Shiftr
AI-Native Operations & Project Delivery
Los Angeles-based UX/UI design agency running client intake, scheduling, estimation, approval, and project delivery through a connected operating layer.
productivity
project capacity
client efficiency
less admin overhead
From fragmented agency admin to a connected delivery operation.
AI-native delivery operations
+215%
productivity
4.2x
project capacity
+94%
client efficiency
87%
less admin
Shiftr's client intake, scheduling, estimation, and project management workflows were all carrying manual work that limited how many projects the team could run at once.
REPCONN built a connected AI-native operating layer that moves work from first inquiry to task assignment: collecting requirements, checking information sufficiency, scheduling meetings, preparing estimates, and handing approved projects into delivery.
The agency's operations now run across intake, scheduling, estimation, and delivery, so the team can spend more time designing and less time administrating.
54% to 73%
Approval rate improved through cleaner intake
8.5 days
Faster project decisions
4.2x
More projects at once with no added headcount
SOC 2
Security-aligned operating layer
Growth was being slowed by coordination work, not design work.
01
Client intake created drag
Project details arrived through conversations, forms, messages, and calls. The team still had to collect missing information before real scoping could begin.
02
Scheduling slowed the first decision
Meeting coordination, onboarding calls, missing context, and preliminary approvals created friction before the team could confidently move a project forward.
03
Estimations depended on senior time
Timeline, velocity, scope, milestones, and project phases required manual review from people who were also responsible for delivery quality.
04
Delivery setup was repetitive
Once work was approved, project setup still meant task splitting, tool updates, reminders, and admin work across design and development workflows.
One managed layer across intake, approval, estimation, and delivery.
The workflow was designed around the agency's real operating sequence: first capture the right information, then schedule and review, then estimate, then hand approved work into project delivery.
Intake to delivery control
Collect
Project goals, requirements, timeline, budget signals, and client context are captured before a human review is needed.
01
Client Interaction and Intake Layer
REPCONN built a front-end intake layer that captures requirements, asks follow-up questions, and routes structured project data into Shiftr's operating systems.
- Project details captured from inbound conversations
- Missing information requested automatically
- CRM and Slack records created for the team
- Irrelevant context filtered before review
02
Scheduling and Preliminary Approval
Qualified project information moves into appointment setting, onboarding call preparation, and CEO preliminary review with a clear approve or disapprove path.
- Calendly or manual meeting URL scheduling
- Zoom meeting context prepared automatically
- Admin panel for preliminary review
- Approval records saved before estimation
03
Project Estimation AI Agent
The estimation agent turns approved project details into timeline, velocity, scope, milestones, and a professional estimate document for review.
- Timeline and velocity estimation
- Milestone and phase generation
- PDF and DOCX estimate output
- CRM and Slack handoff for approval
04
AI Manager and Delivery Handoff
Once a project is approved, the AI manager assigns work, splits tasks, connects project tools, and keeps delivery moving through reminders and review loops.
- Task assignment by team and workload
- Project management tool integration
- Design and development task handoff
- Monitoring, reminders, and review support
Five connected phases, from inquiry to managed delivery.
Instead of showing the original internal diagrams as screenshots, the workflow is represented as a lightweight interactive map. Each phase exposes the operational role it plays in the system.
5
connected phases
PDF/DOCX
estimate output
CRM/Slack
operational records
PM tools
delivery handoff
Delivery automation map
Requirements capture
Intake
The client interaction layer collects project details from the website, organizes requirements in CRM and Slack, and asks follow-up questions when information is missing.
Website inquiry
Requirements
CRM and Slack
Follow-ups
More delivery capacity without turning the agency into an admin machine.
Productivity
A connected operating layer removed repetitive intake, scheduling, estimation, and project setup work from the team.
More projects at once
Shiftr could manage more active projects without adding headcount to coordination and admin work.
Client-interaction efficiency
Client conversations became more structured, with missing information requested before the team had to chase it manually.
Approval rate
Better intake, scoping, and decision support improved the share of projects moving from inquiry to approval.
Days faster decisions
Scheduling, preliminary approval, and estimation moved faster because the system prepared the decision package automatically.
Less admin overhead
The team spent far less time on coordination, manual setup, repetitive updates, and delivery administration.
Secure data handling for client details, estimates, and delivery records.
The Shiftr operating layer handles project requirements, client messages, estimates, approval decisions, and task assignments. REPCONN built the workflow around controlled access, encrypted handling, and security practices aligned with SOC 2 Type II and CCPA standards.
Encrypt
End-to-end encryption for sensitive client and project data.
Restrict
Role-based access across CRM, Slack, admin, and delivery workflows.
Review
Decision and task records kept auditable across approval paths.
Scale
Architecture designed to support more projects and tool integrations.
"Space&Miller provided us with invaluable insights and expertise through their AI Automation Strategy. This strategy has been instrumental in automating our product management processes and enhancing our operational efficiency. Their expertise in AI and innovative approach have significantly improved our workflow. I highly recommend Space&Miller for their exceptional skills in AI and automation, and their ability to deliver customized solutions that drive meaningful results."
Volodia Yeghiazaryan
CEO of Shiftr LLC
Confidentiality Notice
Specific client data, internal workflows, tool configurations, and project details are not published in this case study. Metrics are aggregated and rounded from the operating period reviewed for public disclosure.
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