Systems built.
Hours recovered.
Teams freed.
Every case below is a real operational problem — mapped, automated, and handed over. Client names are anonymised by default. The outcomes aren't.
What got built.
Structured as before → after → what was built. The drag that existed, the system that replaced it, the outcome.
Automated weekly client reporting pipeline
A senior analyst spent every Monday morning pulling data from four sources into a deck that went to twelve clients. The system now does it at 7am — before anyone arrives.
Before
- 4hrs every Monday: manual data pull from CRM, Sheets, project tool
- Deck assembled manually, formatted, sent to 12 clients individually
- Errors introduced at formatting stage — caught after send
- Analyst couldn't take Monday leave without reports being missed
After
- System pulls from all four sources at 6:30am every Monday
- Reports generated per client, formatted to brand template, sent automatically
- Error handling flags anomalies before send — analyst reviews only exceptions
- Runs without anyone present — Mondays reclaimed entirely
What was built
- Custom data aggregation backend pulling from CRM API + Sheets
- Per-client report generation engine with template logic
- Automated delivery via email with anomaly detection layer
- Slack alert if any report fails or flags an anomaly
"We were spending 12 hours a week manually compiling client reports. That's gone. The system runs every Monday at 7am and nobody touches it."
Client onboarding flow — zero-touch from contract to access
New clients waited up to three days for tool access, logins, and briefing documents after signing. Someone chased it manually every time. Now it triggers the moment DocuSign is completed.
Before
- Account manager manually creates tool access across 5 platforms
- Briefing doc assembled from template, personalised manually
- Welcome email written and sent manually — often delayed
- Kickoff call booked manually — Calendly links sent one by one
After
- DocuSign webhook triggers the entire onboarding sequence instantly
- Tool access provisioned across all platforms within 2 minutes
- Personalised briefing doc generated and delivered automatically
- Welcome email sent, kickoff link included — zero manual steps
What was built
- DocuSign webhook listener with custom backend trigger logic
- Multi-platform provisioning API integrations (5 tools)
- Dynamic document generation engine pulling from contract data
- Automated email sequence with personalisation layer
"Most automation vendors give you tools and leave you to figure out the logic. Mechavion built the whole thing — including the custom API layer we needed."
Deal flow tracking and LP reporting automation
Deal data lived in email threads, Notion, and a spreadsheet nobody trusted. LP updates were written from scratch every quarter. Both now run automatically from a single source of truth.
Before
- Deal data scattered across email, Notion, and a Sheets tracker
- Status updates required chasing the partner who last touched it
- LP report took two days to compile each quarter from multiple sources
- Portfolio metrics calculated manually — errors caught post-send
After
- Single pipeline: all deal data flows into one structured system
- Status updates triggered by deal stage changes — no chasing
- LP report generated automatically each quarter from live data
- Portfolio metrics calculated in real time — always current
What was built
- Custom deal pipeline backend with email parsing layer
- Notion → structured database sync with deduplication logic
- Automated LP report generation from live portfolio data
- Real-time metrics dashboard pulling from single data source
"We finally have one version of the truth. The LP report used to take two days — now it's generated overnight and we review it in 20 minutes."
Additional case studies from consulting firms, recruitment agencies, and law firms are being documented and will appear here. Full details of any case are available under NDA on request.
The operational patterns
Mechavion replaces.
These are the categories of work that appear most often across professional service businesses — and the specific systems that replace them.
Reporting pipelines
Data pulled from multiple sources, assembled, formatted, and delivered — automatically, on schedule, to the right people.
Onboarding flows
Triggered the moment a contract is signed — access provisioned, documents generated, welcome sequences sent. Zero manual steps.
Data sync & consolidation
When tools don't talk to each other — custom pipelines route data where it belongs, deduplicate, and keep everything in sync.
Follow-up & outreach sequences
Intelligent triggers fire the right message at the right moment — based on behaviour, stage, or time — without anyone manually deciding to send.
Document generation
Proposals, briefs, reports, contracts — generated from structured data with the right variables pulled in automatically. No copy-paste, no formatting errors.
Custom AI workflows
When the task requires judgment — summarising, classifying, drafting, extracting — AI gets embedded into the workflow with a custom backend to handle the logic.
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