Case studies

Real problems, really fixed.

No vague transformation stories. Each of these is a specific problem — admin that ate time, a tool that didn't fit, software that was rented — and what happened when it was finally worth fixing.

Admin that runs itself · Automation · CRM integration · AI

From 4 months of manual work to 1 week

Before

One person was spending approximately four months each cycle creating and sending certificates to awards entrants. The process was entirely manual, time-consuming, and difficult to scale — and it had stayed that way because fixing it had always felt too expensive.

After
4 months → 1 week

Estimated effort dropped from around four months of work to approximately one week. The process is now repeatable every cycle and no longer depends on one individual.

What we did

Built an automated solution integrated with the organisation's existing CRM. The system imports judges' results and manages the generation and distribution of certificates. AI was used both to accelerate development of the bespoke application and to help generate certificate content.

A previously heavy manual process became practical to automate properly once the right approach and tools were applied.

“The certificate run used to swallow four months of my time a year. Last cycle it took one week. Thanks to Richard for his insight and patience.” — Nourish Media Group
Software built for you · Customer comms · Admin time · Self-serve status

Phone enquiries about the course dropped by half

Before

Hazlemere Golf Club’s team was spending real admin time answering the same question: is the course open, what’s the weather, can we play. Customers called because the website did not tell them. The cost only became obvious once those enquiries were counted.

After
Enquiries down 50%

Over-the-phone enquiries dropped by half. The remaining calls are the ones that actually need a person.

What we did

Put a simple status tool on the website so the club can tell customers the course and weather state themselves. People check the site instead of ringing the desk.

The cheapest fix for a repeat question is answering it before anyone picks up the phone.

“Half the calls to the clubhouse were the same question about whether the course was open. Now people check the site, and the phone rings for the right reasons.” — Hazlemere Golf Club
Own it, stop renting · Custom CRM · One-off build · Unlimited users

A custom hub instead of a clunky off-the-shelf CRM

Before: the off-the-shelf option

The Prevention Project needed one daily login for emails, calendars, session notes, meeting notes and the organisation’s data — a single hub, not another pile of tools. Generic CRMs would have covered a bit of that, and none of it in the shape of the work. They also charge per seat, every month, for as long as you keep using them.

After: the custom system, now live
Time saved, one login, no per-seat fees

They commissioned a CRM built around how the organisation actually works, and it is now live and in use. Paid once, with no per-seat fees as the team grows.

Since go-live, day-to-day admin takes less time and runs through one streamlined process, from a single login.

What we built around

A login for each working day. Emails, calendars, session notes and meeting notes in one place. One hub to send email from, and one home for the data. Shaped to prevention, education, recovery and consultancy work — not a sales pipeline with the labels painted over.

Off-the-shelf is cheap to start and expensive to live with. A focused custom build flips that: you pay for the fit, once, and you stop paying per person.

What they asked for

“I want a login each day and everything in one place — emails, calendars, session notes, meeting notes, one hub to send emails from, somewhere for all of the data to sit — and just generally make the daily working of The Prevention Project much easier.” — Macauley South, Founder & Director, The Prevention Project
Software built for you · CMS · AI translation · Content architecture

2 websites, fragmented files — now 1 clean system

Before

Global Symbols was running two websites and managing translations through a lengthy Weblate process combined with static files and content from other systems. The setup was fragmented, slow to update, and hard to maintain — adding a new locale could take days of manual work.

After
New locale: days → 30 minutes

The translation and content workflow now lives in one system. Adding a new locale that once took days of manual work now takes about half an hour.

What we did

Moved the architecture onto Directus. All website content, including translations for each locale, now lives in one place — with AI translation on entry, so new copy is translated automatically instead of going through Weblate.

A previously cumbersome multi-system process was replaced with a single, maintainable approach that uses AI where it genuinely helps.

“I can't thank RKS enough. What used to take days of juggling files and translation tools now takes half an hour — and the sites are finally in one place we can actually manage.” — E.A. Draffan, Director, Global Symbols

Richard also provides Global Symbols' technical leadership.

Admin that runs itself · Systems integration · Automation

Monthly invoicing with zero manual data entry

Before

Emtech was manually moving data between its task and time management tool and its accounting system in order to raise invoices. The process required regular human effort every month and carried a constant risk of errors and delays.

After
Zero re-keying

The monthly invoicing step no longer requires manual data entry. Invoices are raised and sent automatically, removing a recurring administrative burden.

What we did

Integrated the time management tool directly with the accounting product so that invoices are generated and sent automatically each month.

A routine but time-consuming process was eliminated by connecting systems that were previously operated separately.

“Month-end invoicing just happens now. Nobody sits copying timesheets into the accounts system anymore.” — Emtech
Software built for you · Catalogue · Pricing · Simple UI

From a hard-to-read spreadsheet to a catalogue staff actually use

Before

Sussex iTech was maintaining its product catalogue and prices in long, hard-to-read Excel spreadsheets. Updates were slow, easy to get wrong, and painful enough that the process had just been lived with.

After
A screen people actually open

Data on the site is more accurate because it is entered through a process people can actually follow. Catalogue and price updates take less time, not because of a clever backend, but because the steps got simpler.

What we did

Built a simple, user-friendly screen for the same job: add and edit products and prices without wrestling a spreadsheet. The site now takes its catalogue from that UI, so staff follow one short path instead of a file nobody wanted to open.

The fix was not a new catalogue. It was making the existing one usable.

“Staff actually open it now. Updating products and prices used to mean wrestling a spreadsheet nobody wanted to touch — now it's a quick job anyone can do.” — David Blackburn, Owner, Sussex iTech

Where figures are estimates, we say so. Numbers are refined as better data becomes available from clients — that's part of staying honest about results.

What would your version of these look like?

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