Your AI Blueprint

Horizon Digital Marketing

Prepared By

Cadara Blueprint Agent

Cadara HQ 501 King St E, Toronto

Our Conversation

During our chat, we talked about how campaign reporting and client onboarding are consuming disproportionate time at Horizon Digital Marketing, largely due to manual data pulls from multiple ad platforms and back-and-forth emails to collect client assets. We identified that the current approach requires repeated copy-paste work, inconsistent intake completeness, and one-by-one report delivery, which slows turnaround and increases QA risk as you scale. Based on your inputs, this represents roughly 14hrs per week of recurring manual effort, equating to about 56hrs per month and approximately $29.1k per year in recoverable operational capacity.

The Bottleneck

We identified two connected bottlenecks that reinforce each other: manual onboarding coordination and manual weekly reporting production. After a deal is marked Closed Won in HubSpot, your team manually sends a welcome email, generates or shares an intake form, waits for replies, creates folders in Google Drive, spins up an Asana project from a template, updates CRM records, and then schedules a kickoff—creating avoidable delays and missing-asset follow-ups that can push kickoff readiness out by days. On Mondays, reporting becomes a high-friction production line: logging into Google Ads, Meta Ads Manager, GA4, and sometimes LinkedIn Ads, exporting metrics, pasting into a master Google Sheet, recalculating KPIs, building charts, formatting PDFs, writing insights, and emailing clients individually. This creates duplicated effort, format drift between clients, and higher risk of human error (wrong date ranges, mismatched accounts, or outdated charts), while also limiting your ability to scale beyond ~20 active clients without adding overhead.

The Solution RECOMMENDED

03A

Executive Plan

For Leadership

We will implement a unified operations engine that makes Closed Won the single trigger for a standardized onboarding experience and makes Monday reporting a review-and-approve workflow instead of a manual production sprint. For onboarding, every new client will receive a branded intake link immediately, required assets will land in the correct Drive folder structure, and an Asana project will be created with owners and deadlines—so your team can focus on the kickoff call and strategy rather than chasing information. For reporting, data will be collected automatically from Google Ads, Meta, GA4, and LinkedIn Ads, compiled into a consistent format, and turned into a client-ready report that posts to Slack for QA; once approved, it sends to the client with consistent branding, faster turnaround, and fewer errors.

03B

Implementation Plan

For Technical Teams

We will build two automations using n8n (or Make.com) as the workflow orchestrator, connecting HubSpot, Google Workspace (Drive, Sheets, Gmail), Asana, Slack, and reporting data sources. For onboarding, an n8n workflow will trigger on HubSpot deal stage change to Closed Won, create a standardized Google Drive folder tree, spin up an Asana project from a template with assignments, and send a Gmail welcome email containing a branded intake form link (Google Form or a more structured tool like Tally/Typeform). Submitted intake responses will be written to a structured database (e.g., Airtable or a dedicated Google Sheet) and used to update HubSpot properties, while missing fields trigger automated Slack reminders and a follow-up sequence. For reporting, a scheduled n8n workflow will run every Monday to pull metrics via connectors such as Supermetrics (to Google Sheets) or direct APIs where appropriate (Google Ads API, Meta Marketing API, GA4 Data API, LinkedIn Ads API). Data will be normalized into per-client tables, KPI calculations applied, and charts/templates generated (Google Sheets + Slides template, or Looker Studio export). An LLM step using OpenAI or Anthropic can draft weekly insights from the metrics with guardrails, then the workflow posts the draft report to a Slack QA channel with approve/reject actions. Upon approval, the system emails the final PDF, logs delivery in HubSpot, and stores the report in the client Drive folder with consistent naming and retention.

ROI Analysis

By removing the weekly grind, we free up roughly 14hrs per week that are currently spent on copy-pasting exports, formatting PDFs, and chasing onboarding details. That time comes back as higher-value work—strategy, optimization, and client communication—while reducing context switching and the risk of team burnout on reporting days.

We improve your client experience by shifting from a slow, manual process to a consistent and fast workflow: onboarding becomes instant and standardized after Closed Won, and reporting becomes auto-generated with a Slack QA approval step instead of a Monday scramble. The result is better accuracy, fewer missed items, and a tighter operational rhythm that clients feel as professionalism and reliability.

Over a year, reclaiming this capacity is worth about $29.1k in operational savings, and it also unlocks growth because you can support more clients without adding proportional overhead. With standardized onboarding and repeatable reporting automation, you reduce bottlenecks, maintain quality control through human approval, and create a scalable foundation that lets the agency expand without immediately increasing headcount.

Efficiency Gain

56hrs

Time Saved Per Month

Financial Impact

$29.1k

Annualized Economic Benefit

Your Implementation Partner

Khaled (Kal) Khatib

AI & Automation Consultant

Spotting the Hidden Headaches

I’m here to help you find the manual tasks that are eating your time and catch the small gaps that often get overlooked when you’re busy running a business.

Real-world Experience

I’ve spent more than 5 years working on complex systems for Fortune 500 companies. I take everything I learned there and use it to make sure your technology just works.

Focusing on What Works

My goal is to help you scale your business, not just sell you a fancy new tool. I care about building practical solutions that actually make your life easier.

From Blueprint to Reality

Technology scales your business, but strategy requires a human touch. Whether you are ready to deploy this infrastructure immediately or simply want to brainstorm what's possible with an expert, I am here to help. Let's sit down for a candid conversation to refine your vision.

Schedule Your Discovery Chat