Operations & Workflow Automation

Executive Summary

A fast-growing marketing agency with a 15+ person team sought to centralize operations, automate repetitive tasks, and scale their client delivery. UpSys implemented a ClickUp workspace with advanced AI agents and automations, transforming manual processes into streamlined, intelligent workflows and enabling the agency to focus on high-value creative work.

The Challenge

The agency was new to ClickUp and previously relied on a patchwork of tools for project management, client onboarding, and content creation.

Key challenges included:

Manual, time-consuming repurposing of video transcripts into social posts, blogs, and newsletters.
Repetitive, error-prone client onboarding and proposal generation.
Lack of real-time visibility into project status and overdue tasks.
Scattered documentation and inconsistent processes.

The Solution

UpSys designed and implemented a ClickUp workspace tailored to the agency’s needs, with a strong focus on AI and automation:

AI Agents for Content Repurposing: Automated the transformation of video transcripts into LinkedIn posts, Twitter updates, blog articles, and newsletters, saving hours of manual work each week.
Automated Client Briefs & Proposals: Built AI-driven workflows to generate detailed client briefs and service package proposals directly from intake forms, reducing turnaround time and ensuring consistency.
Automated Notifications: Set up daily recaps and late video alerts in ClickUp chat, ensuring the team never misses a deadline or follow-up.
Integration with Make.com: Leveraged advanced automations and controlled triggers (buttons/tags) for reliable, context-aware actions.
Prompt Refinement & Cost Optimization: Fine-tuned AI prompts to match the agency’s tone and compared AI models (Gemini vs. OpenAI) for best results and cost efficiency.

Additional improvements included custom dashboards, standardized templates, and a centralized agency wiki for documentation and SOPs.

The Results

Reduced manual content repurposing time by 80%, freeing up the team for creative and strategic work.
Cut client onboarding and proposal generation time by 60% through automated briefs and quotes.
Achieved real-time visibility into project status and overdue items, improving on-time delivery by 35%.
Enhanced process consistency and knowledge sharing, with all SOPs and training materials accessible in one place.
Increased team satisfaction and scalability, with automations handling repetitive tasks and reducing operational overhead.

Client Testimonial

UpSys helped us improve our system and actually make the transition to ClickUp, which we had been trying to do for a long time. They delivered what we were looking for, were flexible and supportive, and fixed a lot of problems and complexities from previous consultants. Overall, we’re very happy with the work provided and feel it was good value. We appreciate Ramzi and his help!