The challenge
Ares Projects was drowning in manual work—their team spent over 400 hours per week on lead scraping, outreach, and proposal generation. With 15 VAs juggling tasks across Monday.com, Google Sheets, and Drive, critical information was scattered, deadlines were missed, and client satisfaction suffered. They were limited to manually covering only a fraction of Amazon’s seller territory.
- 15 business assistants burned through 400+ hours weekly on lead scraping, enrichment, outreach, and proposal generation — yet could only cover a fraction of Amazon’s seller territory.
- Client work was fragmented across Monday.com, Google Sheets, and Drive, with team members wasting 6+ hours per week per employee just switching tools and hunting for information.
- No single source of truth meant missed deadlines, inconsistent delivery, and frustrated clients.
The solution
We built a complete sales-to-delivery automation system using n8n, Apify, Instantly, ClickUp, and PandaDoc. The solution automatically scrapes qualified Amazon sellers, executes multi-step email sequences, generates custom proposals, and onboards new clients—all with minimal manual intervention.
The results
Over an 8-month implementation, we didn’t just automate Ares Projects’ processes—we fundamentally restructured how they operate. What was once a fragmented, manual-heavy agency drowning in administrative work is now a lean, efficient operation that can scale without proportionally scaling headcount. They’ve reclaimed hundreds of hours, slashed operational costs, and transformed their client experience from disorganized to world-class. The team now has complete visibility across all projects and functions in one centralized system. Our work now has way more structure than it did before. The systems talk to each other, and we can finally see everything in one place. Zero missed follow-ups thanks to automated sequencing, dramatically improved client satisfaction with organized consistent delivery, and the ability to reach 100% of Amazon sellers in target categories versus being limited by manual capacity.