Lead Caesars
Transforming Lead Caesars From Operational Chaos to a Scalable £5.2M Pipeline Machine
£5.2M
Pipeline Generation Supported
90%
Operations centralized into single system
25%
Improvement in booking rates
100%
Reduction in data fragmentation
Jonny Sheardown
Founder and CEO
@
Lead Caesars
"It directly impacted out revenue. It was no longer a case of, how can we use the limited tools in our arsenal, but now, what new tools can we use to push us even further."
Client Name
Lead Caesars
Industry
Lead Generation Agency
Company Size
Lead Generation Agency
Headquarters
Vancouver, CN
Service
Comprehensive Airtable-based operating system
Timeline
2 Months
Challenges
Lead Caesars was managing 15 clients with 50+ leads flowing through their system daily and hundreds of campaigns running simultaneously. Despite their growth, their backend infrastructure was falling apart.
Their fragmented setup included:
Notion for client portals and basic tracking
Pipedrive with separate pipelines for each client
No standardization between client workflows
Scattered data across multiple platforms with no single source of truth
This operational chaos created critical bottlenecks. They couldn't scale operations systematically, struggled to hire and train new team members, and were losing leads in the data maze. The founder and ops manager found themselves constantly firefighting instead of focusing on growth.
Without a structured backend, Lead Caesars was trapped in a cycle where more clients meant exponentially more complexity.
Our AI Solution
We designed and built a comprehensive Airtable-based operating system that unified all client operations into a single, scalable platform.
The core system includes a unified database serving as the single source of truth for all client data, with automated campaign tracking across all client accounts. We built in intelligent lead scoring and routing, automated deal flow management, real-time reporting and analytics, plus full Slack integration for seamless team communication.
The Transformation: Instead of 15 separate systems, Lead Caesars now operates from one centralized command center where all client data, campaigns, and leads flow through standardized, automated processes.
The Transformation
Before: Scattered across Notion + Pipedrive, manual tracking, no standardization, constant firefighting
After: Unified operations center, automated workflows, scalable processes, systematic growth
The impact was immediate and substantial. They now have £5.2M worth of pipeline infrastructure created through systematic lead management, with 90% of operations centralized into the single Airtable system. Booking rates improved by 25% through better lead tracking and follow-up, and data fragmentation was completely eliminated with everything now living in one place.
Most importantly, Lead Caesars can now scale systematically. They've been able to hire and train new team members using their standardized operating procedures, something that was impossible before.
Key Takeaways
Foundation before features: Sometimes businesses need a solid operational foundation before they can effectively scale
Standardization enables hiring: Systematic processes make it possible to onboard team members and delegate effectively
Single source of truth: Centralizing data doesn't just save time - it fundamentally changes how a business can operate and grow