From no CRM and cold quotes to £230k+ of active contracts — in twelve months
Fan Rescue is a BESA-certified commercial kitchen extraction and HVAC specialist, operating across London and the South East since 2005. Before this engagement the business had no CRM. Proposals ran through a complex manual PDF template with no tracking and no follow-up system. Twenty years of client relationships with London's hospitality sector had never been systematically converted into pipeline.
The situation
The starting point was zero infrastructure. No CRM, no pipeline visibility, no automated follow-up. Proposals were produced through a complicated PDF template — manual to build, manual to send, and invisible the moment they left the inbox. Engineers sent quotes and waited. There was no system to notify them when action was needed, meaning quotes went cold and deals were lost without anyone knowing. Google Ads was burning spend against residential and DIY searches with no negative keyword discipline. And the Xero contact list — 496 hospitality businesses accumulated over two decades — had never been used for outreach.
What we built
- Built an initial Zoho CRM to structure cleaning contracts and establish pipeline visibility from scratch — the first time the business had any central record of deals and clients
- Migrated the full operation onto Monday.com across six interconnected boards (Quotes, Cleaning Contracts, Service Schedule, Contacts, Installation Projects, Leads) once scope expanded to all services and seamless automation became the priority
- Make.com quote extraction pipeline — Gmail watched every 15 minutes, PDFs processed via Claude API, structured data written to Google Sheets with monthly routing and duplicate prevention
- Automated follow-up system — engineers send proposals, leave it, and are notified via Monday.com and Make.com when action is required. No more cold quotes lost in inboxes
- Three-template branded proposal system via WeasyPrint — cleaning contract, HVAC installation, and post-installation upsell — produced in under two minutes from intake
- Interactive live quotes with personalised CTAs in development — hosted on GitHub and Cloudflare Pages at zero monthly platform cost
- 496-contact outreach campaign — Xero contact list exported, cleaned, segmented and run through a three-email TR19 compliance sequence via Monday Campaigns
- Google Calendar automation — new contracts decomposed into per-site service events across the full contract term with 7, 3 and 1-day engineer reminders running without manual input
- Google Ads rebuilt across three campaigns from phrase-match first principles (Kitchen Installations, Emergency Fan Repairs, Extraction Cleaning) — Search Partners disabled, comprehensive negative keyword lists applied
- Engineering documentation workflows — power load schedules, acoustic specifications and M&E documents generated programmatically via Python from manufacturer datasheets and project parameters
- Full brand refresh — navy and gold palette, Bebas Neue typography, logo pack, brand book, and all client-facing document templates rebuilt against the new system
Phase 2 — WhatsApp AI agent
With the CRM and proposal system running, the second phase extended the same automation layer directly into WhatsApp — the channel Fan Rescue's engineers were already using in the field. A message now triggers an invoice draft in Xero, a client-ready proposal, or a CRM update, without anyone opening a laptop.
- WhatsApp Business API agent connected to Xero, Monday.com and the proposal system via Make.com
- Invoice generation triggered directly from a WhatsApp message — draft created in Xero in under a minute
- Proposal generation from the field — site-visit details sent via WhatsApp produce a published, client-ready proposal before the engineer leaves site
- 8 Make.com scenarios built and running continuously, covering message routing, invoicing, CRM updates and proposal publishing
Outcomes
Phase 2 outcomes — WhatsApp AI agent
"Campbell Consultancy has incorporated AI automation for our company, it has revolutionised our business, we now can generate very professional quotes by a click of a button, he has built us a CRM system all linked via AI technology, we are actively working with him on new projects to further improve our company. I highly recommend their service, they are very professional and easy to work with."
— Irfan Nakip, Director · Fan Rescue Ltd
Stack used
Named with client permission. Results and figures verified by Irfan Nakip, Fan Rescue Ltd. Phase 2 figures reflect the first 90 days of the WhatsApp AI agent in production; CRM time-saving is Fan Rescue's own estimate.
From a decade-old, invisible website to a zero-cost, fully indexed presence — saving 20+ hours a week
Castaway Kitchen provides festival and private event catering across the UK. The previous website was over a decade old, built to none of today's SEO standards, and effectively invisible in search. We rebuilt the entire web presence on the same stack we use for our own site — and layered in automation that now saves the team more than 20 hours a week.
The situation
The existing site hadn't been meaningfully touched in years. It wasn't built to current SEO practice, carried no real organic visibility, and still came with significant ongoing hosting fees for what was effectively a static brochure. The enquiry flow wasn't optimised — leads landed in a generic inbox with no triage. And there were no dedicated inner pages for distinct parts of the business, including private event catering, meaning a genuine revenue stream had no presence on the site at all.
What we built
- Full rebuild on Astro and Cloudflare Pages — zero monthly hosting cost beyond the domain itself
- Dedicated inner pages built out for the first time, including private event catering — previously entirely absent from the site
- SEO-led page structure and copy from the ground up — site re-indexed and visible on Google shortly after launch
- Automated enquiry handling — incoming enquiries captured and routed automatically instead of sitting unsorted in a generic inbox
- Make.com-powered workflow automation handling staff onboarding documentation and stock-take logging — work that previously ran entirely on manual admin
- WhatsApp AI agent in deployment — currently being rolled out to extend the automation layer into day-to-day team communication
Outcomes
Stack used
WhatsApp AI deployment in progress — figures will be updated as it goes live. Built and run the same way as our own site: proof that lean infrastructure works in production, not just in a pitch deck.
From job completion to a client-ready compliance certificate in seconds
CITYi Limited carries out TR19 kitchen extraction cleaning — work that legally requires a compliance certificate on completion of every job. Producing that certificate has traditionally meant paperwork after the fact: engineers finishing a job, then building or requesting a certificate separately before it can reach the client. We built a system that closes that gap entirely.
The situation
TR19 compliance certificates are a non-negotiable part of every completed job — clients need proof of compliant extraction cleaning for their own fire safety and insurance records. Producing them manually after the engineer leaves site creates delay and admin overhead, and puts a paperwork step between job completion and the client actually having what they need.
CITYi had been handling this by outsourcing it. Engineers sent photos of the completed work to an external company, then waited days for the certificates to come back, at a cost of £300+ a month.
What we built
- Google Form completed by the engineer on-site, on their phone, the moment the job is finished — job details, site information and compliance parameters captured at source
- Make.com scenario triggered instantly on form submission, no manual handoff required
- Certificate generated automatically as a branded PDF, populated with the job's specific TR19 compliance data
- Finished certificate saved directly to Google Drive for the business's own compliance records
- Certificate emailed straight back to the engineer, ready to forward to the client — no office admin step in between
Why this matters
The certificate now exists before the engineer has left the car park. There's no separate admin task waiting to be picked up later, no certificate produced days after the job, and no risk of it being forgotten. The engineer reviews it and sends it on to the client — the only human step left in the entire process.
Outcomes
Stack used
System built and in testing ahead of full production rollout. Figures will be added once live volume is confirmed.
From a generic web presence to a branded, high-performance site with a genuine lead-qualification tool
Archetype Studio is an architectural design practice based in Leicester. The brief was a web presence that looked as considered as the work it represents — fast, distinctive, and built with a genuine tool for qualifying enquiries rather than a static contact form.
The situation
Architectural design is a considered, high-value sale — prospective clients need to be qualified before a call is worth booking, and a generic contact form does nothing to filter or inform that process. The site also needed to hold its own on load speed and search visibility, not just look good in a browser.
What we built
- Full build on Astro — static HTML, no page builder, no JavaScript bloat
- Branded animated landing gate as a deliberate entry moment, without compromising load speed
- Portfolio structured to clearly distinguish completed projects from concept visualisations — no ambiguity for prospective clients
- A genuine multi-step Project Checker tool — a five-step planning-data qualification flow in place of a static enquiry form
- SEO-led page structure and copy from the ground up
Outcomes
Stack used
Built and run on the same lean infrastructure principles as our own site.
From Google Slides to a proposal factory — and a reporting engine for 40 clients
A growing digital marketing agency producing proposals manually in Google Slides, chasing payments by hand and sending client reports on an ad hoc basis. The admin burden was consuming a full person's time. The fix wasn't hiring — it was building the right systems.
The situation
Proposals took hours per document — templated in Google Slides, manually populated, exported as PDFs and emailed one by one. Payment collection had no automation; invoices sat unpaid while the team chased manually. Client reporting was produced by hand, meaning 40 active clients were either getting inconsistent reports or nothing at all. The sales pipeline lived in a CRM that didn't connect to anything else.
What we built
- Go High Level proposal generator — pipeline-linked, auto-populated from CRM data, branded and sent without manual intervention
- GHL funnel build and automation setup — lead capture, nurture sequences and pipeline stage triggers configured end to end
- Monday.com CRM with full sales dashboard — pipeline visibility, deal tracking and team accountability in one place
- NAB payment link automation — linked directly to Zoho Books for immediate reconciliation on payment receipt
- Comprehensive reporting engine — 40 clients receiving bi-weekly and monthly reports generated live from GA4 and SE Ranking data
- GitHub and Cloudflare infrastructure — custom domain hosting bypassing GHL's platform fees, static pages deployed via Cloudflare Pages
Outcomes
Stack used
Engaged as an external consultant. Results and figures have been shared with client approval.
We built this site. In 4 days. For nothing.
Domain purchased on a Monday. Live, indexed, form submissions arriving by Friday. No agency. No platform subscription. No monthly invoice. This site is the proof that lean, well-built infrastructure isn't a compromise — it's a competitive advantage.
The situation
Campbell Consultancy needed a professional web presence fast — one that looked serious, loaded quickly, ranked in search and cost nothing to run. The instinct most businesses follow is to reach for Squarespace or a web agency. We didn't. We built what we'd build for a client: a static site on proper infrastructure, with every component chosen because it earns its place.
What we built
- Astro static site — fast by default, SEO-friendly, no JavaScript bloat
- Cloudflare Pages hosting — global CDN, automatic deploys on every Git push, free tier with no traffic limits
- GitHub version control — every change tracked, every deployment logged, easy rollback if needed
- Formspree contact forms — discovery form live and receiving submissions with no backend required
- Cloudflare Web Analytics — privacy-friendly visitor data with no cookie banners or third-party scripts
- Google Workspace email — professional ben@campbellconsultancy.co inbox, calendar and Meet from day one
- Cloudflare domain and DNS — single dashboard for domain, DNS, redirects, SSL and analytics
Outcomes
Stack used
This is our own site. We built it the same way we'd build it for a client — because we think you should eat your own cooking.