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Building an Ultra-Efficient Agency: Team-Driven Automation with Notion & Make.com

Ilya Bolkhovsky
Ilya Bolkhovsky -> April 18, 2025
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Kodebusters, a no-code development agency, faced operational bottlenecks during rapid scaling. Manual processes consumed 20+ hours monthly, diverting focus from client work and strategic growth.

Our cross-functional team partnered with Kodebusters to redesign their workflows using Notion and Make.com. By automating payroll, invoicing, and sprint management, we transformed their operations into a self-sustaining system that scales with client demand.

Objective

The collaborative effort aimed to:
1. Eliminate manual data entry across 5+ operational processes.
2. Create real-time financial visibility for profit tracking.
3. Reduce administrative workload by 80% through automation.
4. Ensure seamless coordination between PMs, developers, and clients.

Implementation

__Cross-Departmental System Design__ The operations, engineering, and finance teams co-created the solution: __Unified Notion Workspace:__ – Operations Team: Built relational databases for clients, iterations, and invoices with automated status tracking. – DevOps: Integrated Toggl time logs via API for real-time payroll calculations. – Finance: Designed Google Docs invoice templates with auto-populated rate cards. __Make.com Automation Hub:__ – Automation Engineers: Developed 3 core scenarios handling payroll, sprint prep, and invoicing. – QA Team: Implemented fail-safes to prevent overpayments and scope creep. __Key Automation Workflows Bi-Weekly Payroll Processing:__ – Aggregates hours from 12+ freelancers across time zones. – Auto-calculates payments using personalized rate cards. – Triggers Slack alerts for manager approvals. __Sprint Orchestration:__ – Generates new iterations every Monday with pre-assigned void timesheets. – Syncs client-approved scope changes to relevant Notion boards. __Client Invoice Generation:__ – Converts time logs into branded PDF invoices via dynamic Google Docs templates. – Updates payment statuses in Notion upon client receipt.

Results & Impact

- __22 Hours/Month Saved:__ Operations team reclaimed time previously spent on manual reconciliations. - __Zero Late Invoices:__ Automated reminders reduced payment delays by 68%. - __Real-Time Profit Tracking:__ Leadership gained dashboards showing margin per project/sprint. - __Scalability:__ System handled 3x client load without additional hires. This team-built automation ecosystem turned Kodebusters into a lean, data-driven agency. By aligning engineers with ops/finance experts, we created processes that work for the team—not the other way around. __*Want to transform your agency’s operations? Let our cross-functional team build your automation engine.*__

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