When we began working with Grace Churchill & Associates, the business had no formal systems or templates in place. The most urgent issue was a complete lack of centralized contact and client information, which made it difficult to manage client relationships or track active engagements. There was also no clear structure for handling proposals, contracts, or the sales pipeline—everything was being managed manually and inconsistently via email.

To solve this, we first built a comprehensive CRM using Airtable. This system consolidated all contacts and accounts, tracked the sales pipeline, and categorized client work into two primary engagement types: group engagements (such as off-sites and workshops) and individual coaching (such as one-on-one coaching and assessments). We created a customized interface within the CRM to monitor due dates, project check-ins, and payment timelines, and set up automations to prompt timely follow-ups with clients. In parallel, we restructured their proposal and contract process—replacing informal email approvals with standardized proposals, RFPs, and contracts, and implemented e-signature workflows using Jotform. This same platform was also used to manage intake and exit forms and track document completions, further reducing friction in day-to-day operations. By using only a few carefully selected tools—primarily Airtable, Jotform, and Google Drive—we were able to streamline operations without overcomplicating their tech stack. This project is a strong example of how a lean, scalable system can be built using minimal but powerful tools, allowing a small business to function with the sophistication of a much larger organization.

Since implementing these systems, Grace Churchill & Associates has doubled its revenue and is now confidently managing twice the volume of work with only one new hire in the past two years. The team operates with a well-organized pipeline, fewer delays, and a clear structure that supports their continued growth without the stress of disorganization.