Portfolio Case Study · AI-Powered GTM Systems

I automated an entire GTM workflow — empowering 4 people to serve 170+ accounts.

An end-of-year seasonal conversion campaign required personalized outreach for 170+ accounts — impossible to do manually. I built a Claude Project + Google Services integration that turned one prompt into a complete, on-brand prep pack for each account: a personalized deck, an admin report, and a stakeholder email. Here is how it works.

4 team members enabled ~60% less prep time, team-reported 170+ accounts prepped across the team 8+ live data sources, pulled automatically
The friction we started with

Every account review needed hours of manual prep — across 170+ accounts, that was unsustainable.

Each spring, the customer success team needed to review the year with every account and set up the next cycle — conversion season and back-to-school success depended on it. The prep behind each call was substantial: pull the data, build a deck, write a report, draft the stakeholder email, keep brand and messaging standards consistent. Multiplied across 170+ accounts and a team of 4, the production burden became the constraint.

Before
  • ×Hunt across Looker, trackers, and contact sheets for each district's numbers.
  • ×Rebuild the same deck and report by hand, district by district.
  • ×Brand polish and approved clinical language depended on who built it.
  • ×The summer family email got written last, or skipped under time pressure.
  • ×No shared record of what got prepped or for whom.
After
  • ✓One prompt pulls every source live and parses it the same way each time.
  • ✓Deck, report, and summer email generate in a fixed, correct sequence.
  • ✓Brand and banned-term rules are enforced during the build.
  • ✓The family email is built and dropped into the shared Drive automatically.
  • ✓Every build logs itself to Notion, so the team has full visibility.

“Less time prepping means more time strategizing.”

Director of Partnerships · Team Feedback

How it is wired

A triage dashboard feeds two workflows, each with a fixed build sequence.

Team members never start from a blank page. They work from a triage dashboard that shows their entire portfolio by status. Each card generates a ready-made prompt. Paste it in, and the right workflow runs automatically.

Primary surface
The Triage Dashboard
Each team member's full portfolio, organized by status and refreshed daily from the tracker. Every card produces a copy-paste prompt.
EOY Triage Dashboard — team member names anonymized
Live Dashboard Preview Team member names anonymized for portfolio
paste prompt
Entry point 1
Booking emails
For unbooked districts. Drafts a Gmail booking email to the right contact with the owner's Calendly link.
Entry point 2
Prep pack build
For booked districts. Pulls the full year of data and builds the report, summer email, and deck.
build sequence
Non-negotiable order
Report → Summer email → Deck
The report writes the summer email to Drive and returns its link, which the deck then needs. The order is enforced in code.
Built-in intelligence

The dashboard also surfaces upsell candidates

Beyond triage, the dashboard reads each district's insurance gap, the share of uninsured and out-of-network students, against a state-specific threshold. Districts that clear the bar are flagged as upsell candidates right in the view. That signal then shapes the build: the deck and report frame the coverage gap and point to sponsored plan options at renewal.

Insurance gap data→ Flagged in the dashboard→ Deck & report frame the gap at renewal
Under the hood · the data layer

No team member has to pull data from Looker. The system goes and gets the truth itself.

The hardest part of any reporting workflow is trustworthy data. The suite automatically synthesizes utilization data from Looker, clinical outcomes data, and qualitative data from Google Sheets CSAT surveys — then layers in email and Gong call context to customize messaging for each district. It pulls from live sources every time, normalizes messy district names, and falls back gracefully when a number is too thin to be honest about.

1
Auto-lookup
Contract, owner, state, and renewal status resolve from the tracker files.
2
Live pull
Quarterly referral files and clinical outcomes pull straight from Drive.
3
Match & clean
Fuzzy matching strips suffixes like ISD and USD so names still resolve.
4
Honest fallback
Thin assessment data falls back to averages instead of overstating.

Every prep pack stitches together a portfolio of sources, automatically:

BTS Tracker Activation & Pacing Quarterly Referrals Q1–Q4 PHQ-9 / GAD-7 / Sessions Gong Call Activity MPOC Contacts Training Tiers MHAM Staff Stories
# What a CSM actually pastes in, copied straight from the dashboard:
Help me prep for my EOY call with [district name]

# What runs automatically, with no further input:
  → account + contract + Gong context resolved
  → full-year funnel + clinical data pulled from Drive
  → 6-page admin report built
  → summer family email drafted to shared Drive
  → personalized deck built, email link wired in
  → session logged to Notion
What it produces · real output

Three finished deliverables, personalized to the district, on brand by default.

These are real, lightly edited pages from a generated prep pack. Notice the personalization, the consistent palette, and the forward-looking language. Nothing here was hand-formatted.

Note: Account names, district details, and team member names in sample outputs have been anonymized for this portfolio presentation.

Generated EOY deck cover slide
Output · EOY DeckSlide 1 · auto-personalized cover

The meeting deck

A presentation that mirrors the actual call: review the year, plan the next season, complete next-cycle onboarding live. Every slide carries the account name, the owner's correct title, and tier-appropriate links — with no manual formatting required.

A

Right title, every time

"Customer Success Manager," never "CSM." Titles are enforced from a single source.

B

State-aware slides

The attendance slide renders only for states where it applies, then renumbers.

C

Contract-aware links

Toolkit and summer-kit links route by contract type, never named in the copy.

Year in review funnel slide
EOY DeckWhat's Working vs. Growth Opportunity
Clinical outcomes slide
EOY DeckClinical outcomes + days recovered

The admin report

A clean 6-page PDF a district leader can read on their own: referrals, school-site activity, staff engagement, and clinical outcomes. It is the artifact that outlives the meeting.

1

District at a glance

The full-year funnel and referral mix, benchmarked against the Daybreak average.

2

Named partner

Signed by the owner with their real title and contact.

3

Writes the email too

The same build drafts the summer email to the shared Drive folder.

Generated admin report cover
Output · Admin ReportPage 1 · cover, signed by named partner
Report district at a glance page
Admin ReportPage 3 · Account at a Glance, benchmarked to portfolio average
Why we trust it

The guardrails are what make the automation safe to run.

Built-in, system-level enforcement keeps every output aligned across the team.

Language is corrected before render

Approved-language rules are applied to the content before render, keeping district-facing copy accurate and non-judgmental. A few enforced swaps:

rejections→case closures
below average→growth opportunity
brief counselors→train counselors & staff

Brand discipline is non-optional

Every build locks in the company brand system: approved palette, accent rules, typography standards, and clean logos — enforced automatically. Tier/contract type is never named in external-facing copy.

Clinical framing stays honest

Outcomes are framed against the study and the portfolio, never promised as guaranteed. Thin assessment counts fall back to averages. Framing stays forward-looking.

Every build is logged

Each session writes itself to a Notion log: task, date, CSM, district, outputs, and flags. No one maintains a tracker by hand.

Outcomes

The team is reporting real time back, and districts are responding to the data.

What the EOY season looked like with the suite

~60%
less time spent prepping for district meetings
3–5h
saved per prep pack, by the team's estimate
30–50h
returned across the EOY season alone
170+
accounts prepped across 4 team members

From the team

“

I've used it for every meeting, and had it prep the EOY deck for every async meeting too. Minimal edits needed. Definitely a time saver.

DP
Team Member ADirector of Partnerships
“

It saved me countless hours putting these decks together, and it was easy to customize per district. People are loving the two pieces of collateral.

CS
Team Member BCustomer Success Manager
“

It helps with production and logistics, so we spend more time talking strategy than building decks.

DP
Team Member CDirector of Partnerships
“

I love how it takes the nuances and translates them into actionable insights, and adds the most current resources so you're not searching things up. Well-rounded analysis that highlights what's working. It demonstrates value.

CS
Team Member DCustomer Success Manager

What accounts respond to

The personalized data changes the conversation in the room — and drives the conversion and renewal outcomes the season depends on.
$

ROI and utilization data

Accounts are highly responsive to usage and outcomes numbers, and use them to tell the ROI story internally.

◆

The strategic insights slide

It starts a different kind of conversation and demonstrates real thought partnership, opening new opportunities.

▦

Tangible data over sentiment

It gives account leaders a clearer view of their organization's outcomes and needs than qualitative feedback alone.

→

A clear path to renewal

The data points decision-makers directly to where added investment would have the most impact.

It didn't replace our expertise. It removed the production burden — so our expertise could go into the meeting itself instead of into building the deck. How the team summed it up
The bigger picture

Any GTM team can build tools like this — the playbook is replicable.

This started with one person solving one team's bottleneck before a critical seasonal conversion window. The pattern generalizes: any GTM team managing high-volume, repeating touchpoints can build internal tools that eliminate repetitive production work. Every hour freed from assembly is an hour pointed at strategy, relationship, and revenue.

The playbook any team can borrow

01

Start from the friction

Name the friction first, then automate exactly that. The system was designed around the bottleneck.

02

Make the data come to you

Pulling live sources automatically removed the main source of error. No re-exporting, no stale numbers.

03

Encode the standards

Brand, voice, and clinical rules live in the build itself. That makes the output safe to trust at volume.

04

One entry point, fixed order

A single orchestrator running steps in a set sequence beats a pile of clever, fragile shortcuts.

05

Log everything

Self-logging gives the team visibility into every run. That turns a personal tool into shared infrastructure.

06

Build for the next workflow

The same skeleton of lookup, build, guardrails, and logging is ready to extend to renewals, content, and onboarding.

Using AI to automate prep work, to free up humans to focus on strategy and relationship building — the pieces that AI shouldn't touch.