Marketing Agency Operations Automation Tool Development Example

This project originated when a small consulting firm realized that creating monthly reports for clients had become a significant burden for its staff. Previously, at the beginning of each month, the person in charge logged into multiple advertising platforms and analytics tools to download CSV data manually. They then used Excel macros to generate charts, converted them into client-specific PDF reports, and attached them to individual emails.

Once the firm surpassed 20 clients, this manual reporting process took more than three full days, cutting into their core consulting work. Furthermore, the risk of copy-paste errors and sending reports to the wrong addresses had become a pressing issue.

When consulted about operational efficiency, we proposed focusing on a "single-purpose tool that allows one staff member to complete the task with a single click once a month," rather than building a large-scale customer relationship management (CRM) system or a custom dashboard from scratch.

By intentionally omitting client-facing login screens, complex permission management, and database construction, we significantly reduced development hours. We adopted a stateless architecture that fetches data from external APIs, generates reports on the fly, and automates email delivery. This approach made it possible to deliver the project for ¥380,000 before tax over approximately 4 weeks.

To keep costs low, instead of perfectly replicating the existing Excel design, we replaced it with a simple HTML/CSS layout that could be printed from a web browser. Additionally, we used AI assistance to write test code for the API integrations, further improving development efficiency.

The initial release was limited to a minimal administration screen for the internal reporting staff, external API integrations, and an email delivery function. The system was not designed to store past report histories; instead, sent reports were retained in the staff member's email outbox (via BCC).

Workflow and Screen Overview

Main Data Managed by the System

Technical Architecture and Security Policy

Because the system is used only by specific internal staff, we adopted a serverless architecture to minimize operational costs and maintenance efforts. Client configuration data and API keys are managed as secure environment variables and configuration files rather than in a database.

Given the short four-week timeline, the first week was dedicated to reviewing the existing Excel report format and mapping it to the data fields available from the APIs.

Payment Terms

As a general rule, no up-front payment was requested. There was no payment at contract signing; the full amount was invoiced only after all development work was complete and the client had completed acceptance.

The following amount includes requirements alignment, external API integration, testing, and production release. It does not include database construction, client-specific login features, or complex permission management.

Currency Options for Quotations and Invoicing

In addition to Japanese yen (JPY), quotations and invoices can be issued in U.S. dollars (USD) or other currencies upon request. The applicable exchange rate, conversion basis, and any bank or payment-provider fees will be confirmed in advance for each project.

Supplement: Estimated Third-Party Service and Maintenance Costs After Launch

Because this system uses a serverless environment and a stateless architecture with no database, running costs during operation are kept extremely low. The following are estimated monthly costs required after the production launch, separate from the initial development fee.

When budget and time are limited, narrowing down "what exactly needs to be solved by the system" is the key to success. In this case, there was a clear pain point: "Manually creating different reports for each client every month is exhausting."

Therefore, we discarded the idea of building a fancy dashboard or a client portal, and strictly committed to a "tool that simply gathers data in the background, turns it into a PDF, and sends an email." As a result, a task that took the staff member several days at the beginning of the month was reduced to a few minutes of button clicks.

Typical Scope for Common Add-Ons

Once the operation is established, if a request arises to "allow clients to view their latest data at any time," developing a Client Dashboard (My Page) is a logical next step. Because this requires building a customer database and secure login features, such an addition typically costs ¥600,000–¥900,000 before tax and takes about 1.5–2 months.

Starting with small, reliable business automation frees up time for core consulting work. Expanding the system only when the need arises is a highly cost-effective investment approach for small businesses.