Success Story — From Manual to Machine.
How DTC Nova built a stronger operations backend through AI agents, automations, KPI tracking, and process standardization — without changing who was on the team.
7 AI Super Agents Deployed
10+ Automated Workflows Built
8+ SOPs Documented
14+ KPI Systems Created
Due to client confidentiality, we don't share screenshots publicly. Instead, we'll walk you through the full case study — with real numbers, real screenshots, and real context — on a quick call.
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About DTC Nova
DTC Nova is a growth agency that helps direct-to-consumer brands scale through paid advertising, creative strategy, email marketing, and performance analytics.
As the agency grew, the team found themselves ahead on execution but behind on infrastructure. Recurring tasks were manual, KPI visibility was limited, and leadership couldn't see what was actually happening in the backend. That's when they brought in Grace in Motion.
The Problem
DTC Nova had strong execution — but the backend couldn't keep up with the pace of growth. Operations were held together by manual effort and individual memory rather than repeatable systems.
→ Recurring tasks handled manually with no automation
→ KPI visibility was limited across team members and leadership
→ Processes scattered across ClickUp, Clockify, Google Sheets, and Slack — no single system
→ Reporting workflows lacked structure and clear deadlines
→ Team compliance was difficult to monitor consistently
→ SOPs were missing for several core recurring workflows
→ Follow-ups, task hygiene, standups, and time tracking required manual checking
→ Leadership had no real-time view of team performance, capacity, or process compliance
The team had the talent. The backend just wasn't built to match it.
Due to client confidentiality, we don't share screenshots publicly. Instead, we'll walk you through the full case study — with real numbers, real screenshots, and real context — on a quick call.
What Grace in Motion Built
1. AI Super Agent Infrastructure
Seven AI Super Agents were created and deployed to automate daily monitoring, reporting, and operational visibility — reducing the need for manual checking across the entire backend.
→ Standup Monitoring Agent — tracks daily standup compliance and flags missed updates
→ AI Project Management Agent — turns conversations into tasks, subtasks, and dependencies
→ Task Monitoring Agent — monitors overdue tasks and posts daily task snapshots
→ Work Hours & Capacity Agent — audits daily capacity based on required work-hour standards
→ Communication SLA Agent — monitors response-time performance across the team
→ Performance Compliance Agent — tracks compliance across time tracking, meetings, and task hygiene
→ Creative Production Tracker Agent — monitors creative workflow status and output
Each agent was refined multiple times based on leadership feedback — adjusting flagging logic, posting schedules, weekend handling, and reporting formats until the system ran exactly as needed.
2. SOP Framework & Documentation
Eight SOPs were created to make recurring workflows easier to follow, repeat, and train — eliminating the guesswork that comes with relying on individual memory.
→ Weekly reporting process
→ Client onboarding and offboarding process
→ ClickUp task management workflow
→ Internal recurring tasks process
→ AI agents overview and workflow documentation
→ Communication standards
→ Team performance enforcement policy
→ Creative workflow documentation
3. KPI Systems, Dashboards & Tracking
Fourteen KPI systems, dashboards, and trackers were built to give leadership real-time visibility into performance, compliance, capacity, and operational risk.
→ Team performance enforcement tracker
→ Time audit and capacity tracking sheet
→ GM and Media Buyer KPI trackers
→ Clockify task standardization tracker
→ NPS response and client feedback dashboard
→ Resource and capacity planning tracker
→ Communication SLA dashboard
→ Systems and processes dashboard
→ Ad review process dashboard
→ Leave and time-off process tracker
→ KPI handbooks and documentation
4. Automation Infrastructure
Over ten automations were created or improved to reduce manual follow-ups and make recurring operations easier to manage.
→ Reporting task reset automation
→ Clockify KPI and time-tracking audit automation
→ ClickUp flagging and compliance automation
→ NPS response notification automation
→ AI agent posting schedules
→ Recurring project budget setup
→ Capacity and compliance flagging improvements
→ Creative production tracking improvements
5. Workspace & Tool Improvements
Core workspace improvements were completed across ClickUp, Clockify, Slack, and Google Sheets to create a cleaner, more organized backend.
→ Standardized Clockify task structure and time-tracking categories
→ Improved creative board statuses and production workflows
→ Standardized client folder structure
→ Updated team directory and internal role visibility
→ Improved ClickUp knowledge base organization
→ Built AI agent workflow documentation for the team
6. Recurring Operations Support
While new systems were being built, day-to-day operations were also managed and maintained — ensuring nothing slipped through the cracks during the transition.
→ Weekly operations reporting and report delivery monitoring
→ Daily standup monitoring and ClickUp inbox management
→ Task triage, planning, and action item extraction from meetings
→ New client and team member onboarding support
→ AI agent maintenance and continuous improvement
→ Monthly performance feedback preparation
The Results
Based on verified ClickUp records, DTC Nova's backend is now built to scale:
→ 7 AI Super Agents actively supporting operations and team monitoring
→ 10+ automations reducing manual follow-up work across the business
→ 8+ SOPs documented for core recurring workflows
→ 14+ KPI sheets, dashboards, and tracking systems giving leadership full visibility
→ Automated overdue task snapshots — no more manual checking
→ Automated capacity and time-tracking compliance
→ Clearer team accountability through structured flags, warnings, and compliance tracking
→ Better visibility across performance, reporting, capacity, and recurring operations
DTC Nova shifted from manual operational tracking to a systemized, AI-assisted, and scalable operations structure — without changing who was on the team.
In Their Words
"You're very skilled — not just a simple assistant. With AI, you're really able to expand your capabilities."
— CEO, DTC Nova
Due to client confidentiality, we don't share screenshots publicly. Instead, we'll walk you through the full case study — with real numbers, real screenshots, and real context — on a quick call.
Key Takeaway
DTC Nova's transformation was not about hiring more people or spending more on tools. It was about building the right infrastructure:
→ AI agents that monitor what humans shouldn't have to check manually
→ Automations that eliminate repetitive work at the root
→ SOPs that make processes repeatable without relying on memory
→ KPI systems that give leadership the visibility to lead — not just react
DTC Nova went from a manually operated backend to a systemized, AI-assisted operation built for scale.
