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Strengthening International Operations with a Digital Backbone

Updated: Jun 24

Overview of the Client Profile


As part of an ambitious international expansion, the client successfully established operations in Hong Kong, Mainland China, and Europe. With this growth, they faced increased complexity in their operations. To address this, they needed to streamline communication, task tracking, document sharing, and reporting across various teams and time zones.


Overview of the Full Expansion Strategy


This digital setup represents the fifth step in a comprehensive global strategy, which includes:


  1. Company formation in Hong Kong

  2. WFOE creation in Mainland China

  3. VAT registration in France

  4. Integrated accounting across jurisdictions

  5. Digital backbone with Monday.com & Make.com

  6. Opening a corporate bank account in China

  7. Sourcing optimization and supply chain management


Each of these components plays a critical role in achieving the overarching goal: clarity, control, and coordination on a global scale.


Context & Objectives


The client had specific needs they aimed to address:


  • A centralized workspace for effective project tracking and task management.

  • Seamless integration across finance, operations, CRM, and logistics.

  • Automation solutions to reduce human error, improve speed, and eliminate manual tasks.

  • A flexible structure that could evolve alongside their business without necessitating a complete overhaul.


Our Intervention – ASC Consulting's Implementation of a Digital Backbone


Tailored Structuring with Monday.com


We began by designing a customized workspace within Monday.com. This included boards dedicated to various areas such as:


  • Projects

  • Accounting

  • Sourcing

  • Logistics

  • Human Resources

  • Client onboarding


Automation Blueprinting


Next, we identified all repetitive workflows that plagued the client’s operations. These included tasks such as:


  • Invoice generation

  • Document storage

  • Task reminders

  • Project phase transitions


By tackling these tasks, we helped create a more efficient workflow.


Make.com Integration


We connected Monday.com with Google Drive, Xero, Gmail, and the client’s internal CRMs. This was achieved through advanced automation scenarios that utilized webhooks, filters, and routers to ensure seamless data flow.


Document Flows


Document management became significantly more efficient. We automated folder creation and file uploads associated with each client or order. This created a permanent sync between Monday.com and Google Drive, eliminating manual errors.


Finance Triggers


We enabled button-based invoice generation directly within Monday.com. This feature pushed data into Xero, returned the finalized invoice PDF, and updated statuses automatically. This streamlined process drastically reduced the time spent on invoicing.


User Training & Support


Training was an essential part of our intervention. We provided the client’s team with extensive training on use cases, board maintenance, and future scalability. This helped ensure that the team felt confident and capable using the new system.


Results Achieved Through Our Digital Backbone


The results of our intervention were remarkable. Within less than four weeks, we digitized the client’s entire operational backbone. Monday.com emerged as the single source of truth within teams, successfully replacing disparate spreadsheets, emails, and scattered file folders.


By leveraging Make.com, we fully automated over a dozen workflows. This saved the client several hours each week and significantly reduced the risk of human error. Documents, invoices, and important communications are now systematically organized through automatic filing and labeling.


Furthermore, teams involved in accounting, logistics, and sourcing became synchronized through visual boards and real-time notifications. This transformative Digital Backbone laid the foundation for controlled, scalable growth. The client can now manage any number of clients, projects, or entities as they continue to expand.


Suggested Next Steps for Continued Improvement


To build on our success, we recommend the following next steps:


  • Connect dashboards to group-level KPIs and financial metrics for better visibility.

  • Add automated client onboarding and support flows to enhance the client experience.

  • Implement integrations with Slack or WeChat to enable real-time team synchronization.


By following these suggestions, the client can continue to optimize their operation, thus ensuring ongoing success in their international endeavors.


For more information, feel free to contact us about implementing Monday.com and automation solutions tailored to your business.


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