- Challenge
This Case Study is a boutique mortgage and financial broking firm with 11 staff located in Queensland Australia. The business was growing quickly but struggling with disconnected systems which resulted in client data being spread across spreadsheets, emails, messaging and multiple software tools. Manual admin and inconsistent follow-ups were costing time and losing leads.
- Introduction
We understand that every small business faces growing pains as it scales. We understand these challenges because we’ve solved them time and again. Our expertise lies in transforming everyday operations into connected, automated and intelligent workflows that create real business momentum.
III. Challenges
No central CRM to manage leads and client lifecycle
Manual email and SMS follow-ups for client reminders
Disconnected tools (Mailchimp, Xero, Google Sheets, DocuSign) causing double-handling Limited reporting visibility on marketing ROI and staff performance
- MyOps Solutions
- CRM & Workflow Hub
Platform: Go High Level
Build a central CRM to capture all leads from website, social media and referral forms Automate client onboarding, document requests and milestone reminders
Add custom pipelines for pre-approval, settlement and post-loan nurturing
Integrate EVA (Enterprise Virtual Assistant), MyOps’ AI-powered voice receptionist to handle calls and appointment bookings automatically
- Marketing & Customer Engagement
Platforms: HubSpot + Meta Ads + Go High Level
Connected digital marketing channels to CRM for real-time lead tracking Automated email & SMS nurture sequences to follow up unconverted leads’
Designed customer journeys with smart triggers (e.g., “Follow-up if no reply in 3 days”) Implemented measurable ROI dashboards
- Workflow Automation
Platforms: n8n + Zapier + Google Workspace
Automated internal tasks (e.g., send Slack alerts when a lead books a meeting) Integrated calendar scheduling, client file creation, and form submissions
Connected DocuSign and Xero for seamless contract and billing workflows 4. Cybersecurity & Compliance
Services: MyOps Security Audit + Data Access Controls
Conducted data-security assessment to ensure compliance with Australian Privacy Principles Implemented multi-factor authentication and user role controls across systems Delivered team training on secure information handling and phishing awareness
- AI Adoption
Solution: EVA Virtual Assistant (Voice + Chat)
Deployed EVA to answer inbound calls 24/7
Automatically captured leads and synced data to CRM
Booked appointments directly into advisors’ calendars
Reduced missed calls and manual follow-ups by 80%
