Automation Management & Optimization for a $25M Fencing Contractor

A $25M residential and commercial fencing company had built an impressive automation stack — over 100 Zaps in Zapier and an extensive layer of Monday.com workflows covering bid tracking, job scheduling, crew assignments, turn-in workflows, and reporting. For a 150-person operation, the ambition was right.

But without dedicated oversight, the stack had quietly degraded. Workflows were failing silently. Automations were conflicting with each other. Critical business processes — bid tracking, job scheduling, task assignments — were producing incorrect results or not running at all. No one had a clear picture of what was working, what had broken, or why.

The mandate: take full ownership of the automation stack, stabilize it, document it, and drive continuous improvements as an embedded part of the team.

Audit & Documentation We began by mapping the entire automation stack — every Zap, every Monday.com workflow, every webhook connection. Most of it had never been formally documented. This gave us a reliable foundation to debug against and a reference point for every change going forward.

Stabilizing Core Workflows With a clear picture of the stack, we worked through the highest-impact failures first. Bid tracking history was producing duplicates. Turn-in task creation was incomplete, with missing status progressions and incorrect people assignments. A nightly scheduling enforcement automation had been accidentally disabled and was no longer running. Each of these was traced, repaired, and validated end-to-end before moving on.

Repairing Broken Integrations Several Zaps had broken silently due to expired connections, misconfigured filters, and permission errors — the kind of failures that don't announce themselves. We identified and repaired each one, restoring workflows that the team had assumed were running correctly.

Ongoing Management & Optimization Beyond the initial stabilization, we operate as an embedded automation team — monitoring for failures, responding to new requests, and continuously improving the stack as the business evolves. Every change is documented and tested before going live.

10+ broken or misconfigured workflows repaired, restoring reliability across bidding, scheduling, job management, and reporting

Core operational workflows stabilized — bid history tracking, turn-in task creation and assignment, and nightly scheduling enforcement all running correctly and consistently

Full stack documented for the first time — every automation mapped with its trigger conditions, dependencies, and connections, making future changes faster and safer

Silent failures effectively eliminated — proactive monitoring means issues are caught and resolved before they impact daily operations

Documentation before intervention — Mapping the full stack before making changes prevented fixes from creating new downstream problems

End-to-end validation — Every repair was tested through the complete workflow, not just the isolated broken step

Proactive monitoring — For a 150-person team running daily operations through these systems, catching a failure early is the difference between a quick fix and a business disruption

Embedded partnership — Operating as part of the team rather than a one-time vendor means the stack improves continuously, and nothing falls through the cracks

- Build a rollback workflow to automatically reverse downstream statuses and tasks when a won bid becomes lost or cancelled
- Expand automated notifications to improve crew communication and reduce scheduling gaps
- Introduce a centralized monitoring dashboard for real-time visibility into automation health across the full stack
- Identify and consolidate redundant automations to reduce complexity and platform costs