A buyers' agency's back office, automated in four weeks
Client
K2 Advocacy
Year
2026
The problem
K2's client admin ran across five or six tools: WhatsApp for referrals, a copy-pasted email, a Smartsheet form clients forgot, call notes pooled in Gmail, and no proper place for key contract dates. "It's not an integrated experience," said K2. An external agency's plan had a CRM at month nine. K2 wanted it now.
Our process
Discovery
Two workshops with the founders on how K2 finds, signs and looks after a client.
The end result
Four weeks after the first workshop, a booked discovery call was creating the client's card in Notion before the call started. The form now writes its answers onto that card, so the founders can see who has filled it in before they dial in. Call notes are filed against the client, and contract dates sit in their own fields, so each card shows what's due next. Everything runs on K2's own accounts, and they own all of it.
Finding the leaks
We walked one client from first referral to settlement day with the founders, and put every step on the wall with the tool it lived in. The leaks showed fast: forms clients forgot, call notes stuck in an inbox, and a client card that looked different every time they opened one.
Agreeing what to fix first
Not every gap was worth automating. Some jobs take the founders a minute, and choosing comparable sales is their craft, so those stayed human. We ranked the rest together and started with the part they enjoyed least and needed most: one record for every client.
Tools that fit the team
We started with what K2 already used and kept Notion at the centre, because the founders already worked in it every day. Anything we added had to plug into Notion and fit how they work, not ask them to learn a new system.
Built, tested, handed over
We built one workflow at a time and tested each one on real bookings before starting the next. Then we walked the founders through it and left a written guide in Notion. Everything runs on K2's own accounts, so they own all of it, and with every client on the same card they can ask Notion AI who settles this month.
Capabilities
Discovery workshop
Journey mapping
Service design
CRM design
Data migration
Workflow automation
Secure forms
Notion
