Case Study

Productivity Increases by 500% with Task Automation

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Client Profile

Industry

Digital Media & Advertising

Service Offering

Automation Implementation

Back-Office Services

Quality Assurance

Size

<100 Employees

Need

Growth is exciting, but it can also be messy and challenging to keep up with, especially when it’s unexpected.

For this digital media and advertising company, scaling meant rapidly integrating five agency acquisitions, each with its own unique systems and workflows. The result? A complex tangle of processes that slowed teams down, created bottlenecks, and left little room for focusing on strategy and revenue-generating initiatives.

For example, the accounting department was drowning in manual tasks while the ad ops, creative, and QA teams juggled competing priorities without standardized reporting or reliable data flow. Maintaining compliance and data accuracy across large volumes of campaign data proved challenging, with a lack of standardized QC checks leading to avoidable rework and reporting delays. Errors continued to creep in, efficiency dropped, and the pressure to integrate these acquisitions quickly and without disrupting client delivery kept rising.

The company needed more than a quick fix. They needed a partner who could help them scale smarter. With SEBPO on their side, they eliminated the grind of repetitive tasks, freeing up people to do the higher-value work that drives revenue growth. SEBPO was selected to help this client bring discipline and scalability to its marketing operations.

SEBPO Solution

SEBPO’s structure allowed this client’s internal analytics and client teams to focus on strategic insights and client engagement while ensuring flawless execution in the background. We stepped in with a two-pronged approach: automate what slows you down, and outsource what doesn’t need to live in-house.

Here’s how:

Automation at Scale: We built Python scripts to take the pain out of logins, data entry, and search functions. What once took hours became a matter of minutes.
Back-Office Optimization: From accounts payable and invoicing to mail tracking, milestone reporting, and production invoicing, SEBPO absorbed entire workflows to standardize processes and lift the burden off internal teams.
Creative and QA Firepower: When the client acquired its biggest agency, we deployed a dedicated creative and QA team to ensure a seamless onboarding, with technical checks and website design QA baked in from the start.
Smarter Tools: By integrating NextMark and CSV-based systems, we streamlined purchase order management and reduced error-prone manual work.

The guiding principle was simple: give the client’s teams their time back so they could stop putting out fires and start focusing on strategy, creativity, and client relationships.

Outcome

The results were immediate and drastic.

Campaign turnaround times improved by more than 40%, allowing the client to launch more campaigns in less time and respond faster to client needs
Error rates were reduced by over 60% through SEBPO’s multi-level QC and data hygiene framework
For a four-person team, these time savings translated into $124,800 in annual value, not to mention the lift in employee morale
SEBPO’s ability to rapidly scale and deliver under pressure led the client to expand the partnership from campaign execution to full campaign data operations
Six hours were saved on administrative tasks per employee, per day. That’s 1,560 hours a year (or a 500% increase in throughput) that each person can now devote to higher-impact work

The SEBPO Team also helped solve the client’s late postage payments, which used to be a costly headache and threatened to derail campaigns or force the client to front vendor funds. SEBPO eliminated that risk by creating a Weekly Postage Alert Report that gives Production Managers crystal-clear visibility into receivables, mail schedules, and vendor invoices.

With proactive alerts driving accountability, campaigns stay on track, vendors get paid on time, and unnecessary cash flow strain has been eliminated. What was once a recurring pain point is now a streamlined system that keeps operations smooth, saves resources, and strengthens client-vendor relationships.

Most importantly, the company’s people were able to shift from grinding through repetitive, error-prone tasks to focusing on what they do best: strategy, creativity, and client growth.

With SEBPO as a partner, this fast-scaling media company turned complexity into clarity—and positioned itself to grow without tripping over its own success.

What the Client Had to Say

“This is a game changer! Automation sped up our productivity. We went from one person accessing the system at a time to our team working in it simultaneously. This is a huge time saver, and it’ll keep our invoicing current.”

– DIRECTOR OF FINANCE