Internal Systems
Operations-heavy SMB · 40 employees · Manual workflow bottleneck
The client ran client onboarding, task assignment, weekly reporting, and compliance tracking across a combination of Google Sheets, email chains, a shared Notion database, and a Slack channel used as an informal task queue. Data was duplicated in at least five places. Nobody fully trusted the numbers in any of them.
Ops Dashboard
Next.js · Role-based access
Task Pipeline
Status workflows
Automation Engine
Trigger-based
API Layer
Node.js · REST
PostgreSQL
Primary store
Audit Log
Every action traced
File Storage
S3 · Attachments
The operations manager spent roughly two hours every morning reconciling data across spreadsheets before the team could start their actual work. This was the single largest daily time sink in the company.
Task handoffs between team members happened through Slack messages that were easy to miss, creating a recurring pattern of dropped tasks and duplicated effort.
Reporting to leadership was a manual process that took most of a Friday afternoon. The data was always slightly out of date by the time it was presented.
The company had compliance requirements that mandated an audit trail for certain client-facing actions. The spreadsheet-based system had no way to track who did what and when.
We spent five days embedded with the operations team, watching how they actually worked — not how the process was documented. This revealed that the documented workflow had diverged significantly from reality. We designed the system around what people actually did.
Tasks move through defined stages (assigned, in progress, review, complete) with automatic status updates. When a task moves to the next stage, the right person is notified. No more Slack messages getting lost.
Each user sees only what they need to see. Managers get dashboards. Team members get task lists. Admins get configuration and audit access. This replaced the shared-spreadsheet-for-everyone model that was causing confusion.
Every action in the system is logged: who did it, when, what changed. This runs automatically with zero effort from the user. The compliance team can pull a full history for any client record in seconds.
Both the old and new systems ran simultaneously for two weeks. The team logged discrepancies. We fixed edge cases. When we cut over, there were no surprises — the team had already been using the new system for their daily work.
frontend
backend
data
infrastructure
Timeline
8 weeks
Team
1 senior engineer (AxionvexTech) embedded with 3-person ops team on the client side
Morning reconciliation
~2 hours every day
Eliminated entirely — data is centralized and live
Task handoff errors
2–3 dropped tasks per week
Near-zero — automated notifications replaced Slack-based handoffs
Weekly reporting
Most of Friday afternoon, always slightly stale
Generated automatically, always current
Adoption
N/A
Still in daily use over a year later — the strongest proof that it was built for real needs
“The operations manager told us that the first morning after cutover was the first time in two years she started her day working on strategy instead of spreadsheets. The system is still the central tool the team uses every day.”