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From seventeen spreadsheets to one operations platform

The workflow everyone privately relied on, and privately feared, became a system the whole firm can trust.

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Problem

The core operational process lived in linked spreadsheets maintained by two people. It worked until someone was on leave, a formula broke silently, or two versions diverged. Growth was making every one of those failure modes more frequent and more expensive.

What changed

One platform now runs the process end to end: intake, allocation, progress, sign-off, reporting. The knowledge that lived in two heads lives in the system. New staff learn the process from the interface, and management sees real numbers instead of reconstructed ones.

What Brise did

  1. 01

    Sat with the people who ran the spreadsheets and mapped what actually happens, including the exceptions the spreadsheets hid

  2. 02

    Designed a data model for the process, then a workflow interface around the way the team genuinely works

  3. 03

    Built in short cycles, shipping the highest-risk part of the workflow first

  4. 04

    Ran the platform alongside the spreadsheets for one full cycle before cutover

  5. 05

    Continue to run and extend the platform as the firm grows

Outcome

  • A single source of truth, with version-conflict rework eliminated

  • Key-person risk removed from the firm's risk register

  • Management reporting generated from live data instead of month-end assembly

System notes

Workflow engineRole-based accessReporting layerManaged hosting

Next case study

Retiring a fifteen-year-old system without stopping the business

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