Case Studies
Agencies Running on Autopilot
Real automation systems we built. Real time saved. Real results.
Fully Automated Podcast Agency. Zero Manual Operations.
The Challenge
Pristine Podcasts was managing every client manually. Episode scheduling, guest coordination, show notes, publishing, client updates, invoicing. All done by hand. The founder was the bottleneck for every single task.
What We Automated
Client onboarding: new client signs → project created, episode calendar built, guest intake forms sent, welcome sequence triggered
Episode workflow: recording → AI transcription → show notes generated → published to platforms → client notified
Guest coordination: AI sends booking links, reminders, prep materials, and follow-ups
Client reporting: auto-generated monthly reports with episode stats, downloads, and growth metrics
Invoicing: auto-generated and sent on episode delivery milestones
Task management: entire ClickUp workspace runs on autopilot with zero manual task movement
95%
Ops time eliminated
Zero
Manual task management
3x
Client capacity
100%
Founder focuses on growth
"Volcanic Leads turned my entire agency into a machine. I don't touch operations anymore. Episodes get produced, clients get updated, invoices get sent, all automatically. I just focus on getting more clients and the creative work I actually enjoy."
Pristine Podcasts, Podcast Production Agency
From 3 Hours/Day on Ops to a 15-Minute Morning Brief
Challenge
Agency founder spending half the day managing ClickUp, replying to emails, and chasing team members for status updates.
What We Automated
AI email replies, ClickUp task automation, AI OBM daily briefs, automated client status updates.
40+
hrs saved/week
15 min
daily ops check
Zero
missed deadlines
2-week
setup
AI OBM Caught 12 At-Risk Projects in Month One
Challenge
No visibility into project health across 20+ active clients. Issues only surfaced when clients complained.
What We Automated
AI OBM monitoring, blocker detection, deadline alerts, automated status updates to clients, weekly health reports.
12
risks caught early
0
client escalations
Daily
health briefs
Team
loves it