Service SME (anonymous)

The client

A small Hungarian service company working on a project basis: every engagement starts with a signed contract, runs through a longer delivery phase, and closes with invoicing tied to contractual milestones. At the client's request, the company name and line of business are not disclosed.

The starting point

• Client and project data lived in several places — in emails, separate files, and on paper. There was no unified, searchable register.
• Contracts and certificates of completion were assembled from templates by manual copy-paste, which was slow and carried a typo risk.
• Milestone deadlines were tracked by memory and calendar entries — a deadline could easily creep up unnoticed.
• Scouting for new business opportunities was a daily manual routine of checking several public sources.

The solution

We built the system on the company's existing Google account, without introducing any additional software licences. Its components:

1. Central project register — an intelligent Google Sheet: the project status updates itself based on the data filled in, project IDs are generated automatically, and milestone deadlines are computed from the key dates.
2. AI-assisted client intake — the administrator pastes the text or PDF of a company registry extract into a form, and the AI extracts and fills in the client details. For returning clients, the data is pre-filled with a single selection.
3. Document generation — contracts and certificates of completion are produced from templates, automatically populated with the project data and the fee calculation. Every document lands in the project's automatically created, uniformly structured Drive folder.
4. Deadline monitor — a daily automated check: the system sends email and calendar alerts about approaching milestones well before the due date.
5. Opportunity monitor — an n8n-based daily automation that watches the relevant public sources, filters out already-known items, and sends a digest email.
6. Documentation — a built-in help menu and a screenshot-based user manual, so the system can be used without separate training.

The outcome

• The daily manual source-checking has been fully replaced by an automated digest email.
• Contracts and certificates of completion are now produced in a few clicks, in a consistent format, instead of manual editing.
• All client and project data is available in one searchable place; statuses and deadlines update themselves.
• Deadlines no longer pass unnoticed — the system gives advance warning.
• A significant share of the administrative routine has been automated; the freed-up time goes into expert work.

Timeframe

The system was delivered in 3 weeks, through iterative feedback rounds — every element tailored to the company's actual workflows.

This case study is based on a real engagement, anonymised at the client's request. Specific, measured results are published only with the client's written consent.