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Case studies

Systems we have built, and what changed.

Each case shows the problem, what we built, the result, what is live and what is still in progress. Clients are named only with their permission, and work a founder did before DonDev is labelled as such.

Logistics · United StatesDonDev engagement

Month-end reconciliation, without the spreadsheet

Context
A US logistics company running shipments in ShipStation, operations in Monday.com and payments in Stripe.
The problem
Finance matched shipment and payment records by hand, about 20 hours every month, and unexplained differences kept surfacing in audits.
What we built
  • A Python reconciliation engine that cross-references ShipStation shipments with order records and Stripe payments, triggered by webhooks
  • Audit-ready reporting of every record that does not match
  • A fix for a created-date versus ship-date API filter mismatch that was causing the audit discrepancies

20h → ~0

Result

Monthly finance reconciliation went from about 20 hours to near zero, and the date-filter discrepancies have not come back.

Still done by a person: Reviewing the mismatched records the engine reports.

Status

  • LiveReconciliation engine
  • LiveCustomer onboarding flow
  • In progressBalance management and inventory sync

Led by: Sibghat Ullah, CTO

  • Python
  • ShipStation
  • Monday.com
  • Stripe
  • Webhooks
More on operations and admin
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Hospitality · Reese Villa, private chef and villa eventsDonDev engagement

From booking to post-event review in one platform

Context
Reese Villa Personal Chef Services runs private chef experiences and villa events in the United States.
The problem
One event touched a booking tool, forms, a project board, a staffing app, several documents and a string of reminders. Admin took several hours a day.
What we built
  • Phase 1: the existing tools connected end to end. SimplyBook bookings created Make-generated proposals, Twilio sent SMS and email, Trello tracked each stage, AI drafted menus and grocery lists, Connecteam scheduled staff, and a post-event financial audit and review request closed the loop
  • Phases 2 and 3: a custom operations platform that replaced Trello, Zoho Forms, SimplyBook and Connecteam. Website enquiries land on a lead board with automatic follow-up tasks, consultations book into Google Calendar with Meet links and reminders, and each event moves through one eleven-stage pipeline
  • Inside the platform: staffing recommended from Reese's own ratio rules and chef skill levels, quotes drafted from the consultation transcript for review, an interactive proposal the client signs online, menu forms that follow the booked package, and vendor requests for pastry and tablescapes
  • Phase 4: one pricing engine for every quote, proposal and booking, with rates set by the owner, enhancements the client can add on the proposal, and deposits and balances paid through Stripe

Hours → ~0

Result

Daily admin dropped from several hours to close to nothing.

Status

  • LiveOperations platform: leads, consultations, the event pipeline, staffing, proposals, menu forms and vendors
  • In progressPhase 4: pricing engine and Stripe payments (built and tested, waiting on production Stripe access)

Led by: Both founders

  • Custom platform
  • Google Calendar
  • OpenAI
  • Stripe
  • Make
  • Twilio
Read the full story More on CRM and connected systems
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B2B outbound · managed service providerDonDev engagement

Outbound sales without adding headcount

Context
A US managed service provider replacing manual SDR calling.
The problem
Outbound depended on people researching, calling and logging each prospect by hand.
What we built
  • Prospects enriched with Apollo and Clay and scored against the ideal customer profile
  • Do-not-call scrubbing before any number is dialled
  • A Retell AI voice agent, triggered by n8n, that calls, qualifies and books meetings into Calendly
  • Call outcomes synced to HubSpot in real time, with scripts A/B tested across industries

Result

An outbound system that replaces manual SDR calling work.

Status

  • LiveOutbound system
  • Apollo
  • Clay
  • n8n
  • Retell AI
  • Calendly
  • HubSpot
More on enquiries and bookings
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Telecom · enterprise portal reportingDonDev engagement

Weekly reports from portals that have no API

Context
An enterprise telecom team in Egypt that pulled figures from several portal accounts every week.
The problem
The portals have no API, so someone signed in to each one, copied the data and built the report by hand.
What we built
  • Scheduled headless Selenium scripts that sign in to each portal account and extract the data
  • An n8n workflow that receives the data
  • Google Apps Script that builds a formatted report and emails it every week

Result

A formatted weekly report arrives by email on schedule, with no manual pulling.

Status

  • LiveWeekly reporting
  • Selenium
  • n8n
  • Google Apps Script
More on operations and admin
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E-commerce · founder experienceFounder experience before DonDev

Order processing that runs itself

Context
An e-commerce business processing orders by hand across several tools.
The problem
Every order meant manual steps for intake, inventory checks, deal creation and invoicing.
What we built
  • An automated import and order pipeline covering order intake, inventory checks, deal creation and invoicing

~95%

Result

About 95% fewer manual tasks across the order journey.

Status

  • LiveDelivered before DonDev was founded

Led by: Waliya Khan, in her RPA developer role before DonDev (2023 to 2024)

  • Make
  • ClickUp
  • Google Apps Script
More on operations and admin
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More projects, by type

Weeks are calendar time from the first call to handover, including scoping, client review and testing alongside the live process, not hours of build work.

Workflow automation

  • Spreadsheet-driven sales and inventory routing

    4 weeks

    Operations and inventory teams

    One spreadsheet row fans out to the CRM, the board, the calendar and a notification automatically.

    Zapier · Google Sheets · Trello · Pipedrive · Gmail · Google Calendar

    Zapier workflow where a new spreadsheet row branches into Trello cards, Gmail messages, a Pipedrive deal and a Google Calendar event
    Screenshot from the delivered build

  • Email-to-task intake

    3 weeks

    Client services teams

    Inbound emails are parsed and turned into routed ClickUp tasks.

    Make · Gmail · ClickUp · REST

  • Monthly invoicing from Monday.com

    6 weeks

    Project-based consultancies

    Scheduled monthly billing assembled from board data.

    Make · Monday.com API · QuickBooks · PDF · Email

  • CRM tag reconciliation service

    2 weeks

    Marketing operations

    Corrects tag drift between systems on every update.

    n8n · REST APIs · JavaScript · Webhooks

    n8n workflow: a webhook receives an update, fetches the record, edits fields in code, checks a condition and updates the tags
    Screenshot from the delivered build

Systems integration

  • Trello to ClickUp inventory migration

    5 weeks

    Operations teams changing platforms

    A staged, sandbox-tested platform migration with relationships intact.

    Make

  • Trello to QuickBooks billing sync

    6 weeks

    Agencies and professional services

    Billable work reaches accounting without manual re-entry, with error-handling branches.

    Make · QuickBooks

    Make scenario with parallel billing routes and error-handling branches between Trello and QuickBooks
    Screenshot from the delivered build

  • Aurora Solar to PandaDoc proposals

    4 weeks

    Solar installers

    Solar project data generates signature-ready proposals automatically.

    Make · Webhooks · Aurora Solar · PandaDoc

Lead operations

  • CRM lead enrichment pipeline

    8 weeks

    Sales and marketing teams

    Deals are enriched and tagged on stage change, rate-limited to respect API quotas.

    GoHighLevel · Clay · n8n · NocoDB · Supabase

    n8n workflow that checks for an existing company and contact, then creates or updates each record in NocoDB
    Screenshot from the delivered build

AI solutions

  • WhatsApp intake with AI voice callback

    6 weeks

    Restaurants and service businesses

    Inbound WhatsApp messages are triaged by intent, and qualifying cases get an automatic voice call within seconds.

    n8n · WhatsApp Business API · OpenAI · Vapi

  • Customer feedback response drafting

    7 weeks

    Customer support teams

    Routine positive reviews get a same-day drafted reply, and sensitive cases escalate to a person.

    Make · OpenAI

  • RSS-to-social video pipeline

    8 weeks

    Content and media channels

    From feed item to published clip with no manual editing pass.

    Python · FastAPI · Cloudinary · OpenAI · JSON2Video

  • Call classification system

    10 weeks

    Call centres

    Inbound call audio is classified automatically onto a dashboard.

    Python · Speech-to-text · Classification models

E-commerce

  • ShipStation to Monday.com order sync

    5 weeks

    E-commerce and fulfilment

    Fulfilment status stays live on the operations board.

    Make · Webhooks · ShipStation · Monday.com

  • Online ordering and delivery platform

    12 weeks

    Food and hospitality

    Orders come through the restaurant's own site instead of by phone or through a commission marketplace.

    Payments · Order management · Order tracking

Web development

  • Multi-account social publishing tool

    6 weeks

    Marketing agencies

    One queue schedules and reports across several client accounts.

    PHP · jQuery · Bootstrap · Make · Social APIs

  • Medical appointment booking platform

    14 weeks

    Healthcare practices

    Practitioner availability, patient records and scheduling in one system.

    Role-based access · Scheduling · Encrypted storage

  • Restaurant site with reservations

    6 weeks

    Food and hospitality

    Reservations move from the phone to the site, and the menu is editable without a developer.

    Reservations · Google Maps · CMS

Industries we have shipped for.

  • Legal
  • Healthcare
  • Solar
  • Managed service providers
  • Real estate
  • Telecom
  • E-commerce
  • Logistics
  • Hospitality
  • Agencies and professional services

Tell us which process is slowing you down. In a 15-minute call we will say plainly whether automation is the right fix.

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