Turning 50+ client accounts into one automated PR platform

The Challenge

The firm had grown to 50+ accounts and was managing clients, vendors, media placements, and campaign data across 25+ spreadsheets, roughly 6 hours a day of manual coordination. As the account load increased, keeping reports accurate across that many files got harder, especially on tight deadlines. The team estimated they were losing about $10,000 a month in time spent on rework and unbilled hours that could have gone toward client work.

What We Built

We built a single web application backed by a relational database and AI agents that handle the repetitive coordination. The agents generate branded PDF and Excel reports on a schedule, send follow ups and status updates automatically, and operate behind a role based access layer with encryption so each team member sees only what they need. A report that previously took 3 to 4 hours to assemble now generates in under 10 seconds.

Results

30+ hours per week shifted from manual data work back to client facing activity. Report errors dropped to fewer than 1 in 50, giving the team full confidence in what they send out. New client onboarding went from a 5 day setup to under a day since accounts, vendors, and templates all live in one place. The firm recovered the full cost of the build within 3 months through recaptured billable time alone.