working in Poland by handling their legal setup, contract processing, and salary disbursements. Each client relationship involves coordination between the worker (client), their assigned manager, and an internal control department. The business model depends on legal accuracy, clear documentation, and strict compliance with employment and tax laws.

Solution we built
We designed and built a role-based CRM system that mimics the way FBA works but with automation, status tracking, and compliance logic built in. CRM is tailored to FBAs operations, covering client data, contracts, invoices, salary workflows, and document storage. It includes role-based access, billing-linked file uploads, and process dashboards.

Key metrics:

• x2 client base growth
• 42% operational time reduction
• x100 lower cost to scale per client

The client runs several marketing funnels and used to rely on different tools to build forms, sync contacts, and analyze results. This made tracking performance tricky and building even a basic lead capturing and validation form could take days.

Solution we built
We designed and built a custom Form Builder directly inside the clients admin system giving their team a simple way to create, manage, and embed lead capture forms across all marketing funnels.

The tool supports integrations with HubSpot, Klaviyo, ActiveCampaign, and WebinarJam, and includes features like email and phone validation, UTM tracking, redirect settings, and submission analytics. With role-based access, customizable fields, and one-click embed codes, forms can now be launched in just minutes.

Key metrics:

• +70% lead validity  rate
• +30% revenue increase
• 34% CAC reduction
• 6 hours > 5 min to create and set up a form

Be Known is a marketing agency that builds strategic content packages for webinars, helping businesses attract, engage, and convert their target audience through high-impact campaigns. Their work often involves creating full-funnel content everything from email sequences to landing pages tailored to each clients brand and goals.

Much of their content production relied on manual writing, which made the process repetitive, time-consuming, and difficult to scale. Deliverables were created from scratch for each client, so they needed a way to free up their strategists and creatives to focus on high-level work instead of repetitive production tasks.

Solution we built

We designed and built an AI agent for content creation that creates over 15 types of marketing content from email sequences to landing pages by providing a few inputs. The system validates the input, retrieves client context from Google Drive, performs a deep search on the internet for additional relevant information, and generates content using predefined structures and multiple LLMs. A polished asset is created, saved in the correct folder, and the ClickUp task is updated with a direct link to the folder.

Key metrics:

• An estimated 5 days saved per campaign
• 15+ content formats automated and available on-demand
• Increased bandwidth for strategic work
• 90% reduction in manual delivery time

BlackWood GmbH supports future entrepreneurs working cross-border in the EU. They handle contracts, payments, tax compliance, and legal documentation for clients and companies operating internationally with a strong focus on Austria and Germany.

Their process depended on a combination of HubSpot for contacts and deals, manual document creation, Elopage for digital products, and EasyBill for invoicing. There were no clear permission levels across users, which posed data privacy and security issues. Order management was time-consuming and prone to errors, especially with complex cases involving taxes.

Solution we built

We built a custom CRM and payment system for BlackWood GmbH to help their team handle orders and invoicing more efficiently. The system brings together tools they were already using (like HubSpot, Stripe, and EasyBill) into one place.

It helps sales agents create orders faster, lets clients confirm and pay directly through a checkout link, automates invoice generation and automatically calculates commissions for sales agents.

The system also handles legal and tax rules, and gives each team member access only to what they need, based on their role.

Key metrics:

• +15% sales conversion rate
• 40% operational cost decrease
• +20% customer happiness rate