Freelancer and Consultants
This case study follows Arjun Mehta, a brand strategist and independent marketing consultant who struggled with inconsistent income, lost leads, and chaotic communication.
In 2024, he decided to transition from a manual, unorganized workflow to a professionally systemized business using:
A platform for freelancer management system
A dedicated consultant CRM software
A powerful automation tool for freelancers
A clear client onboarding system for freelancers
Standardized workflows and templates
Within 90 days, Arjun scaled from ₹1.2 lakh/month to ₹6.5 lakh/month, reduced his workload by 40%, and doubled his client retention rate.
Background
Before using systems
Arjun was a typical high-skilled consultant with low operational structure. His problems included:
Scattered communication via WhatsApp, Gmail, and LinkedIn
Lost leads due to lack of follow-up tracking
Manual proposal creation
No automated reminders
Delayed onboarding
Time-consuming reporting
No client portal
Although clients appreciated his expertise, they often complained about slow responses, confusing processes, and lack of clarity in project timelines.
Arjun realized he needed more than skills—he needed a system.
The Transformation Strategy
To fix the chaos, Arjun implemented a systemized approach divided into four core upgrades.
1. Upgrading to a Freelancer Management Platform
Arjun adopted an advanced platform for freelancer management system to centralize:
Project timelines
Tasks
Client messages
File sharing
Deliverables
Payment tracking
Impact
He eliminated 12+ tools and consolidated everything into one dashboard.
Client satisfaction increased because they always knew what stage the project was in.
2. Implementing Consultant CRM Software
The next step was installing a CRM for freelancers and consultants to manage:
Lead inquiries
Follow-up sequences
Proposals & e-signatures
Pipeline stages
Client notes
Automated reminders
Key Benefits
Lead-to-client conversion increased from 22% to 57%
No lead was ever forgotten
Sales cycle reduced by 35%
The CRM became the heart of his consulting business.
3. Workflow Automation Integration
Arjun connected his CRM, management platform, email, calendar, and payment gateway using an automation tool for freelancers like Zapier/Make.com.
Automations implemented:
Auto-send proposal when a lead fills an inquiry form
Auto email reminders for unpaid invoices
Auto creation of tasks after payment
Auto onboarding email sequence
Auto scheduling link after proposal approval
Auto client feedback and review request after project completion
Results
He saved 10–12 hours weekly previously spent on manual tasks.
He could onboard clients instantly, even while asleep.
4. Building a Client Onboarding System
Arjun built a smooth client onboarding system for freelancers, including:
Welcome email
Onboarding questionnaire
Project timeline
Access-sharing instructions
Contract + invoice
Kick-off call link
Expectations guide
Impact
Clients felt extremely confident and engaged right from day one.
Retention rate increased from 38% to 71%.