A marketing agency working with real estate developers needed to manage large volumes of structured data across multiple projects.

Each client project required collecting extensive information — from technical documentation and infrastructure details to branding and apartment specifications — often from multiple stakeholders within the client’s organization.

As the agency grew, managing this complexity became increasingly difficult.

Before the system, operations were fragmented and difficult to control:

• client data was stored across Google Docs, spreadsheets, emails and chats
• information had to be manually collected from multiple stakeholders
• managers maintained their own tracking systems in spreadsheets
• there was no single source of truth

This led to:

• lost or duplicated information
• delays in campaign launches
• errors in marketing materials
• high dependency on external contractors
• limited visibility for both management and clients

As the number of projects increased, the system became impossible to scale.

The agency needed to:

• centralize all client data into one system
• standardize how information is collected based on service type
• reduce dependency on external contractors
• improve control over team performance and project progress
• provide transparency for clients without manual reporting

Key priority: full control over the process for both the agency and the client