Intelli-Rational Solutions

Intelli-Rational Solutions

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Case Study

Business Coaching

AUD $10.8K

Receivables Recovered

Outstanding invoices cut from $12K to $1,200

6 Weeks

Time to Programme Launch

Previously delayed 4+ months due to admin backlog

7.5 hrs

Weekly Scheduling Time Saved

From 6–8 hrs/week down to under 30 minutes

About

Marcus Webb Coaching had grown to a thriving solo practice over four years, with a waitlist of corporate clients seeking executive coaching. The founder had ambitious plans to launch group mastermind programmes and digital products, but every hour available for development was being consumed by scheduling, invoicing, email management, course platform admin, and social media coordination.

▌ THE CHALLENGE

– Scheduling consumed 6–8 hours per week managing bookings, rescheduling, and confirmations – Invoice chasing was inconsistent, resulting in AUD $12,000 in outstanding receivables at any time – New group programme launch had been delayed 4 months due to lack of operational bandwidth – The founder’s email inbox had 600+ unread messages with no triage system in place – Social media content was posted sporadically, limiting audience growth and lead generation

▌ OUR SOLUTION

Intelli-Rational Solutions deployed a part-time remote admin assistant with experience supporting coaches and consultants. The assistant took over the full operational layer of the business, implementing systems that were absent and freeing the founder to focus exclusively on coaching delivery and programme development. – Scheduling system setup and management: implemented Calendly with intake forms, automated confirmation and reminder emails – Invoicing and accounts receivable: generating invoices, sending payment reminders, tracking outstanding amounts – Email triage: managing inbox with a prioritisation system, drafting responses to routine enquiries – Group programme coordination: managing registration, onboarding emails, session reminders, and resource distribution – Content scheduling: organising and scheduling pre-approved LinkedIn and Instagram content on a two-week rolling calendar
METRIC BEFORE AFTER
Weekly Time on Scheduling 6–8 hours Under 30 minutes
Outstanding Receivables AUD $12,000 AUD $1,200
Group Programme Launch Delayed 4+ months Launched in 6 weeks
Email Inbox Response Time 3–5 days Same day
Monthly Cost vs. Part-Time EA AUD $3,800/month AUD $1,400/month
“In eight months, I’ve launched a group programme, signed 14 new clients, and actually taken a two-week holiday the first in three years. The admin support changed what I thought was possible as a solo founder.”

Marcus Webb

Executive Coach & Founder