Operations & Marketing Portfolio
Real Results. Proven Impact.
HiveMap Digital Mapping Software
A small team from one of the world’s leading mining agencies, SRK Consulting, had developed an incredible piece of software that could revolutionize geological mapping. The problem? This brilliant solution, HiveMap, was stuck in the “great idea” phase. Despite years of development and deep industry expertise, they needed help turning their technical masterpiece into a real, marketable product.
Over six months, we transformed HiveMap from concept to reality. This meant creating everything from scratch – building a brand that resonated with their technical audience, launching a professional website, setting up systems to capture and nurture leads, and even writing the software’s support manual. We like to think of it as constructing the entire business foundation while they focused on what they do best: technical brilliance.
Today, HiveMap isn’t just a great idea anymore – it’s a functioning business bringing in weekly leads. Even better? It’s positioned perfectly for potential sale, should they choose that path. The best part? Their team can now focus on developing their amazing software while the business side practically runs itself.
Services:
- Branding
- Web Design
- SEO
- CRM Installation
- Project Management
- Graphic Design
Open Space Counselling
When Vancouver’s sought-after therapy practice, Open Space Counselling, came to us, they had a vision of transforming their expertise into an online course, but were maxed out on time and needed someone to see their vision to life.
Our journey together started with a comprehensive deep dive, where we analyzed their operations, marketing, and tech setup, as part of their CDAP grant. This gave us a full picture of where they could scale most effectively, and the winner was the online course!
We crafted a seamless course experience – handling everything from branding and platform setup to content implementation. Once the foundation was solid, we launched a strategic Meta Ads campaign, carefully building thier audience before promoting the course.
Open Space Counselling successfully launched their course, attracting multiple sign-ups while growing their therapy practice, social media following, and website traffic along the way.
Services:
- Operations & Marketing Strategy
- CDAP
- Course Branding & Setup
- Paid Advertising
Mainland Speech Language Pathology
Mainland Speech, a thriving speech-language pathology clinic serving the Fraser Valley and Metro Vancouver, found themselves at a turning point. Their practice was booming with a growing waitlist, but their basic DIY website wasn’t doing their work justice. When they qualified for the Canadian Digital Adoption Program Grant, they saw a chance to finally build the website their practice deserved.
We made the most of their existing website template to keep costs down and the process simple. Our team refreshed everything from the ground up – adding professional photos, clear descriptions of their services, and a cohesive color scheme. We also built a secure client portal where their patients can access exclusive resources, laying the groundwork for future digital offerings.
The new website is clean, professional, and optimized for search engines – exactly what you’d expect from a leading speech therapy practice. With their client portal ready to go, Mainland Speech can now expand their services online and create new revenue streams through digital resources and programs.
Services:
- Canadian Digital Adoption Plan
- Marketing Strategy
- Business Analysis
- Web Design
Before
After
Oughtred Roasting Works / Farm & Forest Organic Coffee
Oughtred Roasting Works approached us with a classic small business dilemma. This local Vancouver company was laser-focused on developing their product lines and didn’t have the resources to focus on social media growth all at once. They turned to us to capture their brand’s essence without turning their digital presence into another generic coffee feed.
We took over their monthly social channels for their Farm and Forest Organic Coffee and Notch Coffee brands. We brewed up daily posts and conversion and traffic ads for Facebook and Instagram, creating graphics, reels, and stories that genuinely reflected these high-end brands.
The result? We doubled their organic engagement rate, increased online sales by 77% in only a few months, and freed up 250+ hours for the Farm & Forest team to do what they do best.
Services:
- Social Media Management
- Paid Advertising
- Brand Photography
Northam Law Corporation
Through the Canadian Digital Adoption Program (CDAP), we partnered with the client to develop a comprehensive business strategy and digital roadmap. Our team created a tailored approach that culminated in a complete website redesign, transforming their online presence with a modern, functional site that reflects their brand and business goals.
Services:
- Canadian Digital Adoption Plan
- Web Design & SEO
- Ongoing Website Maintenance
Before & After
After
The Livewire Group
Livewire Electric was managing four separate businesses, each with its own website and marketing strategy, leading to fragmented online visibility and inefficient ad spending. We consolidated their digital presence into a single, comprehensive website that showcases all four divisions, dramatically improving their SEO, page speed, and mobile design while creating a unified brand experience.
Services:
- Canadian Digital Adoption Plan
- Marketing Strategy
- Overall business strategy
- Web Design & SEO
Before & After
After
Victoria Speech & Language Centre
A respected Victoria speech therapy clinic came to us with a common problem: their booking process was eating up way too much admin time. While their practice was thriving, their team was caught in an endless loop of emails and phone calls trying to match clients with available appointments. After connecting through the Canadian Digital Adoption Program (CDAP) grant, we provided a comprehensive operations and marketing strategy and a road map for implementation.
We rebuilt their website from the ground up and got creative with their booking system. Using a WooCommerce plugin, we turned their available appointments into an easy-to-manage inventory, just like an online store. For clients coming off the waitlist, we set up password-protected booking pages where they could choose their own appointments. The whole system took just four weeks to build, including research, setup, and staff training.
The impact was immediate and exactly what the practice needed. Their admin team was finally freed from the endless back-and-forth of appointment scheduling emails. Now, they simply update the available slots, send clients a password and link, and let them pick what works best. It’s not just saving hours of admin time – clients love being able to see all their options and book at their convenience. Sometimes the simplest solutions really are the best.
Services:
- Canadian Digital Adoption Plan
- Operations & Marketing Strategy
- Web Design & SEO
- E-Commerce Setup
Ross Chocolates
Ross Chocolates, one of Canada’s leading sugar-free chocolate makers, needed support when their marketing manager went on maternity leave. With 11,000 Instagram followers and ambitious growth goals, they were looking for a partner who could maintain momentum while pushing their digital presence further.
We crafted a strategy that blended content creation, SEO optimization, and professional photography – transforming their online presence while staying true to their brand. Our focus? Making sugar-free chocolate look as irresistible as it tastes.
The results speak for themselves: 1,700 new Facebook followers and 700 Instagram followers in just 90 days. Better yet, we saved the company 200 hours of time, giving their team the freedom to focus on what they do best – making incredible chocolate.
Services:
- Social Media Management
- Search Engine Optimization (SEO)
- Paid Advertising
- Brand Photography
PROFiX Accounting
Since 2021, we have acted as the Fractional Director of Operations for this legal accounting firm, overseeing every area of the business, and building processes and tech up nearly from scratch, including:
- Mapping systems and processes for nearly every area of the business including marketing, sales, client intake and onboarding, hiring, team onboarding and training, ongoing team management and communications, document management, project management, client offboarding, and strategic planning.
- Designing and setting up numerous tech systems including CRM, Project Management Software, Zoho Forms, Communication software, VoIP online phone systems, Employee databases, sales and revenue forecasting systems.
- Setting up integrations and automation to ensure all systems are talking to each other, such as programming an automation to create a new contact card in their client management system, map over intake responses, and setting follow up notifications when a new consultation is booked.
- Designing, creating and launching multiple e-courses, including writing lessons, setting up tech and e-commerce portals, creating landing pages and marketing materials, etc.
Through our work, PROFiX has grown significantly (and become profitable!) as well as been nominated for numerous business awards, including being named one of Business in Vancouver’s Top Forty under 40 for 2023.
As a result of strategic planning and focusing on business growth, PROFiX has seen a 160% increase in revenue, including experiencing a 68% increase in profits in the first quarter of implementing a new pricing structure.
Services:
- Fractional Operations
- Operational Support
- Tech Implementation
- E-Course Creation
Rogue Bookkeeping
The owner at Rogue Bookkeeping was doing everything herself – managing clients, handling bookkeeping, and feeling stuck in a cycle of low-value work that wasn’t moving her forward. We dove in and helped her completely restructure her business. We built out a robust CRM and onboarding system, created a pricing calculator to help her understand her true value, and developed systems that let her move from hourly billing to fixed-fee services. The result was dramatic: her revenue grew 45%, profit skyrocketed over 400%, and she expanded from a one-person operation to a team of five. Most importantly, she can now focus on developing a new business while her current one runs smoothly – proving that the right systems can transform everything.
Services:
- Business Coaching & Strategy
- Operational Support
- Tech Implementation
Sculpt B2B Marketing Agency
When we first looked at this B2B marketing agency, it was clear they were leaving money on the table. Working with major clients like Adobe and Schneider Electric, they had no system to track project profitability, pricing, or subcontractor work. Their creative team was running without clear processes, leading to inconsistent project delivery and potential revenue leaks.
We completely overhauled their operations from the ground up. Our team created a comprehensive pricing calculator, developed detailed company and engagement manager handbooks, built a structured hiring process, and implemented robust project management systems. The result was transformative: the agency gained clear visibility into their project costs, established consistent workflows, and created a scalable business model that allowed the owner to step back and focus on growth.
Services:
- Operational Support
- Tech Installation
- Business Strategy
- Hiring
- Financial Leadership
National Insurance Defence Firm: Rescuing a System Rollout
Situation: A national insurance defence firm with over 120 employees across five branches was stuck in a technology standstill. Its project lead had left, and the move from PCLaw to an enterprise financial and practice management system was eight months behind schedule. Accounting staff were fitting testing around their regular work, trust reconciliations were still done on paper, the partners were divided, and the accounting team feared the new system would replace them.
Task: Overhaul the firm’s technology and project management approach, manage the software transition from start to finish, and keep the vendor and data migration consultants aligned through go-live.
Action: We rebuilt the rollout around a module-based plan, with a lead for each module and clear tasks for every accounting team member. We ran weekly project meetings and status reports for leadership, tracking hundreds of testing cards and every issue in Smartsheet. We scheduled testing and training workshops for billing, payables, receivables, trust, conflicts and new business intake, and completed functional testing across those critical modules. We resolved complex technical issues, from sorting out 150 different client rate structures to tax codes and trust cheques. We managed change with the accounting team, bringing a resistant group on board through hands-on training and support, then planned the cutover and blackout period and ran mandatory training in every office.
Result: The firm went live on the new system with staff trained and engaged. We stayed on to support the billing team through its first pre-bill and invoice cycles, prioritized the fixes it needed to keep invoicing, and helped accounting with ledger postings and month-end.
Services:
- Project Management
- Tech Implementation
- User Acceptance Testing
- Change Management
- Training & Go-Live Support
High Gear Trucking
A water hauling and vacuuming company with 25 trucks was drowning in inefficient, paper-based processes. Their operations relied on decade-old spreadsheets that were constantly crashing, manual route tickets, and no reliable way to track water levels in their route silos. Dispatching, job tracking, and reporting were completely manual, leaving massive gaps in their operational visibility.
We developed a comprehensive digital strategy to move the company from paper to digital systems. The roadmap addressed critical pain points like electronic logging, digital dispatching, e-signing, and real-time reporting – setting the stage for a complete operational transformation that would bring their business into the modern era.
Services:
- CDAP (Canadian Digital Adoption Plan)
- Business Strategy
Notary Office Becomes a Law Firm
Situation: A law firm bought an established notary practice in BC from a retiring practitioner, and the office was becoming a lawyers-and-notaries firm on a fixed start date. The office ran well, but there was no documentation of its systems, processes or employee roles. Most of how it ran lived in the owner’s head, and the team’s biggest worry was losing people in the transition.
Task: Create a roadmap for the transition, capture the owner’s knowledge before he stepped away, and set the new firm up to run without him.
Action: We assessed intake, conveyancing, refinancing, wills and estates, trust, billing and admin, meeting extensively with the owner and department leaders to capture every workflow. We drafted a single, comprehensive company handbook covering everything from daily operations to systems, account access and vendor information, had the owner mark it up, and walked through it with each staff member. We recorded process videos and linked them into the handbook, checked procedures against professional requirements, and documented them for current and planned tools, including a new client intake and onboarding system. We supported the creation of the new legal entity and the setup of its bank accounts, rewrote roles around a managing lawyer, and built a training checklist for that role.
Result: The office changed hands with its knowledge intact, its staff trained on every documented process, and a managing lawyer with a clear checklist: a smooth, structured handover. We kept the handbook current after the new firm opened, and it is now the model for the process manuals we build for other firms.
Services:
- Operations Assessment
- Operational Support
- Company Handbook
- Training
New Law Firm Launch: PCLaw to Actionstep
Situation: Three partners and eight colleagues were leaving an established BC firm to open their own, on a fixed opening date. Their client files and trust records sat in the old firm’s PCLaw database, only their own matters could come with them, and a previous consultant had walked away from the project.
Task: Move exactly the right data into a new accounting system, land every trust balance in the right new account, and be ready to bill from opening.
Action: We picked up the earlier consultant’s work, scoped the migration with the software provider’s data team, and mapped open matters, contacts, trust balances and unbilled work, while receivables stayed behind. When the old records turned out to hold nearly 1,000 open trust balances, not the few dozen first reported, we worked with the firm’s accountant to move every one correctly from the old trust accounts into the new firm’s Canadian and US trust accounts. We set up templates so lawyers could keep recording time and expenses during the blackout period, loaded those entries at go-live, and corrected the opening trial balance. We built invoice and cheque templates, set starting cheque and file numbers, and trained lawyers, assistants and the bookkeeper.
Result: The firm opened on Actionstep Legal Financial Management (formerly Soluno) with only its own matters and balances. The team has a user manual and recorded training, we provided go-live and follow-up support, and a partner offered to act as a reference for other firms making the same move.
Services:
- Data Migration Planning
- Tech Implementation
- Trust Accounting Setup
- Template Setup
- Team Training
Multi-Practice Firm: From Audit to Actionstep
Situation: A 16-person multi-practice firm in the Prairies ran its accounting on PCLaw from an in-office server. Bills were rebuilt by hand in Word and Excel, little about the office was written down, staff were asking for manuals, and an earlier software rollout had not stuck.
Task: Give the partners a clear, evidence-based plan, then deliver the change without repeating the problems of the last rollout.
Action: We audited technology and operations, running finance deep dives and one-on-one interviews with admin staff and lawyers, and presented a prioritized roadmap. The firm chose Actionstep for both accounting and practice management. We ran and validated a trial conversion of two PCLaw databases, set up role-based security permissions, and rebuilt the operating and trust cheque templates and the invoice templates, down to a summary page for each practice area. We coordinated the practice management build with the implementation partner, moved the firm’s shared files to the cloud, and pushed safe custody records and other migration issues through to resolution. We audited and posted general ledger opening balances so reporting matched the old system, wrote a reference guide, and trained admin staff, legal assistants and the whole team on each role.
Result: The firm now runs finance, matters and files in one connected cloud system instead of a local server, and staff can work fully from anywhere. Opening balances are posted, billing runs from five purpose-built invoice templates, and we stayed on after go-live to resolve issues, fix permissions, support month-end and run follow-up training.
Services:
- Technology & Operations Audit
- Software Selection
- Tech Implementation
- Data Migration
- Team Training
- Go-Live Support
Launching an In-House Legal Department
Situation: A mortgage and financial services company in Ontario decided to bring its closings, discharges and enforcement work in-house. It had no legal team, no matter workflows and no operating manual, and the new department had to connect cleanly with the mortgage side of the business.
Task: Design how the department would run and give leadership what it needed to staff, equip and open it.
Action: We ran discovery sessions and mapped the workflow for each matter type, then worked through business models, technology, financial projections and staffing plans with leadership. We compared an in-house department with an external firm model, prepared technology recommendations and cost summaries for each, projected transaction volumes to size the systems, and built an inventory of every document a lawyer handles on a mortgage closing. We mapped a nine-stage matter workflow, from intake through signing, compliance review and funding to closing, for a custom matter management module built into the company’s existing back-office system. We tested that system, defined its roles and permissions, and documented the order of operations from file opening to closing. We wrote the department’s SOP handbook, mapped every handover between the mortgage and legal teams with the operations lead, and designed role-based onboarding.
Result: The company now has a documented matter workflow, a matter system shaped around it, an SOP handbook tied to the mortgage team’s processes, and nine staged onboarding packages for the managing lawyer, lawyer and law clerk roles, so new hires start with a clear plan.
Services:
- Business Analysis
- Workflow Mapping
- Technology Planning
- Software Testing
- Operations Handbook
- Onboarding & Training Design
Cave Mining Forum
In the niche world of cave mining, another team from SRK Consulting came to us with the desire to create more than just another professional network–they wanted help creating a legacy. They had a website that was neglected and hadn’t seen an update in years, and wanted to create a fresh, new collaborative space specifically for cave mining professionals.
While our marketing team was busy crafting the Cave Mining Forum’s brand identity (voice, logo, custom graphics, and other visuals), the operations team meticulously researched and selected a membership platform that was perfectly tailored to the team’s needs.
Within 8 months, we completely transformed the Cave Mining Forum’s brand, online presence, and community platform. Several companies were already lined up to enroll their employees and the team is bringing in more contributors every day to help shape and moderate this online community.
Services:
- Brand Development
- Web Design & SEO
- Operational Support & Project Management
- Training
- Email Marketing
LEAP Legal Software Canada
We provide end-to-end support for law firms transitioning to or optimizing LEAP. Our services ensure a seamless setup, integration, and training experience so your firm can fully leverage the software.
Setup & Customization:
Configure firm profile, accounting settings, and matter workflows.
Custom Templates:
Create branded letters and invoices tailored to your firm’s needs.
QuickBooks Integration:
Set up and sync LEAP with QuickBooks for streamlined accounting.
Data Migration & Review:
Verify transition reports, reconcile balances, & ensure data accuracy.
Comprehensive Training:
Provide 11 hours of training covering all aspects of LEAP, from matter management to accounting.
Law Firms We’ve Worked With
- Anam Rana
- Atwal Law Firm Professional Corporation
- Axios Law
- Bax Securities Law
- Blundell Professional Corporation
- Carter Litigation
- Crawford Lawyers
- David Cohn Professional Corporation
- Deborah a Loy Law Corp
- Ducharme Weber LLP
- Foster Law
- Frank Feldman Law
- Frank Jeon Law Office
- Goel Professional Law Corporation
- Hagg Law
- Harrison Adr
- Herman Gill Law
- Hill and Hill Law
- Jackson Family Law
- Jacobs Law Office
- James A. Hutchinson Professional Corporation
- James Katz Lawyer
- JDCS Law
- Jensen IP
- Leonard Law Corporation
- M Capewell & Associates Inc
- Mediation Lounge Ltd.
- Michael Coristine Law Professional Corporation
- Mountain Law Corporation
- Muhammad Syed Law
- Nathan R Bauder Law Corp
- Noreen M Aleem Professional Corp
- Pamela J Rowlands Law Corp
- Parsons Law
- Pilon Barrister
- Pilon Family Law
- Rajvir Singh Dhillon Law Corp
- Randy Bishop Professional Corporation
- Rodger Conner Prof Corp
- Sarah Mumtaz Professional Corporation
- SGA LAW Professional Corporation
- Taylor Miller Law Group
- Thomas K. Mann Barrister & Solicitor
- TLC Family Law Practice Law Corp
- Tony Magre Law Corp
- Utkarsh Tewari Barrister & Solicitor
- Vural Legal Services Professional Corporation
- White Olive Legal Professional Corp
- Zoran Samac Professional Corporation
Canada’s Music Incubator
Canada’s Music Incubator, a nonprofit dedicated to helping musicians and industry professionals grow their businesses, was hitting a wall with their fragmented systems. With different departments operating across multiple platforms and spreadsheets, information wasn’t flowing, and their website wasn’t showcasing their work effectively. They needed a unified approach that would bring together all aspects of their organization.
We created a streamlined digital ecosystem that transformed their operations. Instead of implementing a complex tech stack, we focused on three powerful platforms: a fresh WordPress website to showcase their work, EngageBay CRM to manage relationships (complete with 4 intake forms, 3 sales pipelines, 52 custom fields, and over 700 custom responses), and Notion for project management. We also set up LastPass for secure credential management and provided comprehensive training for their team. By consolidating everything into these three platforms, we turned chaos into harmony, giving them the foundation they needed to focus on supporting Canada’s music talent.
Services:
- Software Analysis & Selection
- CRM Installation
- Project Management System Installation
- Web Design & SEO
- Team Training
Website After
Website Before
Playsticity
Playsticity, a brand-new Vancouver-based children’s imaginative play center, faced the classic startup challenge: how to build a brand and audience while the owner was still working full-time elsewhere. With just 100 social media followers and limited time to manage marketing, the business needed expert support to create momentum for its grand opening.
We jumped in with a comprehensive marketing strategy that combined social media management, professional brand photography, and targeted Meta advertising. Our approach balanced educational content about the benefits of free play for developing children’s executive functioning skills with entertaining posts showcasing the fun, vibrant environment of the play center itself.
The results exceeded expectations, with Playsticity growing from 100 to over 900 followers in just 60 days, tens of thousands of online views, and a successful launch.
Services:
- Social Media Management
- Paid Advertising
- Brand Photography
Fit Therapy
Vicki DeMark of FitTherapy, a fitness coach specializing in helping women over 40, had a valuable asset she wasn’t utilizing. Though she had been collecting email addresses from interested clients, she lacked a system to stay in touch with her audience. Without an email platform or regular communication plan, she was missing opportunities to build relationships with potential clients.
We built her email marketing system from the ground up using Flodesk. Our team imported her contacts, set up targeted segments, created branded templates, and designed a complete welcome sequence with a lead magnet landing page. We also provided monthly newsletter writing services, meeting regularly to discuss upcoming events, sales, and challenges that could be featured in her content.
The impact was immediate and impressive. Her welcome sequence achieved a remarkable 56.5% open rate, while her weekly nurturing emails maintained a strong 49% open rate – both far above industry averages. Just as importantly, our team saved Vicki and her staff about 10 hours every month, freeing them to focus on what they do best: helping women transform their fitness and health.
Services:
- Email Marketing
- Software Setup
West Coast Bannock
West Coast Bannock, a busy food truck and catering company in the Lower Mainland, was struggling to keep up with demand. Orders were taken manually, menus were sent as PDFs, and daily admin tasks were eating up valuable time. With no systems or website in place, growth had become unsustainable.
We built a new website with online ordering and catering requests, created branded social templates, and trained their team on digital best practices. Within a few months, they had the systems and tools to operate efficiently and focus on delivering great food instead of managing paperwork.
Operations became smoother, invoicing and ordering were fully automated, and new inquiries started rolling in. The West Coast Bannock team said the new systems “completely changed how we operate,” creating more efficiency, more visibility, and more time to grow their business.
Services:
- Web Design
- Social Media Content Creation
- Online Catering System Implemented
- Training
