💡 Case Study
How Ares Projects Saved 400+ Hours Weekly and Cut VAs by 67%
The Challenge
Ares Projects was drowning in manual work—their team spent over 400 hours per week on lead scraping, outreach, and proposal generation. With 15 VAs juggling tasks across Monday.com, Google Sheets, and Drive, critical information was scattered, deadlines were missed, and client satisfaction suffered. They were limited to manually covering only a fraction of Amazon's seller territory.
- 15 business assistants burned through 400+ hours weekly on lead scraping, enrichment, outreach, and proposal generation — yet could only cover a fraction of Amazon's seller territory.
- Client work was fragmented across Monday.com, Google Sheets, and Drive, with team members wasting 6+ hours per week per employee just switching tools and hunting for information.
- No single source of truth meant missed deadlines, inconsistent delivery, and frustrated clients.
Very clear in his communication, very concise in the way he works. And in terms of deliverables, he's just there.
The Solution
Intelligent Lead Generation System
n8n + Apify scrape qualified Amazon sellers across target categories with smart filtering, achieving 100% market coverage versus a fraction manually.
Automated Outreach & Nurturing
Multi-step email sequences through Instantly with personalized messaging and automatic follow-ups — zero manual touchpoints until prospects book a call.
Seamless Proposal & Onboarding
One-click PandaDoc proposals auto-populated from CRM data. Signed proposals trigger instant client onboarding in ClickUp.
Centralized Operations Hub
Migrated from scattered Monday.com boards to a unified ClickUp workspace with a single dashboard across sales, finance, and delivery.
The Process
Implementation timeline from concept to production
Month 1: Systems Audit & Planning
Discovered 400+ hours/week buried in Monday.com, Google Sheets, and Drive — most of it copy-paste work that 15 VAs were doing manually. Designed a unified automation architecture to eliminate it.
Months 2-3: Lead Generation Automation
Replaced manual Amazon seller research with automated scraping pipelines. Within weeks, the system was surfacing every active seller across all target categories — work that previously took a team days.
Months 3-4: Sales Automation & Outreach
Sales reps went from manually chasing leads to only showing up for booked calls. Automated email sequences handled every touchpoint from first contact to calendar invite.
Months 4-5: Proposal & Contract Automation
Closed deals now triggered a chain reaction: PandaDoc auto-generated proposals from CRM data, and signed contracts automatically kicked off client onboarding in ClickUp. One click replaced an hour of admin.
Months 6-7: ClickUp Migration & Setup
Consolidated dozens of scattered Monday.com boards into a single ClickUp workspace. For the first time, leadership had one dashboard view across sales, finance, and delivery.
Month 8: Launch & Optimization
Rolled out department by department with hands-on training for 20+ team members. As automation absorbed routine work, the team naturally scaled from 15 VAs to 5 — the remaining team shifted to higher-value tasks.
The Results
Over an 8-month implementation, we didn't just automate Ares Projects' processes—we fundamentally restructured how they operate. What was once a fragmented, manual-heavy agency drowning in administrative work is now a lean, efficient operation that can scale without proportionally scaling headcount.
See the Impact in Action
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