Scaling Creator Management Through Intelligent Automation

Background

Illuminate Social, led by CEO Becca Bahrke, stands at the forefront of talent management, orchestrating creator campaigns and partnerships across the digital landscape. Recognizing early that manual processes were constraining growth potential, they partnered with Ace Workflow to revolutionize their operations through innovative automation solutions.

Problem

The company faced significant operational challenges while managing thousands of inbound inquiries and over 600 campaigns quarterly.

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Challenges:

• Monthly pipeline reports consumed seven hours each to generate manually
• Invoice creation and tracking became unmanageable with business growth
• Excessive communication overhead regarding payment statuses
• Limited visibility into campaign progress and stages
• Scaling operations required substantial manual intervention
• Time-intensive administrative tasks limited growth potential

Solution

Ace Workflow implemented their 'Minimize Manual' process to transform Illuminate Social's operations:

• Built comprehensive campaign tracking system in Airtable
• Automated invoicing workflows through QuickBooks integration
• Developed Spark mobile app using Glide for talent self-service
• Integrated PandaDoc for automated contract generation
• Created real-time reporting and visibility tools
• Implemented automated payment tracking and status updates

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The custom-built Glide app provides talent with:

• Real-time campaign updates
• Payment status tracking
• Key documentation access
• Direct communication channels Currently achieving 71% adoption rate among talent

The Transformation

From: Manual reporting consuming hours, constant payment status inquiries, and overwhelming campaign management processes limiting growth.

To: Automated systems handling 600+ campaigns quarterly, real-time talent access to information, and scalable operations supporting 4x revenue growth.

Direct Impact

The implementation of the 'Minimize Manual' process delivered transformative results:

• Growth: 4x revenue increase with only 2x staff growth
• Efficiency: 600+ campaigns managed quarterly with automated workflows
• Adoption: 71% of talent actively using Spark mobile app
• Time Savings: Eliminated 7+ hours of monthly reporting work
• Communication: Significantly reduced payment status inquiries
• Scalability: Enhanced ability to handle increased campaign volume
• Team Focus: Staff freed to concentrate on high-impact activities