Customer Stories/ BDSIP

BDSIP

How IT Visionists transformed BDSIP’s sales tracking, delivery workflows, and time-tracking through ClickUp.
90 %
Increase in
Sales from 60%
40 +
Hours Saved
Per Week
60 %
Reduction in
manualWorkload

Client Background

BDSIP provides a wide range of support to schools, including:

  • Leadership & governance
  • Curriculum and teaching
  • Inclusion & SEND
  • Health & wellbeing & counselling
  • Careers & aspirations
  • CPD and digital services

They work with many schools, multiple service lines, and a mix of inhouse staff and associates. The organization wanted to refine operational efficiency and improve visibility across sales and delivery.

The Challenge

BDSIP’s legacy way of working relied on spreadsheets, emails, and internal tracking. As they grew, that approach became one that they wanted to adapt and move towards one central tracking system.

 Inefficient, manual sales process:

  • Sales relied on manual emails, document creation, and chasing order forms.
  • The sales cycle had several steps which made it complex and time consuming
  • There was no single central view to see where each school was in the process.

Limited delivery tracking:

Service leads were maintaining their own separate tracking systems, with no unified view.

Limited visibility for leadership:

Without looking in a number of places, the exec team could not readily answer:

  • What has each school purchased?
  • What has been delivered so far?
  • How much capacity has been utilised?

Time tracking was inconsistent, making it challenging to understand how long work took.

BDSIP had already chosen ClickUp as their platform but quickly realized that configuring it well across so many service lines and workflows would require more expertise and time than they had inhouse.

Services Provided by IT Visionists

Discovery & process mapping

System design & configuration in ClickUp

Automation design (ClickUp, Make.com)

Training & video walkthroughs

Support and refinement

Our Approach

Discovery & Blueprint

We started with structured discovery sessions with the leadership team and key service leads to:

  • Map the full sales cycle, step by step (from initial contact to confirmed order).
  • Catalogue the different service lines, how they’re sold, and how they’re delivered.
  • Understand current time tracking needs and reporting requirements.
  • Identify constraints (team capacity, existing tools, timelines for launch).

 BDSIP created a detailed “blueprint” of their services and delivery requirements. We then translated that into a coherent design for how work would be represented and tracked in ClickUp, alongside the necessary automations and integrations.

“From the outset, Hina listened carefully, understood the issues we faced, and gave confidence that our challenges could be solved. The team helped us design and implement a sales and delivery tracking system that not only works but has already had a tangible impact.”
Lee Boyce

Designing a Manageable Sales Cycle

We redesigned the sales process in ClickUp so that:

  • Each school’s sales journey is tracked end-to-end in one place.
  • Sales stages are clearly defined and visible.
  • Key steps trigger automated actions, such as:
      • Sending order forms by email.
      • Alerting service leads when an order is ready to review.
      • Notifying relevant staff when sales are confirmed. 

The goal was to keep the experience simple for schools and manageable for BDSIP’s Finance lead, while ensuring that delivery staff always have a live view of what’s been purchased.

Connecting Sales to Delivery

Once a school confirms its order:

  • The relevant services flow directly into the delivery environment in ClickUp.
  • Service leads can immediately see:
      • Which schools have purchased which services.
      • The total commitment for each school and service line.

  • Tasks are created for the relevant delivery teams so they can schedule, assign and start work without rekeying information.

 This removes the need for separate spreadsheets or local trackers.

 “As schools confirm purchases, service leaders can swiftly assign the work to individuals to ensure that delivery begins in a timely fashion. They can also track that delivery will be completed within agreed deadlines.”

~ Lee Boyce

Time Tracking That People Actually Use

Time tracking was one of BDSIP’s biggest challenges. They needed:

  • Enough detail to understand effort and protect margins.
  • A process that wouldn’t be ignored because it was too clunky.

 We implemented simple, role-appropriate ways for staff to track time directly against their work in ClickUp, including: 

  • Time against delivery tasks for schools.
  • Time for key nonbillable categories (e.g. preparation, resource development, internal meetings).

Leadership can now see: 

  • How long things take.
  • Where teams are at or over capacity.
  • Where processes may need to be redesigned.

“Clear systems and parameters to measure what we need in terms of utilisation and time tracking against tasks and income streams.”

~ Paul Claydon

Training, Adoption & Support

Because ClickUp was new to many staff, we put a lot of emphasis on change management: 

  • Trainings tailored for:
    • Sales
    • Services/delivery teams
    • Careers and aspirations team
    • Managers and admins
  • Walkthroughs on:
    • How to see “your” work.
    • How to update statuses and track time.
  • Short, recorded video guides so staff can revisit processes at their own pace.
  • A central internal knowledge base with links to ClickUp University, help articles, and BDSIPspecific guidance.
  • Support for tweaks and questions during the adoption period.

 “IT Visionists helped us find a solution to our problem. They listened, responded and asked thoughtful questions which allowed us to refine our platform so that it worked in the way we needed it to. Helpful videos and examples tailored to our context meant that we had a responsive partner in finding solutions with us. Collaborative and responsive, I would recommend Hina and the team to anyone looking to improve their systems.”

~ Paul Claydon

A More Predictable Way to Run Sales and Delivery

Within the first sales cycle and early months of delivery, BDSIP saw clear, measurable improvements.

A smoother sales cycle

Moving from manual emails and DocuSign to a ClickUpdriven process with online forms and automations has transformed the way BDSIP sells to schools:

  • Around 90% of schools completed and signed order forms in the new system, up from ~60% the previous year.
  • Manual admin in the sales cycle – email chasing, document creation, and status tracking – has been significantly reduced.
  • The Sales Lead now has a clear overview of exactly where each school is in the process, without maintaining separate spreadsheets.

 “Our sales process is now far easier to manage, schools are engaging more effectively, and service leaders are able to allocate and monitor delivery in real time.”

~ Lee Boyce

Realtime visibility of delivery and commitments

By connecting sales directly into a structured delivery environment in ClickUp, BDSIP has improved clarity around what each school should be receiving and what has been delivered.
Service leads can now see at a glance:

  • What each school has purchased, across all service lines.
  • What has already been delivered, and what remains outstanding.
  • Where capacity is being stretched and where unused delivery might remain.

The risk of overdelivering or underdelivering has been reduced. The Executive Team has a better view of organisational capacity.

 “This has created transparency; ensured schools receive what they have purchased; and enabled the Executive Team to keep a close eye on equity and capacity across the organisation.”

~ Lee Boyce

Practical time tracking and better decisions

Time tracking is now embedded into day-to-day work, rather than being a separate, manual burden.
BDSIP now has: 

  • Clear utilisation and effort data tied directly to tasks and income streams.
  • Better visibility of nonbillable work such as preparation, resource development and internal meetings.
  • A more accurate picture of how long services take to deliver, supporting more sustainable planning and pricing.

Strong adoption, positive feedback, and growing confidence
The combination of tailored training, context specific videos and ongoing support has underpinned strong adoption across teams. Leaders and staff consistently highlighted:

  • Responsiveness and collaboration
  • Feeling understood and involved
  • Practical, context specific support
  • Clear, timely communication

 “All the feedback I’ve had from leaders about the process of working with you has been highly complementary; they’ve felt understood and very much part of the process in getting the system set up to meet their needs.”

~ Lee Boyce

Looking Ahead: A Foundation BDSIP Can Grow On

BDSIP is still in the early stages of using its new ClickUp system, but the first phase has already shown that the right structures and automations can materially improve both sales processes and delivery.
 With a unified platform in place, BDSIP now has:

  • A single, trusted system for sales and service delivery.
  • Clear, visible workflows that staff can understand and own.
  • Early evidence of higher sales conversion reduced admin, and better control over delivery and capacity.

“It’s still early days, but the first phase has been a genuine success. We now have a strong foundation for using ClickUp as a central system to manage sales, delivery, and profitability, with clear plans for further development. IT Visionists have surpassed my expectations, and their expertise, responsiveness, and collaborative approach have been invaluable in setting us up for success.”

~ Lee Boyce

IT Visionists continues to support BDSIP as they refine and scale their use of ClickUp, ensuring that the system evolves alongside the organisation and remains a reliable backbone for both operational control and strategic growth. 

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