Case Studies

Proof, Not Just Promises

The examples below reflect the type of problems we solve every day and how we typically approach them — from a first conversation through to a working solution.

Clearstone works with UK businesses under confidentiality agreements, so the scenarios below are illustrative — built from the real shape of problems we solve, with company details generalised. Want references or a deeper walkthrough for your specific situation? Ask us directly — we're happy to talk it through on a call.

Recent work, by industry

How This Has Looked in Practice

Ecommerce

Centralising orders across Shopify, WhatsApp and walk-ins

Challenge: Orders entered through Shopify, WhatsApp and in-person channels were being managed manually across spreadsheets.
Solution: One workflow now tracks deposits, order value, artwork, approval, printing and collection status in a single dashboard.
Result: Centralised operations and far less manual order tracking.

Property & HMO

Bringing maintenance requests into one system

Challenge: Maintenance requests arrived by phone, text and email with no shared record, so jobs were missed or duplicated.
Solution: Requests are now logged automatically, routed to the right contractor, and tracked through to completion.
Result: Fewer missed jobs and a clear record for every property.

Wholesale

Centralising orders across Shopify, WhatsApp and walk-ins

Challenge: Orders entered through Shopify, WhatsApp and in-person channels were being managed manually across spreadsheets.
Solution: One workflow now tracks deposits, order value, artwork, approval, printing and collection status in a single dashboard.
Result: Centralised operations and far less manual order tracking.

Accountants

Automating monthly document chasing

Challenge: A small practice spent hours each month emailing and calling clients individually for receipts and bank statements.
Solution: An automated sequence now chases outstanding documents on a schedule, escalating to the team only when needed.
Result: Hours saved every month and fewer late submissions.

AI + Automation

Qualifying and routing inbound leads automatically

Challenge: Inbound leads arrived across three channels with no consistent follow-up.
Solution: Leads are now captured, qualified against set criteria, entered into the CRM and followed up automatically.
Result: Faster response times and no lead left untouched.

Local Service

Automated quote follow-up for a trades business

Challenge: Quotes were sent out but rarely followed up, losing winnable jobs to slower response times.
Solution: An automated sequence now follows up every quote on a set schedule until the customer responds.
Result: More quotes converted without any extra admin time.

Retail

Centralising orders across Shopify, WhatsApp and walk-ins

Challenge: Orders entered through Shopify, WhatsApp and in-person channels were being managed manually across spreadsheets.
Solution: One workflow now tracks deposits, order value, artwork, approval, printing and collection status in a single dashboard.
Result: Centralised operations and far less manual order tracking.

Hospitality

Automated booking confirmations for a busy restaurant

Challenge: Booking enquiries arrived across three channels and confirmations were sent manually, causing delays and double-bookings.
Solution: Bookings are now confirmed automatically and synced to a single table management view.
Result: Fewer double-bookings and less time spent on the phone during service.

Healthcare

Automated appointment reminders for a private clinic

Challenge: Missed appointments were common because reminders were sent manually and inconsistently.
Solution: Automated reminders now go out by SMS and email ahead of every appointment.
Result: Fewer missed appointments and less reception time spent chasing confirmations.

Want to See What This Would Look Like for You?

Tell us one process that's taking too long. We'll tell you honestly whether we'd automate it, use AI, build software, or bring in a person.

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