Goals

Liz came to me because her backend systems no longer supported the way she was working, she wanted most of her systems automated so she could put more of her time and energy into her zone of genius, which is to serve her clients. She had previously been using HoneyBook, but her processes felt fragmented and manual, and her client management and project tracking lacked clear structure.

Client information, tasks, and documents were spread across different tools, making it difficult to get a clear overview of active projects, client responsibilities, and internal to-dos. Liz needed systems that would bring everything into one place, create clarity around her client processes, and support her growth without adding more complexity.

The goals of this project were to:

• • • Migrate her CRM from HoneyBook to Dubsado.

    • Build a clear, structured client onboarding process from scratch.

    • Create a project management system that provided both high-level visibility and detailed task tracking.

    • Reduce manual admin and mental load.

    • Set up systems that could scale as her business grows.

Approach

The approach for Liz’s project was to start with clarity, not tools. We first mapped out how she wanted to work, how her clients moved through her services, and what information she needed access to on a daily basis.

From there, we rebuilt her backend intentionally, ensuring each system had a clear role and worked seamlessly with the others. Rather than simply transferring what she had before, we redesigned her processes to be cleaner, more intuitive, and better suited to her current business needs.

Solutions

CRM Setup – Dubsado

We migrated Liz fully from HoneyBook to Dubsado and rebuilt her CRM from the ground up. This included:

• Creating all contracts, proposals, client questionnaires, and call schedulers from scratch.

• Structuring her services and workflows to reflect how she actually delivers her work.

• Building automated workflows to guide clients through a smooth and consistent onboarding experience.

Dubsado is now the central hub for managing client information, communication, and onboarding and offboarding with clarity and ease.

Project Management Setup – Notion

For project management, we set Liz up in Notion with a system designed for both overview and execution. We created three distinct portals:

• A general project hub where Liz can see an overview of all projects, tasks, and client deliverables in one place.

• Individual project hubs that break down each project into clear tasks and timelines.

• A client portal hub outlining client tasks, Liz’s internal tasks, and document placeholders organised by month.

This structure gives Liz instant visibility into her workload while keeping each project organised and easy to manage.

Email Automation – Flodesk

We also built three automated email nurture sequences for Liz inside Flodesk. These sequences support her client journey and communication by:

• Nurturing new leads with a clear welcome sequence.

• Following up and building trust with prospects.

These automations now work in the background, supporting her relationships and saving valuable time.

Liz now has a fully integrated backend that replaces manual processes and scattered tools with clarity and structure. Her CRM, project management system, and email automations work together to support her day-to-day operations and long-term growth.

She has a clear overview of her projects, defined client and internal tasks, and a streamlined onboarding experience that feels professional and intentional. The mental load of managing clients and projects has been significantly reduced, allowing Liz to focus more on her work and less on admin.