Problem
Siloed tools undermining execution
Allforce, a fast-growing technology company specializing in AI-driven marketing solutions, faced internal operational challenges as it scaled its Smart Audience and automated outreach services across digital channels.
Critical data was spread across platforms like ClickUp, Notion, and siloed spreadsheets, making it difficult for teams to maintain accountability and act on insights. Valuable meeting takeaways were often buried in transcripts or lost altogether, with action items inconsistently tracked and follow-ups frequently missed.
As headcount grew, visibility declined—causing misalignment, execution delays, and operational bottlenecks. The company’s ability to scale its client delivery and internal innovation was being compromised not by a lack of AI capability, but by disconnected systems.
Recognizing the risk, Ivan Escobar stepped in to unify operations around a single platform—one that could evolve with Allforce’s agentic AI, enforce accountability, and streamline complexity without slowing down execution.
Q1
Solution
From chaos to coodination — all in one platform
Allforce chose SmartSuite to unify its systems and introduce automation across every core function. Within three months, Ivan deployed five interconnected SmartSuite solutions that replaced the company’s previous stack and redefined how work moved across the business.
At the heart of Allforce's transformation was their AI Meeting Copilot—a comprehensive workflow automation system built with SmartSuite as the operating system. This system transforms meeting transcripts into actionable tasks for their project management system, and sales data to feed their CRM.
It happens through a sophisticated pipeline:
- Fireflies.ai captures meeting transcripts automatically
- Relay processes the data through custom AI agent workflows
- SmartSuite serves as the central hub for tasks, contacts, and analytics
- Other integrations like Slack and Gmail allow for notifications and analysis of this data.
What makes it powerful is how everything connects. Each meeting links to its participants, their companies, and resulting tasks. There are reminders when tasks are due, plus follow-up emails generated for meetings with external contacts. And best of all—teams can reference tasks on calls like 'Task 607 is done' and the system updates that task immediately.
Additional solutions included:
- Task Tracker: Generates actionable follow-ups directly from meetings, complete with due dates and status tracking
- Customer & Project Hubs: Manage timelines, deliverables, and resource coordination across client engagements
- Slack Integrations: Push real-time task alerts and upcoming deadline reminders into team channels
- External Contact Sync: Creates contact records automatically from meeting metadata, eliminating duplicate entry
SmartSuite’s Assignee+ permissions model ensured secure, focused collaboration. Team members only see what’s assigned to them, minimizing distractions and preserving confidentiality. This was particularly valuable as Allforce scaled across sensitive client verticals and experimental R&D tracks.
Q2
Results
SmartSuite as the backbone of innovation and delivery
SmartSuite quickly became the operational core of Allforce—powering not just task management but innovation itself. Meetings now end with structured follow-through. Tasks are routed automatically. And execution flows without friction or delay.
Quantified Impact:
- 55% average task completion rate across all departments
- 100+ meetings processed monthly with zero manual intervention
- 3-4 hours saved per employee weekly through automated workflows
- 90% reduction in missed follow-ups with external stakeholders
- 90-day deployment timeline across multiple departments
The platform helped the company eliminate redundant systems, streamline team coordination, and introduce real-time accountability without increasing administrative overhead. What once required manual effort now happens automatically—from contact creation to follow-up assignment.
Today, SmartSuite supports both day-to-day operations and Allforce’s cutting-edge R&D. It enables the team to prototype agentic workflows and test internal systems at the same pace they deliver AI solutions to clients.
SmartSuite is no longer just a tool for Allforce—it’s the foundation for scale, structure, and sustained innovation.
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