How to Automate Processes to Manage Labor Costs

We saved a tech company $128K in 22 days—by eliminating one broken process. Here’s how we did it: 6 months ago, Overjet, the world leader in dental AI, came to us with a problem. Their marketing team was stuck. Their data was scattered across 3 tools, and no one trusted a single source. Decisions were delayed. Growth was stuck. And it was costing them big. Here’s what was happening. Overjet has 185+ employees and had just hired a new marketing director—let’s call him Steve. Steve was spending 5.5 hours a day manually entering lead data: • Names • Emails • Company details Across three tools: HubSpot, Google Sheets, and Salesforce. Every day. That’s 110 hours a month wasted. At his salary, that added up to over $128,000 a year—$128K lost in just 22 working days. And that’s just his time—not counting the ripple effect: • Hours lost fixing reports • Wrong analysis from bad data • Delayed decisions and slow growth They were guessing instead of using real data—because they knew their numbers weren’t reliable. Here’s how we fixed it: First, we ran discovery. We asked: • What’s your process? • What tools are you using? • Where’s Steve spending his time? The problem? Manual data entry. The fix? Automate everything. They were already using Pardot (a HubSpot-like tool for Salesforce) to collect marketing data. So we integrated HubSpot with Salesforce, pushing everything into one system. Google Sheets? Gone. No more third platform. We mapped it out: • Where does the data go? • Which fields get it? Then we tested it in a Salesforce Sandbox to make sure everything worked. Steve signed off, we went live, and it ran perfectly. The results? Steve got 5.5 hours back every day. No more wasted time. No more bad data. That’s $128,000 saved in 22 days—just from fixing one broken process. And with clean data, they could scale faster. For every $1 they paid us, they got $12 back. If your team is juggling tools and bad data, you’re losing money. We’ve helped companies like Overjet fix this. It’s straightforward when you know where to look. Thanks for reading. Enjoyed this? Follow Jordan Nelson for more. P.S. - Running Salesforce but stuck with bad data? DM me "Salesforce"—let’s fix it.

8 out of 10 businesses are missing out on Ai. I see this everyday in my calls. They jump straight to AI tools without understanding their processes first. Then wonder why their "automations" create more problems than they solve. Here's the proven framework that actually works: STEP 1: MAP YOUR PROCESSES FIRST Never automate a broken process. → List every touchpoint in your workflow → Identify bottlenecks and time-wasters → Note who handles each step → Find communication gaps Remember: You can only automate what you understand. STEP 2: START WITH HIGH-ROI TASKS Don't automate because it's trendy. Focus on what saves the most time: → Data entry between systems → Client onboarding workflows → Report generation → Follow-up sequences One good automation beats 10 fancy tools that don't work together. STEP 3: BUILD YOUR TECH FOUNDATION Most companies use 10+ disconnected tools. AI can't help if your data is scattered everywhere. → Centralize data in one source (Airtable works great) → Connect your core systems first → Then layer AI on top STEP 4: DESIGN AI AGENTS FOR SPECIFIC PROBLEMS Generic AI = Generic results. Build precise agents for precise problems: → Research and data analysis → Customer support responses → Content creation workflows → Internal process optimization Each agent needs specific inputs and defined outputs. STEP 5: TEST SMALL, SCALE SMART Don't automate your entire business at once. → Start with one small process → Get team feedback → Fix bottlenecks as you go → Scale what works Build WITH your team, not without them. The biggest mistake I see? Companies hire someone to build exactly what they ask for. Instead of finding someone who challenges their thinking and reveals what they're missing. Good automation is just process optimization. Nothing more. The result? → 30+ hours saved per month on onboarding → Delivery time cut in half → Capacity increased by 30% → Revenue multiplied without adding team members Your competitors are stuck switching between apps. You'll be dominating with seamless systems. Follow me Luke Pierce for more content on AI systems that actually work.

How we shrank 30-40 hours of weekly manual work into just 2-3 hours 🤯 (Automation Tip Tuesday 👇) This home services company was struggling with their invoice reconciliation process. They received numerous vendor invoices via email (PDF format) and needed to manually match them against jobs in ServiceTitan. Their team was stretched thin, discrepancies and overpaying were daily occurrences, and one day, they had enough. We worked on a three-step automated solution: Step 1: Finding the PDFs Zapier monitors the inbox for invoices. When it detects an invoice with a PDF attachment, it proceeds to Step 2. Step 2: Parsing the Data Nanonets uses AI to extract data from the PDF. Step 3: Data Comparison The extracted data is compared with jobs in ServiceTitan. Any discrepancies are added to a spreadsheet for internal review. 30-40 hours of weekly manual verification time is now just 2-3 hours. With instant discrepancy flagging, their system allows for better vendor management, improved billing accuracy, and more time for the team to pursue higher-value tasks. Which manual task that can be automated is currently taking up too much valuable time? If you’re thinking of one, it’s time we spoke. Book a free call (link in the comments 👇) and let’s see what we can do for your workflow. -- Hi, I’m Nathan Weill, a business process automation expert. ⚡️ These tips I share every Tuesday are drawn from real-world projects we've worked on with our clients at Flow Digital. We help businesses unlock the power of automation with customized solutions so they can run better, faster and smarter — and we can help you too! #automationtiptuesday  #automation #workflow