Client Case Studies
Building Systems for a Growing Therapy Practice
Behavioural health services · Jamaica & Trinidad
A behavioural therapy organisation founded in 2023 was growing rapidly but lacked the operational infrastructure to support that growth sustainably. With limited staff, informal processes, and no documented procedures, the business needed systems that could scale alongside its clientele.
SYSTEMS IMPLEMENTED
– Fee payment and session attendance tracking
– Automated bookkeeping for invoicing and expense tracking
– Project management system for client intake, recurring admin, and ongoing requests
– Documented client intake and offboarding processes
– Digital filing structure for client and company records
– Comprehensive client policy document
– Administrative operations manual
OUTCOMES
• 400%+ growth in clients and revenue
• Structured systems staff can follow independently
• Fully documented processes and procedures
Modernising Operations for a Long-Standing Child Development Practice
Child development services · Trinidad & Jamaica
A sole trader with over 20 years of experience offering child development therapy services was relocating and expanding into a new market. While the business had strong expertise, its operational approach needed to be updated to reflect modern tools and to support efficient service delivery in a new location.
SYSTEMS IMPLEMENTED
– Automated bookkeeping for invoicing, estimates, and receipts
– Client intake forms for individual and group clients
– Comprehensive client database
– Online booking system integrated with Google Calendar
– Post-workshop evaluation forms for group sessions
– Email templates for outreach and follow-up
– Google Drive file structure for records management
– Operations manual with SOPs for all service lines
– Marketing materials review and support
OUTCOMES
• Modern, cost-effective operations setup ready for a new market
• Ready to intake new clients from day one
• Impact tracking and reporting capability established
Overhauling Operations for an Established Property Management Firm
Property management · Auditing & Accounting · Jamaica
A family-run property management and accounting firm with 30+ years in operation had a strong client base but was held back by outdated processes, undocumented procedures, and gaps in staff accountability. Leadership wanted end-to-end operational improvements and the tools to support them.
SYSTEMS IMPLEMENTED
– Fully digitalised bill payments process (replacing paper requisitions, physical stamping and filing)
– Automated inventory tracking with low-stock alerts
– Preventative maintenance scheduling integrated with property management software
– Standard operating procedures for core functions
– Staff accountability framework with full leadership oversight
– Automated phone system FAQs to reduce repetitive staff inquiries
– Accounting software evaluation and implementation for IFRS-compliant reporting
OUTCOMES
• Institutional knowledge documented formally for the first time
• Bills payment process fully remote; no longer office-dependent
• Financial statement production time reduced from 8+ hours to under 2 hours