Case Study — Professional Services SMB
How an 8-employee consulting firm uses GoWeBa to centralize operations, automate billing, and improve team collaboration.
Profile
| Information | Detail |
|---|---|
| Industry | Management consulting |
| Size | 8 employees (4 consultants + 4 support staff) |
| Location | Montréal, QC |
| Active Clients | ~50 companies |
| Before GoWeBa | Outlook + QuickBooks + Slack + Google Drive |
The Challenge
The team was using 4 disconnected tools. Each consultant had their own tracking method:
- ❌ Client information scattered everywhere (each person had their own Outlook inbox)
- ❌ Impossible to know if a colleague had already contacted a client
- ❌ Manual billing in QuickBooks — frequent errors and delays
- ❌ No visibility into team workload
- ❌ Documents scattered between Google Drive and email attachments
The GoWeBa Solution
Multi-User Organization
- 1 GoWeBa organization for the entire firm
- 4 consultants with ORG_MEMBER role (full access to contacts/tasks)
- 1 director with ORG_ADMIN role (billing + settings)
- Each member also has their Personal Space for private matters
Daily Workflow
| Time | Action | Module |
|---|---|---|
| 8:00 AM | Check morning emails via Webabox | Inbox |
| 8:30 AM | Review today's tasks | Tasks |
| 9:00 AM | Team meeting (notes taken in WEBA) | WEBA |
| 10:00 AM | Client calls via GoWeBa VoIP | Telephony |
| 12:00 PM | Invoice morning hours | Billing |
| 2:00 PM | Client appointment (synced with calendar) | Calendar |
| 4:00 PM | Send progress reports | Studio |
| 5:00 PM | Plan tomorrow's tasks | Tasks |
Automations Set Up
- New client → Automatic welcome email + onboarding task
- Invoice unpaid > 7 days → Automatic email reminder
- Missed call → Courtesy SMS + callback task
- Contract signed → Notification to entire team
Results After 6 Months
| Metric | Before | After | Improvement |
|---|---|---|---|
| Tools used | 4 | 1 | -75% |
| Admin time/week | 10h | 3h | -70% |
| Billing delays | 2 weeks | Same day | -93% |
| Billing errors | 3/month | 0 | -100% |
| Client satisfaction (NPS) | 42 | 71 | +69% |
Testimonial
"We replaced 4 tools with one. The team spends less time searching for information and more time with clients. Billing happens in real time — no more end-of-month oversights."
GoWeBa Modules Used
- ✅ Contacts CRM + Companies + Company Roles
- ✅ Webabox (unified email) + VoIP Telephony
- ✅ Tasks + Calendar
- ✅ Billing
- ✅ Contracts + E-Signature
- ✅ Studio (reports)
- ✅ Automations
- ✅ WEBA (AI orchestrator)
- ✅ Personal Space (work/personal separation)