How Nexora Reduced Client Onboarding by 65%
Discover how we redesigned Nexora’s client onboarding process by connecting website forms, Airtable, Asana, AI, Google Drive, Slack and automated email workflows into one seamless operating system.
Meet Nexora Marketing
Nexora Marketing is a boutique digital marketing agency specializing in performance marketing, social media campaigns, paid advertising, and creative content for fast-growing brands.
As the agency expanded, onboarding new clients became increasingly manual. Information arrived through emails, forms, spreadsheets, and chat messages, making campaign coordination slower than it needed to be.
We designed a centralized operations system that automatically onboarded clients, organized campaign assets, assigned tasks, and kept every stakeholder updated in real time.
Industry
Marketing Agency
Company Size
12 Employees
Location
United Kingdom
Project Length
5 Weeks
Services
Client Onboarding
Campaign Operations
AI Workflow Automation
Technology Stack
Marketing Campaigns Were Running In Too Many Places
As Nexora grew, every new client introduced more emails, spreadsheets, approvals, creative assets, and campaign tasks. Without one centralized system, projects became increasingly difficult to manage.
Before
- ❌ Client details scattered across emails
- ❌ Manual onboarding documents
- ❌ Creative assets difficult to locate
- ❌ Campaign approvals delayed
- ❌ Team members chasing updates
- ❌ No visibility into project progress
After
- ✅ Automated client onboarding
- ✅ Centralized campaign workspace
- ✅ AI-assisted task creation
- ✅ Automatic notifications
- ✅ Real-time project visibility
- ✅ Faster campaign launches
Behind The Scenes: Marketing Operations Automation
Every new client automatically moves through one connected marketing operations system—from inquiry and onboarding to campaign planning, creative production, approvals, reporting, and team collaboration.
Client Intake
Website inquiries automatically create a client profile inside Airtable with all project details.
AI Brief Generation
OpenAI summarizes onboarding responses and prepares campaign briefs for the team.
Campaign Operations
Asana projects, task assignments, Google Drive folders and Slack notifications are generated automatically.
Executive Reporting
Managers receive real-time dashboards showing campaign progress, workloads and performance.
Real-Time Marketing Performance Dashboard
Every campaign, client, and team activity is tracked automatically inside one executive dashboard, giving agency owners complete visibility without manually updating reports.
Campaign Tracking
Monitor every campaign from planning to completion in real time.
Client Visibility
View onboarding status, approvals and deliverables across every client.
Team Performance
Track workloads, completed tasks and upcoming deadlines.
Executive Insights
Live dashboards eliminate spreadsheets and manual weekly reporting.
The Technology Behind Nexora’s Marketing Operations
Every client inquiry, campaign, approval and report flows through one connected ecosystem. Instead of jumping between multiple disconnected applications, the entire agency operates through a centralized automation platform that keeps every department synchronized in real time.
Central Database
Airtable serves as the single source of truth for client information, campaign details, deliverables, approvals, assets and project timelines.
Automation Engine
Make.com orchestrates every workflow by connecting applications, creating projects automatically, assigning tasks, sending notifications and keeping every platform synchronized.
AI Operations
OpenAI analyzes onboarding responses, generates campaign summaries, prepares creative briefs, recommends next steps and reduces repetitive work for the marketing team.
Executive Reporting
Looker Studio delivers live executive dashboards showing campaign performance, team workload, revenue, onboarding progress and operational visibility across the agency.
Helping Marketing Agencies Scale With Confidence.
Technology alone doesn’t transform a business. The real impact comes from creating systems that remove operational bottlenecks, improve collaboration, and allow creative teams to focus on delivering exceptional work.
Ready To Build Your Marketing Operations System?
Ready To Build Your Marketing Operations System?Whether you’re running a creative agency, marketing consultancy or growing service business, we design operational systems that eliminate repetitive work, improve team collaboration and give you complete visibility across every project.
What You’ll Receive
- ✔ Free Workflow Audit
- ✔ Automation Opportunities
- ✔ Recommended Technology Stack
- ✔ Implementation Roadmap
- ✔ Timeline & Cost Estimate