Cases

Business Process Management System for a Creative Agency

Creative agencies thrive on ideas, but often stumble on operations. For nic’s creative, an Armenian video production and advertising agency, growth brought more projects—but also more chaos. Sales, project management, and finance each kept their own records, leading to duplication, delays, and a lack of financial transparency. In just three weeks, a tailored Notion-based system unified CRM, project workflows, and finance, giving the owner real-time analytics and the team a smooth operational backbone. This transformation replaced scattered processes with clarity, speed, and control.

Client

nic’s creative — a video production and creative advertising agency based in Armenia. The company works with brands and private clients in influencer marketing, digital campaigns, and creative production.

Problem

  • Chaotic workflow between sales managers, project managers, and finance.
  • No unified database for clients and projects.
  • Manual duplication of information across departments.
  • Lack of transparency in budgets and project profitability.
  • No real-time analytics available for the owner.

Goals & Objectives

  • Integrate CRM, project management, and finance in one environment.
  • Track the full client journey — from the first request to the final payment.
  • Automatically calculate revenue, expenses, and profitability per project.
  • Provide the agency owner with a real-time dashboard of key business metrics.

Solution

Designed and implemented a comprehensive Notion-based system with four connected modules:
  1. CRM / Sales Pipeline — client requests tracked, approved leads auto-converted into projects.
  2. Project Management — automated project cards, manager assignments, progress tracking, profit calculation.
  3. Finance Module — revenue and expenses categorized and linked to projects.
  4. Executive Dashboard — real-time analytics: revenue, expenses, profitability, overdue projects, top performers.
Timeline: 3 weeks from planning and design to implementation and testing.

Results

  • All operations consolidated in one transparent system.
  • Eliminated data duplication and manual transfers.
  • Automated financial reporting.
  • Real-time executive dashboard for operational control.
  • Faster project approvals and streamlined management.
  • System delivered fully in English to support international workflows.
  • Entire team onboarded and trained.
  • Smooth collaboration via Telegram and Zoom.

Key Benefits

  • Rapid implementation (3 weeks).
  • Customized to the agency’s real workflows.
  • English-first delivery with training included.
  • Clear communication and ongoing support.
  • Scalable foundation for growth.
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