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01 Claritas · United States Live

Seven jobs done by hand, now tools they own

A 250-person consultancy moved seven pieces of desk work into tools it owns. Four of them replaced software it would otherwise have bought.

Before
Contracts in one person's spreadsheet, tickets summarised by hand, internal tools nobody could find, and software on the shopping list
After
Seven tools the firm owns, on its own logins, each doing a job a person used to do by hand
7 jobs done by hand, now tools the firm owns
The work, before and after
Before and afterBefore: Contracts in a spreadsheet, then Tickets read by hand, then Tools nobody can find, then Another software seat. After: Contract register, then Briefing sends itself, then One catalogue, then Tools the firm owns. Result: 7, jobs done by hand, now tools the firm owns.BEFORE4 OF 4 PAIN POINTSAFTER1 OF 4 AUTOMATEDContracts in aspreadsheetTickets read by handTools nobody can findAnother software seatContract registerBriefing sends itselfOne catalogueTools the firm owns7jobs done by hand, now tools the firm ownsBefore and afterBefore: Contracts in a spreadsheet, then Tickets read by hand, then Tools nobody can find, then Another software seat. After: Contract register, then Briefing sends itself, then One catalogue, then Tools the firm owns. Result: 7, jobs done by hand, now tools the firm owns.BEFORE4 OF 4 PAIN POINTSAFTER1 OF 4 AUTOMATEDContracts in a spreadsheetTickets read by handTools nobody can findAnother software seatContract registerBriefing sends itselfOne catalogueTools the firm owns7jobs done by hand, now tools the firm owns

The 7 tools, and where each one stands

  • Contract register Supplier contract register: 71 contracts verified on load, a renewal calendar, and a question box grounded on the register. In use The contracts owner works in it and sends feedback in rounds Instead of buying: contract system
  • Blocked-ticket briefing A briefing on blocked engineering tickets, written from live data, that sends itself to leadership every Monday and Thursday. Live Scheduled since September
  • Internal app catalogue One catalogue for the apps, GPTs and workflows the firm's teams build, behind the company login. Live Soft launch, being seeded by the firm
  • Leadership project board The AI team's initiative board, grown into the leadership project board, with leadership work visible only to leadership. In use The transformation lead runs the board in it Instead of buying: project board
  • Lead's command centre The transformation lead's command centre: to-dos, goals, team and calendar in one place. In use Used day to day by the transformation lead Instead of buying: team tool
  • Voice email triage Email triage by voice: reads mail aloud, keep or delete from a phone. Built, rollout pending Working for the transformation lead; wider rollout waits on a sign-in setting
  • Proposal workspace Company profiles, RFP tracking and document parsing for proposal work. Built, rollout pending Security review before release Instead of buying: RFP tool

One of the seven, in detail

4
replaced software they would otherwise have bought
71
supplier contracts verified on load, zero mismatches
How the system runs
Input
  • Contracts
  • Support tickets
  • Team tools and initiatives
  • Email
ArrAI
Seven tools on the firm's own accounts
Output
  • Renewals seen in time
  • Briefings that send themselves
  • Boards the team runs

01 What changed

  • Four tools stand where a contract system, an RFP tool, a project board and a team tool would have been bought
  • Every tool runs on the firm's own accounts and company login
  • Two are still rolling out, and the status says so
The full story The problem, how we approached it, and what we built

Claritas is a 250-person marketing analytics consultancy. Its business transformation lead wanted the hand-run parts of the business moved onto tools the firm owns rather than more software seats. Over 2026 we built or finished seven of them, one workflow at a time, each on the firm's own accounts and company login.

Built for
Business transformation lead and the operations leads
Engagement
Claritas
Sector
Marketing analytics consultancy
Region
United States
Year
2026

02 The problem

A lot of the firm's operations ran on people: one person kept every supplier contract in a spreadsheet, account managers read support tickets by hand, and tools that teams built for themselves were invisible to everyone else.

The usual answer was another software subscription. For the contract register the firm had already looked at a sales platform and turned it down, partly because every person who only needed to look would have needed a licence.

03 The approach

One workflow at a time, starting with the one that hurt most. Some tools started as prototypes he built himself; we hardened them, finished them, loaded the real data and put them behind the company login. Others we built from the start.

Every tool lives on the firm's own accounts. Where something is not yet in use by its whole audience, the status below says so.

04 What we built

  • A supplier contract register, with a renewal calendar and a question box grounded on the register
  • A briefing on blocked engineering tickets that sends itself to leadership twice a week
  • One catalogue of the apps, GPTs and workflows the firm's teams build
  • The AI team's initiative board, now the leadership project board, with leadership work private to leadership
  • A command centre for the transformation lead: to-dos, goals, team and calendar in one place
  • Email triage by voice, read aloud, keep or delete from a phone
  • A proposal workspace: company profiles, RFP tracking and document parsing

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