An audio-visual integrator whose nine departments now hand off work automatically

The challenge

The company designs and installs precision audio and sound systems, technically demanding work that passes through many hands before a job is done. The company wanted every department to know when it could start, without anyone having to ask.

What was in the way

• Departments operated independently and didn’t communicate with each other.
• Handoffs relied on manual or spoken follow-up, often only when everyone was in the office.
• Work moved through spreadsheets and systems that didn’t talk to each other.
• Leadership had little visibility into where each project stood.

The system we designed

When a sale closes and the service is defined, the system creates one of two kinds of project in ClickUp. A short-term project covers a single service and runs straight through. A long-term project covers several services and loops: when one cycle completes, it creates the next round of tasks.

Each department has its own space: sales, service, design, projects, operations, schematics, purchasing, engineering and warehouse. Tasks carry the project name and, where needed, subtasks as requirements. Completing a task triggers the next tasks, sometimes in several departments at once. A project launcher sits on top as an overseer, showing tasks completing and moving forward across every department.

Key automations and integrations

• Sale to project: proposals are connected to HubSpot, and a closed sale defines the project in ClickUp.
• Task dependencies across departments: a finished task creates the next ones where they’re needed.
• Long-term project loops: completed cycles generate new tasks automatically.
• ClickUp talking to ClickUp: Make.com scenarios carry information between departments, so each one has what it needs to start.
• Project launcher view: progress is monitored across all nine departments in one place.

The impact

• About 3 times faster than the previous spreadsheet-based process.
• Fewer delays, because each task is created the moment the work before it is done.
• More control and better monitoring, with every department’s progress in one view.

Why it scales

Dependencies are defined once and run on every project, so adding projects, services or people doesn’t add follow-up. Long-term clients loop through the same process automatically.