Operations Audit — Case Study

A growing operations team was spending 14 hours a week on reporting that was outdated before anyone read it.

A pipeline health audit for a 60-person organization running HubSpot, Stripe, and a patchwork of spreadsheets. 200+ records analyzed across 7 dimensions. Manual work eliminated with n8n automation workflows. 2.8-month payback.

200+
Records Analyzed
7
Dimensions Scored
$49K
Annual Savings
308%
First-Year ROI

Sound familiar?

The team spent 14 hours a week pulling data from multiple systems, reconciling discrepancies, and building a report that was already stale by the time it landed in inboxes.

The pipeline forecast said one number. Actual outcomes came in significantly lower. Nobody trusted the data anymore — so decisions were being made on gut feel.

Nearly a third of records had no matching billing entry. Revenue was being reported that couldn't be traced to a real transaction.

Dozens of open items with zero activity for 45+ days were still sitting in the active pipeline, inflating the numbers and masking where things actually stood.

7 dimensions. 30 days.
Zero guesswork.

Data Completeness4.2critical
Process Velocity5.8warning
Forecast Accuracy4.5critical
Stage Discipline5.1warning
System-to-Billing Sync3.8critical
Activity Coverage6.4warning
Attribution Tracking7.1healthy
Composite Score: 5.3 / 10 — Operational data could not be trusted for leadership reporting without manual verification.
$412K
The Reconciliation Gap
31% of records had no matching billing entry. Revenue couldn't be verified against actual transactions. Two systems said two different things. The team was reconciling by hand every month.
$1M+
Ghost Pipeline
20+ open items with zero activity in 45+ days were still counted as active. At standard loss rates, the active pipeline was overstated by hundreds of thousands. These were dead — nobody had called it.
39%
Forecast Miss
Weighted forecast: $3.18M. Actual outcome: $1.94M. Root cause wasn't performance — it was default probability settings that were never calibrated to real historical conversion rates. A fixable configuration problem.

What changed.

Before
14 hours/week on manual data pulls, reconciliation, and report assembly.
~$50K/year in staff time spent on work that could be automated.
Forecast accuracy below 65% — leadership stopped trusting the numbers.
Hundreds of thousands in revenue that couldn't be traced to a billing record.
After
Automated operations health report delivered every Monday at 7am via n8n.
Stale record alerts pushed to Slack when an item goes dark for 14 days.
Nightly system-to-billing reconciliation that flags mismatches automatically.
2.5 hours/week of human oversight — down from 14.
$49,036/year in recovered team capacity.
$49,036
Annual Savings
$7,500
One-Time Build Cost
2.8 mo
Payback Period
308%
First-Year ROI

Three steps. No disruption
to your team.

01
Connect
We connect to your existing tools — HubSpot, Stripe, spreadsheets, or whatever you're running — via API or direct export. No changes to how your team works. Takes one 30-minute setup call.
02
Audit
We analyze 30 days of operational data across 7 dimensions: data completeness, process velocity, forecast accuracy, stage discipline, system-to-billing sync, activity coverage, and attribution tracking. You get a scored report with specific findings — not generic best practices.
03
Automate
Based on the findings, we build the automations that eliminate the manual work — using n8n for workflow orchestration and Claude Code for intelligent data processing. Weekly reports, stale record alerts, billing reconciliation. Deployed in your existing stack. No new tools to learn.

The stack that made it work.

No proprietary tooling. No vendor lock-in. Everything runs on open, auditable infrastructure you already own or can own.

n8n
Workflow orchestration — connects every system, runs the automations, handles scheduling and error recovery.
Claude Code
Intelligent data processing — interprets messy records, flags anomalies, and generates plain-language summaries.
HubSpot API
Source of truth for pipeline data — deal records, stage history, contact activity, and owner assignments.
Stripe API
Billing verification — subscription records, payment status, and MRR data cross-referenced against CRM.
Slack
Delivery layer — automated reports and stale-deal alerts delivered to the right channels at the right time.
Google Sheets
Human-readable output — scored audit reports and reconciliation logs that any team member can review.

Your operations have leaks.
We'll find them.

A 30-minute call to see if your reporting and reconciliation workflows are costing more than they should. No pitch deck. No demo. Just a conversation about your operations.

Book a Free Operations Review →
Jim B. — Founder, Admin Ops Accelerator
Jim B.
Founder — Automation & Ops Specialist

Automation specialist with hands-on experience in n8n, Claude Code, and systems integration. Every engagement is direct — you work with the person who builds it.