Quantum Capital Client Delivery

The Problem

Our financial consulting client was overwhelmed with managing over 15 boards in Monday.com, hours of manual data entry, and constant struggles to locate client information. Their team was tracking data across multiple boards and entering client details manually, which resulted in incomplete or inaccurate data. When clients were onboarded, each entry had to be manually input into multiple areas, leading to inefficiencies and errors. Additionally, the team spent significant time on tasks that could easily be automated, halting the business’s potential for growth.

The most significant issue was the lack of seamless integration between their CRM, Go High Level, and Monday.com. The financial consulting agency needed accurate, real-time updates on client funding submissions and the amounts received from various banking institutions. Since commissions and client payments were based on the funding received, the team was bogged down by manually entering and calculating these payouts. The billing process was also tedious, requiring the team to move data between QuickBooks, Monday.com, and Go High Level for every funding amount. There was a clear need to consolidate and streamline processes to eliminate human error and improve operational efficiency.

What We Did

We began by analyzing our clients’ processes and identifying opportunities to consolidate client data within Monday.com. To address the fragmented data entry, we created consolidated boards and implemented mirror columns to seamlessly connect information across boards, eliminating the need for manual data entry between them.

Next, we revamped their onboarding process. We developed an onboarding form within Monday.com, allowing clients to input their own details. Based on their responses—such as the type of funding required and commission structures—clients were automatically added to the relevant boards, without duplication or manual entry. This streamlined the entire client onboarding experience.

As the team progressed through each phase of client projects, we created automated subitems that would be automatically added to the main client item. These subitems detailed the tasks required for each phase, removing the need for separate boards for task tracking.

By listening to the team’s typical workflow, we were able to develop a series of automations to replace repetitive manual tasks, including:

• Sending templated emails to clients

• Automatically calculating commissions and client billing amounts

• Updating fields within Monday.com based on data inputs

To solve their billing issues, we integrated Go High Level CRM data directly with Monday.com. We built automations that pulled relevant data from multiple sources, updated fields within Monday.com, and calculated the commissions and other metrics needed for accurate billing. Using formula fields and mirror columns, we consolidated the necessary information into a single Monday.com board.

This consolidated board became the central hub for billing each month. The billing team could now easily verify client data and, with a single click, send invoices directly from Monday.com—no need to log into QuickBooks at all.

To further streamline their operations, we set up reminders, notifications for failed payments, and Slack alerts for successful transactions, ensuring the team was always updated in real-time and minimizing the risk of missed payments or client delays.

The Result

• Time Savings: Automated client data entry and task tracking saved the team an estimated 10 hours per client per month, freeing up time to focus on high-value tasks.

• Error Reduction: With automatic data syncing and calculations, manual errors dropped by 60%, leading to more accurate client records and billing.

• Faster Onboarding: The automated onboarding process decreased the client intake time by 3-5 business days to under 5 mins, allowing for faster onboarding and a smoother client experience.

• Billing Efficiency: Billing was consolidated into a single board in Monday.com, reducing the time spent on invoicing by 40%. The team no longer had to manually transfer data to QuickBooks, and invoices could be sent with just one click.

• Improved Cash Flow: Automated reminders and payment tracking led to a 20% reduction in delayed payments, improving cash flow and ensuring the business was paid on time.

• Scalability: By automating key workflows, the consulting firm was able to handle 5 more clients per month without needing to increase staff, positioning them for growth without additional overhead.