I wanted to share something that completely changed how we operate and might help your team too. The problem: As we grew, we ended up juggling too many tools: • CRM for clients • ClickUp for projects • Spreadsheets for invoices • Slack for updates …and still had no clear view of what was actually happening. Every week, we missed follow-ups, forgot invoices, and wasted hours syncing info. The breaking point? We lost a client because I forgot to follow up for 3 weeks. That one hurt. We weren’t short on tools , we were short on visibility. What we tried : We tested a few systems and templates, but most were: • Too complex for a small team • Pretty but not practical • Built for large companies with ops teams So we built our own connected workspace in Notion one that linked everything we used daily. What finally worked ; We moved everything into one dashboard: clients → projects → invoices → team tasks → weekly review The key wasn’t design it was connection. Updating a client’s status automatically updated their projects, invoices, and dashboard views. When a deal closed → invoice created → revenue rolled up → weekly dashboard updated itself. No more switching tabs. No more lost info. The results • Cut tool-hopping by 4 hours per person per week • 0 missed follow-ups in 3 months • Clear visibility across projects, clients, and finances • Easier onboarding for new hires What you can take from this If you’re running a small business or agency: 1. Centralize your data first. Don’t scatter info across pages or apps. 2. Run a weekly review. 15 minutes can prevent chaos. 3. Simplify. If your team needs a tutorial to use it, it’s already too complex. Our biggest win wasn’t fancy automation ,it was finally knowing what’s going on at a glance. If anyone’s curious about the setup (System), I’m happy to share. if you’re stuck in tool overload, would love to hear what’s working (or not) for you.