Projection-Based Case Studies

These case studies are projection-based — built from real sector challenges and modelled using our implementation methodology. They illustrate what a Maxx deployment would look like in practice, with realistic numbers drawn from industry benchmarks and our own cost-benefit modelling.

We publish these transparently because the businesses we want to work with value honesty over hype. The projections are conservative. The problems are real. The methodology is proven.

Maxx is new. MCP is new. Full commercial deployments are only now beginning. Rather than wait for completed engagements to tell the story, we’ve built three detailed scenarios that demonstrate exactly how a Maxx implementation addresses real business problems — with specific, measurable outcomes.

Each case study follows our three-phase methodology: Discovery & Audit → Implementation → Ongoing Partnership.

Case Study 01 — Professional Services

Regional Accountancy Firm · 85 employees · £6.2M revenue

Greystone & Partners is a well-established regional accountancy firm with four offices across the South West. They handle audit, tax advisory, and business consulting for SMEs. Their team of 85 includes 12 partners, 40 qualified accountants, and 33 support staff. Revenue sits at £6.2M, with strong client retention but flat growth over the past three years.

They run Xero Practice Manager for workflow, Salesforce for client relationships, Microsoft 365 for communications, and a legacy scheduling system that nobody likes but everyone depends on.

• Time leakage: Fee earners spend an average of 47 minutes per day on admin tasks — updating timesheets, logging client interactions, chasing scheduling conflicts. Across 52 fee earners, that’s 40+ hours of unbilled time lost daily.
• System fragmentation: Client data lives across four disconnected systems. A partner preparing for a client meeting has to check Salesforce for relationship history, Xero for billing status, Outlook for recent correspondence, and the scheduling system for upcoming commitments. Average prep time: 25 minutes per meeting.
• Scheduling chaos: The legacy scheduling system doesn’t sync with Outlook calendars. Double-bookings happen weekly. Two support staff spend a combined 15 hours per week manually resolving conflicts.
• Client experience gaps: Response times to client queries average 8 hours because information retrieval is manual. Competitors using modern systems are responding in under 2 hours.

Phase 1 — Discovery & Audit (£7,500)

Full system mapping across all four platforms. MCP connection scoping for Xero Practice Manager, Salesforce, Microsoft 365, and the scheduling system. Readiness assessment including staff adoption profiling. Cost-benefit projection with conservative, moderate, and optimistic scenarios.

Phase 2 — Implementation (£25,000)

Maxx deployed with MCP connections to all four core systems. Key voice commands configured:

• “Log 3 hours to the Henderson audit, mark billable” → Updates Xero Practice Manager automatically
• “What’s the status of the Thornton Group account?” → Pulls Salesforce CRM data, recent emails, and billing status in one response
• “Schedule a review meeting with Sarah and the Morrison team for next Tuesday” → Checks all calendars, books the room, sends invites
• “Flag any clients with outstanding invoices over 30 days” → Runs real-time query across billing system

Staff onboarding programme with change management built in — including partner-level coaching on adoption leadership.

Phase 3 — Ongoing Partnership (£4,000/month)

Monthly optimisation reviews. New MCP connections as the firm adds or upgrades systems. Performance monitoring and adoption tracking. Strategic AI roadmap aligned to the firm’s growth targets.

Recovered billable time per year (52 fee earners × 35 min/day × £185/hr avg rate)

Reduction in meeting preparation time — from 25 minutes to under 10

Scheduling admin eliminated — two support staff redeployed to client-facing roles

Average client response time — down from 8 hours, matching competitor benchmarks

At a total first-year investment of £80,500 (Discovery + Implementation + 12 months partnership), the projected £312K in recovered billable time alone delivers a 3.9x return in year one. Factor in reduced client churn from faster response times and the redeployment of scheduling admin to revenue-generating work, and the conservative ROI exceeds 5x within 18 months.

The firm doesn’t just become more efficient — it becomes structurally capable of growth without adding headcount.

Case Study 02 — Distribution & Logistics

B2B Distribution Company · 220 employees · £18M revenue

Hartland Supply Co. is a Midlands-based B2B distribution company supplying industrial and facility maintenance products to over 800 commercial accounts. Their 220 employees include 45 field sales representatives, a 30-person warehouse team, 25 in customer service, and the remainder in operations, finance, and management.

They run SAP Business One for inventory and orders, HubSpot for CRM, a fleet management system for delivery logistics, and a separate telephony platform for customer service. Revenue is £18M but margins are under pressure from e-commerce competitors undercutting on price and delivery speed.

• Field sales blindspot: Sales reps on the road can’t easily access real-time stock levels, pricing, or client order history. They call the office an average of 6 times per day for information that should be at their fingertips. That’s 270 inbound calls daily, handled by a customer service team already at capacity.
• Order errors: Manual order entry from field notes and phone calls produces an error rate of 4.2%. Each error costs an average of £340 to resolve (returns, redelivery, credit notes, admin time). At current volume, that’s approximately £185K per year in preventable waste.
• Delivery coordination: The fleet management system doesn’t talk to SAP. Dispatchers manually cross-reference orders and delivery routes, spending 3+ hours daily on a process that should be automated.
• Customer service bottleneck: The customer service team handles 400+ calls per day. 60% are simple queries — order status, delivery ETAs, stock checks — that don’t require human judgment. But there’s no self-service option, and the systems aren’t connected to provide automated answers.

Phase 1 — Discovery & Audit (£10,000)

Complete system audit across SAP Business One, HubSpot, fleet management, and telephony. MCP connection mapping with priority scoring based on cost-impact analysis. Field sales workflow observation and voice-interface requirements gathering. Full cost-benefit model.

Phase 2 — Implementation (£35,000)

Maxx deployed with MCP connections to all core systems. Priority use cases:

• “Check stock on 50mm copper fittings and give me the price for Henderson Engineering” → Real-time SAP query + customer-specific pricing from HubSpot
• “Place an order for Henderson — 200 units of copper fittings, delivery Thursday” → Order created in SAP, delivery scheduled in fleet system, confirmation sent to client
• “What’s the delivery status on order 47832?” → Cross-system lookup across SAP and fleet management, returns ETA
• “Show me all accounts in Birmingham with no orders in the last 60 days” → HubSpot + SAP cross-reference for re-engagement targeting

Customer-facing Maxx instance for automated order status and stock queries, reducing inbound call volume. Full change management programme covering field sales, warehouse, customer service, and dispatch teams.

Phase 3 — Ongoing Partnership (£6,000/month)

Monthly optimisation including new MCP connections, voice command refinement, and adoption expansion. Predictive stock alerts and automated reorder triggers. Integration of new customer self-service capabilities as adoption matures.

Saved annually from order error reduction — 4.2% error rate projected to drop below 1%

Daily inbound info calls reduced by 85% — field reps self-serve via voice

Customer service calls deflected to automated Maxx responses — freeing team for complex queries

Dispatch coordination time eliminated through automated SAP-to-fleet integration

First-year investment of £117,000 (Discovery + Implementation + 12 months partnership). The £185K in order error savings alone covers the investment. Add the operational efficiency gains — reduced call volume, eliminated dispatch admin, faster field sales cycles — and the total projected benefit exceeds £420K annually.

More importantly, Hartland’s field sales team spends time selling instead of chasing information. Customer service handles complex problems instead of reading order numbers off a screen. The business competes on service quality, not just price — which is the only sustainable advantage against e-commerce.

Case Study 03 — Financial Services

Independent Financial Adviser Network · 140 employees · £9.5M revenue

Nexus Financial Group is a network of 65 independent financial advisers operating across the UK, supported by a central operations team of 75. They provide pension advice, investment management, and retirement planning to high-net-worth individuals and SME directors. Revenue is £9.5M, with an average client value of £4,200 per year.

Their tech stack includes Intelligent Office (back-office platform), Salesforce Financial Services Cloud, Microsoft Teams for internal comms, a compliance management system, and DocuSign for client agreements. Regulatory compliance is non-negotiable — FCA oversight means every client interaction must be documented, every recommendation evidenced, and every process auditable.

• Compliance documentation burden: Advisers spend an average of 90 minutes per client meeting on post-meeting compliance documentation — suitability reports, file notes, recommendation rationale. With an average of 4 meetings per day per adviser, that’s 6 hours of documentation for 4 hours of client time. It’s the single biggest drag on productivity and adviser satisfaction.
• Client preparation fragmentation: Before each meeting, advisers need to review the client’s portfolio (Intelligent Office), relationship history (Salesforce), recent communications (Teams/email), and compliance notes. Average prep time: 30 minutes per meeting. Most of it is system-switching, not thinking.
• Annual review bottleneck: The FCA requires annual reviews for ongoing advice clients. With 2,200+ ongoing clients, scheduling and preparing for these reviews creates a rolling operational bottleneck that consumes 3 full-time equivalent staff year-round.
• Adviser attrition: Nexus has lost 8 advisers in the past 18 months — not to competitors, but to burnout. The admin-to-advice ratio is driving experienced professionals out of the industry. Each lost adviser represents approximately £280K in annual revenue at risk.

Phase 1 — Discovery & Audit (£10,000)

System mapping across Intelligent Office, Salesforce, Teams, compliance platform, and DocuSign. Compliance workflow analysis with FCA documentation requirements mapping. Adviser workflow observation across 5 representative advisers. MCP connection priority matrix and cost-benefit model.

Phase 2 — Implementation (£40,000)

Maxx deployed with MCP connections to all five core systems. Priority use cases:

• “Prepare my brief for the 2pm meeting with David Crawford” → Pulls portfolio summary from Intelligent Office, relationship timeline from Salesforce, recent correspondence from Teams, and flags any outstanding compliance items — delivered as a single spoken briefing in under 60 seconds
• “Log today’s meeting with David Crawford — reviewed pension consolidation, recommended transfer to SIPP, risk level maintained at moderate, next review in 6 months” → Creates compliance file note, updates Salesforce, schedules next review, drafts suitability letter for adviser review
• “Which annual reviews are due in the next 30 days and haven’t been scheduled?” → Cross-references compliance system with Salesforce calendar, generates priority list
• “Send David Crawford his annual review summary and book his next appointment” → Generates compliant document from template, sends via DocuSign, offers scheduling options

Phased rollout across 10 advisers initially, with full change management including compliance team training on Maxx audit capabilities. Expansion to full network over 90 days.

Phase 3 — Ongoing Partnership (£7,000/month)

Monthly compliance and adoption reviews. New MCP connections as Nexus evolves its tech stack. Predictive compliance alerts — flagging reviews due, documentation gaps, and regulatory deadlines before they become problems. Strategic AI roadmap aligned to FCA regulatory evolution.

Reduction in post-meeting documentation time — from 90 minutes to under 30 per meeting

Protected annual revenue through improved adviser retention — projected reduction from 8 to 2 departures per year

Redeployed from annual review admin to proactive client relationship management

Meeting preparation time reduced by 83% — advisers arrive better informed in less time

First-year investment of £134,000 (Discovery + Implementation + 12 months partnership). The £560K in protected revenue from adviser retention alone delivers a 4.2x return. Add the operational efficiency gains — documentation time recovered, review admin eliminated, meeting prep compressed — and each adviser gains the equivalent of 2+ hours per day for client-facing work.

At an average client value of £4,200 and an adviser capacity increase of roughly 30%, the revenue growth potential is substantial. But the real transformation is cultural: advisers spend their day advising, not documenting. That’s not just an efficiency gain — it’s the difference between a firm that retains its best people and one that watches them leave.

Every projection starts with a real conversation about your systems, your people, and your costs. We’ll build a scenario specific to your business — with numbers you can take to your board.