Real projects, real results.
A look behind the curtain at the systems, automations, and cleanups I have shipped for real clients. Each one started with a mess, and ended with something that holds.
Client Operations Automation for an Executive Coaching Business
A high-touch coaching business was running its entire client journey by hand. I built a phase-based automation system in HoneyBook, a payment-to-onboarding flow, a Stripe-to-HoneyBook workaround, and a Flodesk intake sequence that runs without manual chasing.
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ClickUp Resource Management & Make Automations
A worldwide team needed a resource management layer inside their existing ClickUp workspace, with Make automations to keep workload and capacity data current. I built timesheet approval flows, project time tracking, Gantt views, utilization dashboards, a workload view driven by remaining hours, capacity forecasting from their Forward Revenue View, and time-off integration that zeroes capacity on days off.
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Kit Email System for an Author with ARC Approval Automation
A published author had Kit forms embedded on her site but the automations behind them were incomplete, and the ARC application could not safely deliver the book on its own. I corrected the setup, built a manual-approval trigger, added branching reminders with real stop conditions, connected Google Forms to Kit through Zapier for review confirmation, and tested every route end to end.
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Babysitting Agency Booking Automation on WordPress
A babysitting agency was taking requests through texts, DMs, and a basic WordPress form, then manually rewriting every post for the sitters. I built a one-time automation that takes a parent request, formats it into a sitter-friendly job post, and publishes it to a shared job board.
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Healthcare Workflow Automation with Zapier and Google Sheets
A healthcare practice needed a simple way to move intake requests, scheduling updates, and follow-ups out of email and into one shared Google Sheet. I built a Zapier workflow that connects their existing systems and sends a daily digest so the front desk starts each day with the same information.
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Rebuilding a Monday.com Workspace for a Growing Startup
A startup running several active projects brought me in on a monthly retainer for executive and operations support. I rebuilt their Monday.com workspace with a live coordination dashboard, automated meeting log, and timezone-aware reminders.
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Building and Documenting a Diagnostic Booking Automation for a Coaching Business
A booking and intake automation I built and documented for an executive career and personal brand coaching business, running across Stan Store, Zapier, Flodesk, and Google Forms.
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A Landing Page That Sounds Like the Client
Brand-led landing page, copy, SEO setup, and lead capture for an early-stage Ontario startup: an editorial site written from the client's own founding document.
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UTM Tracking & Booking Funnel Setup for a U.S.-Based Wellness Brand
A repeat referral project: mapping UTM tracking and a booking funnel across email, Instagram, YouTube, blog, website, Facebook, and Calendly for a U.S. functional nutrition business.
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Building a 200+ Group Webinar Outreach Pipeline for an Insurance Advisor
Three master lead lists totalling 285+ Ontario organizations across life insurance, disability insurance, and RDSP webinars, built in a single research pass with named contacts and force-multiplier networks flagged first.
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Building a 12-Week Automated Email Sequence for Nutrient Dense Life
Turning loose course drafts into a hands-off 78-day delivery system: 19 branded emails, one workflow, and a one-step onboarding process the founder runs herself.
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Building Swift Racing Canada for a Niche Rowing Brand
A Canadian ecommerce site for high-performance rowing shells: variant-heavy catalog, oversized freight logic, editorial product pages, and mobile-first design.
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Turning a Funding Question into a Decision-Ready Map
A grant and funding environmental scan for a small BC communication consultancy, mapping sixteen verified opportunities across Indigenous engagement and AI growth areas with a 12 to 24 month horizon.
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Automating a Wellness Practice from First Click to Active Client
Building a clean client journey on Ivorey for a full nutrition business, from lead capture through onboarding, contracts, and payments.
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Building a Reusable UTM Attribution Framework for Lionheart Coaching Academy
How a small script, five hidden fields, and a clean follow-up sequence closed the gap between Bitly clicks and ActiveCampaign contacts, with reusable instructions for every future funnel.
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14 Months of Coaching Calls, One Searchable Knowledge Base
How I extracted 51 weekly coaching transcripts from Otter.ai and compiled 2.3 million characters of content into a single searchable Word document, in under two hours.
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Cleaning Up a Shopify Store From the Inside Out
A behind-the-scenes case study on cleaning up a performance parts Shopify store: deduplication, CSV-based inventory, automated collections, and theme code edits.
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How I Turned a 1,000-File Document Review into a One-Click Checklist
Automating a 1,000-file, 40-requirement compliance review with a Python and Streamlit app. From two days of clicking to a one-hour structured review.
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How I Built a Custom Google Sheets Sync for Artist Alignment Academy
One script. Three platforms. Zero manual data entry. A case study on a Google Apps Script automation that keeps a lead tracker perfectly in sync.
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How I Used AI to Audit a Client's Website and Catch What the Developer Missed
I used AI to build a crawler that scanned every page and uncovered the errors a developer missed. The report helped my client get a refund, and I stepped in to fix the site.
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How I Built a Full Student Onboarding Automation for Selling Circus
A look at how the full new-student journey was built end to end using DocuSign, Zapier, Thinkific, and ActiveCampaign.
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How I Helped Austin Bryant Consulting Bring Order Back to Google Drive
Solving digital clutter with care and clarity. Custom automation and thoughtful organisation transformed a chaotic Google Drive into a clean, reliable system.
Read Case Study →Outcomes from real client projects.
2.3M
Characters compiled into one searchable doc
12 hrs
Average week reclaimed per client
0
Manual data entry after Sheets sync went live
100%
Of audits delivered with a fix plan, not just a list
Every case study starts the same way.
A client tells me something is broken, slow, or eating their week. I sit with it long enough to understand the actual problem, not just the surface complaint. Then I build the smallest thing that fixes it, document how it works, and hand it back in a way they can keep running without me.
The case studies on this page are the receipts. Real systems, real screenshots, real tradeoffs. Each one is here because the work held up after I stepped away.
Diagnose
I map the workflow before I touch a tool. The first call is mostly questions. What is actually slowing things down, what have you already tried, and what does done look like.
Build
Smallest possible fix first. Tested with real data, not demo data. Documented as I go so nothing lives only inside my head.
Hand back
Loom walkthrough, written step-by-step instructions, and a clear plan for how the process gets maintained without me. The goal is to make sure the client can keep using it after the project is done.
What these projects have in common.
Started messy
Inherited Drives, half-built automations, abandoned CRMs. Every project on this page started with chaos a previous freelancer or team had walked away from.
Built to outlast me
I do not build systems that need me to keep them alive. Every workflow here is documented well enough that the client can train someone else into it.
Small surface, big impact
Most of these projects took less time than the client expected. The skill is not in the hours, it is in finding the smallest change that unlocks the biggest result.
Honest scope
If a project should not happen, I say so on the discovery call. Several of the best case studies started with me talking a client out of a much bigger build.
"Valentina took something I had been avoiding for two years and turned it into a workflow I now run in fifteen minutes a week. She did not just fix it, she made it boring, in the best possible way."
Course Creator, Repeat Client
Have a mess that needs a quiet fix?
Most of the projects on this page started as a single sentence in an email. If you have a system that is bleeding time, an integration that keeps breaking, or a Drive nobody wants to open, send it through. I will tell you straight whether it is something I can help with.
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