AI Ops Layer for a B2B Agency
61%
Reduction in ops overhead
90 days
Time to full result
3 systems
Automated in one engagement
The challenge
A B2B agency with 20 staff was spending 30+ hours per week across the team on proposal creation, CRM updates, and performance reporting — all of it manual, all of it repeatable. They'd tried two AI tools and neither had stuck. The problem wasn't the technology; it was that nobody had built the ops layer connecting the tools to the actual workflow.
The approach
- 01
Mapped the three highest-friction workflows: proposal creation from brief, CRM data hygiene, and weekly performance reporting.
- 02
Built a proposal generation system trained on their past proposals and service descriptions.
- 03
Automated CRM hygiene: auto-enrichment, duplicate detection, deal stage updates from email activity.
- 04
Built reporting automation pulling from multiple data sources into a consistent weekly summary.
- 05
Integrated all three systems with their existing stack — HubSpot, Notion, Google Workspace.
The outcome
Proposal time reduced from 4 hours to 45 minutes. CRM accuracy improved significantly — the team stopped avoiding it. Weekly reporting is fully automated. The agency redirected reclaimed capacity into client delivery. 61% reduction in operational overhead within 90 days.
"Every AI vendor we'd spoken to before wanted to sell us a tool. Maine Street Partners came in, told us what we actually needed — which was less than we thought — built it, and stayed to make sure it worked. That's a completely different relationship."
CEO — B2B Agency, US