Real work, real outcomes

A Manchester-based coffee supplier and equipment leasing SME operated across disconnected systems including CRM, accounting software, leasing contracts, marketing tools, and spreadsheets. Customer data, machine lease terms, recurring revenue, and sales pipeline information lived in separate silos. The Managing Director had no consolidated view of customer lifetime value, lease performance, or marketing effectiveness.

LeanGains conducted a full data flow audit and mapped operational dependencies across sales, leasing, and finance. We built a unified data layer that automated ingestion from multiple systems, normalised historical data, and structured key business metrics including recurring lease revenue, customer profitability, and machine deployment status. A centralised management dashboard provided real-time oversight while creating an AI-ready architecture for forecasting and sales optimisation.

• Single source of truth across sales, leasing, and finance
• Clear visibility into recurring revenue and customer profitability
• Reduced spreadsheet dependency and manual reporting
• Data foundation prepared for AI-driven sales forecasting and marketing optimisation

A US-based nitro fusion beverage manufacturer managed raw materials, production batches, and plant-level inventory through complex spreadsheets. Stock reconciliation was manual and production capacity was estimated using static assumptions. Off-the-shelf IMS platforms were too feature-heavy and poorly aligned with their vertically integrated supply chain.

LeanGains mapped the full supply chain workflow from raw material intake to finished goods distribution. We designed and built a bespoke Inventory Management System tailored to their operational model. A structured data pipeline unified stock levels, batch production data, and plant constraints. We embedded AI-driven production capacity estimation and enabled dynamic scenario modelling to simulate output based on fluctuating inventory levels and plant throughput.

• Accurate, real-time production capacity forecasting
• Dynamic scenario planning for raw material fluctuations
• Reduced operational risk from spreadsheet errors
• Improved coordination across plants and supply chain stages
• Scalable infrastructure ready for further AI optimisation

A Manchester-based PR & Marketing consultancy operated with a lean core team and a large freelance workforce. Financial tracking relied heavily on manual processes within Xero. Project profitability, freelancer payments, invoice reconciliation, and cash flow forecasting required significant manual oversight, limiting the Managing Director's ability to focus on growth.

LeanGains developed an Agentic AI finance assistant integrated directly with Xero. The system ingests PDF invoices, Excel cost sheets, and financial documents, automatically categorises transactions, reconciles entries, tracks project-level profitability, and monitors freelancer payments. AI-generated insights provide proactive alerts on cash flow risks, margin fluctuations, and cost anomalies.

• Significant reduction in manual reconciliation and bookkeeping effort
• Real-time visibility into project profitability and cash flow
• Automated financial document processing
• AI-driven advisory insights to support strategic decisions