Success Stories

Nova Staffing Solutions was a two-person operation run by founder Kezia Adeyemi and one part-time administrator. Like many small staffing agencies, they were trapped in a cycle of manual outreach, time-consuming CV screening and laborious scheduling, leaving little time for the strategic work that actually drives growth.

Before Wilmot, Kezia was placing an average of four candidates per month. The agency had the client relationships and the ambition to do far more, but simply lacked the capacity. "We were turning away business because we physically could not process the volume," she explains. "Every placement required hours of admin. It was completely unsustainable."

After integrating Wilmot, everything changed. The recruitment module now handles the entire candidate journey automatically. When a role is posted, Wilmot screens incoming CVs against the job criteria, scores candidates and shortlists the top applicants. Those candidates then receive an automated WhatsApp message inviting them to a brief conversational interview, handled entirely by Wilmot, which asks pre-set qualifying questions and records their answers.

Candidates who pass the initial screening are automatically asked to provide references and confirm their availability. Only at the final stage does Kezia step in to conduct the final interview and make the placement decision. The time she previously spent on screening and admin is now spent on building client relationships and growing the business.

Within six months, Nova Staffing went from placing 4 candidates per month to 47. Revenue grew by 340%. Kezia has since taken on two additional members of staff, not to handle admin, but to handle the volume of new client enquiries that the growth has generated.

"What Wilmot did was remove every bottleneck between us and growth," says Kezia. "The work that used to consume 80% of my time is now done before I even sit down at my desk. The quality of our placements has actually improved too, because the screening is more consistent. I would never go back."

The agency now uses Wilmot across multiple functions: the sales agent skill handles inbound enquiries from potential clients, the digital marketing skill manages their LinkedIn presence and email newsletters, and the project management skill keeps all live placements tracked and up to date.

The Orchard Restaurant Group operates three well-regarded sites across Birmingham. Before Wilmot, owner Marcus Okafor was fielding customer calls and messages across all three venues while simultaneously trying to manage kitchen operations, staff rotas and supplier relationships. The administrative load was overwhelming.

"I was spending three hours every day just on customer communications," Marcus explains. "Booking confirmations, dietary questions, event enquiries, complaints, table changes. It never stopped. And because I was the only person with all the information, everything came through me."

The decision to implement Wilmot came after Marcus attended a business networking event in Birmingham and heard about another hospitality business that had transformed its operations. Within two weeks of onboarding, Wilmot had been trained on all three venues: their menus, opening hours, allergen information, event packages, booking procedures and complaints policy.

Now, Wilmot handles every inbound customer interaction via WhatsApp. A guest wanting to book a table triggers an automated conversation that checks availability, confirms the booking, collects dietary requirements and sends a reminder 24 hours before the reservation. Allergy queries are answered instantly and accurately. Complaints are acknowledged, logged and escalated to the relevant manager if they require a human response.

The social media skill creates and schedules content for all three venues simultaneously. Weekly specials, seasonal menus, event announcements and staff spotlights are all produced and published without Marcus lifting a finger.

Perhaps most significantly, Wilmot now manages the weekly supplier orders. It checks current stock levels against upcoming bookings and projected covers, calculates what needs to be ordered and sends purchase orders to suppliers automatically. Discrepancies and price changes are flagged for Marcus to review.

Marcus's daily admin has reduced from three hours to under twenty minutes. He now spends that time in the kitchen or on the floor, building the food quality and guest experience that built his reputation in the first place. "The restaurants are genuinely better now because I am actually running them rather than answering emails about table arrangements," he says.

Brightfield Construction is a 15-person construction firm based in Leeds, specialising in commercial fit-outs and refurbishments. Director Paul Weatherstone had been running the business for eleven years and knew exactly what was holding them back: their tendering process was slow, inconsistent and time-consuming.

"We were winning roughly one in five tenders," Paul explains. "We knew our pricing was competitive and our work was good, but the quality of our submissions was variable. Some were excellent and some were rushed, depending on how much time we had. We were leaving money on the table."

Wilmot changed that. The business consultancy skill was used first to audit Brightfield's existing tender process and identify specific weaknesses. Wilmot recommended a structured approach to each tender submission, identified the sections where previous bids had been weakest and helped Paul develop a template that could be adapted efficiently for each new opportunity.

Now, when a new tender arrives, Wilmot analyses the specification documents, identifies the key criteria and drafts the relevant sections of the bid. Paul and his estimator review and refine the content before submission, but the heavy lifting (research, structure, first drafts) is all done by Wilmot. Submission time has reduced from an average of two and a half days per tender to less than a day.

The health and safety documentation that forms a significant part of any construction tender is now generated automatically. Wilmot produces site-specific risk assessments, method statements and COSHH assessments based on the project specifications, dramatically reducing the time Paul's team spent on compliance documentation.

Subcontractor communications are managed through Wilmot's email and communications skill. Quote requests, availability checks, confirmations and payment chasing are all handled automatically, freeing Paul's office manager to focus on project coordination rather than administrative correspondence.

The result: Brightfield's tender win rate has increased from 22% to 38% in eight months. Annual turnover has grown by £1.4 million. "The quality of our submissions is consistently high now, regardless of how busy we are," Paul says. "Wilmot essentially gave us the capacity to compete properly."

Sterling Legal is a boutique law firm in London specialising in employment law and commercial contracts. With a team of four solicitors and three support staff, every hour of fee-earner time is precious. Senior partner Catherine Brooks had been looking for ways to reduce the administrative burden on her solicitors without compromising on quality.

"Our solicitors were spending a significant proportion of their time on tasks that, while essential, did not require their full expertise," Catherine explains. "First correspondence with new clients, standard NDAs, routine contract reviews, billing reminders. These things were consuming time that could have been spent on complex, billable work."

Sterling implemented Wilmot with initial caution, choosing to pilot it with lower-stakes tasks before extending its use. The first application was client correspondence: Wilmot now drafts initial responses to new enquiries, acknowledging the matter, outlining the process and requesting the information needed to proceed. Solicitors review and send the correspondence rather than drafting it from scratch.

The legal skill was used to develop templates for Sterling's most common document types: NDAs, basic employment contracts, settlement agreement frameworks and standard commercial terms. When a client requests one of these documents, Wilmot produces the first draft based on the specific details provided, which a solicitor then reviews and finalises. Draft time has reduced by approximately 70%.

GDPR requests, which arrive with increasing frequency and carry strict response deadlines, are now processed by Wilmot. It acknowledges receipt, logs the request, gathers the relevant information from the firm's systems and produces a draft response for a solicitor to approve and send.

Billing reminders, follow-up chasing and payment acknowledgements are handled automatically. Clients receive professional, timely communication without anyone at the firm needing to draft or send it.

The cumulative saving is 1.5 solicitor-hours per day across the team, or approximately 375 billable hours per year. At Sterling's average rate, this represents significant additional billing capacity. "We have not increased headcount, but our billing capacity has effectively grown," Catherine says. "That is a transformative outcome for a firm of our size."

Peak Performance Gym is an independent fitness facility in Sheffield run by owner and personal trainer Jamie Whittaker. Like many independent gyms, Peak Performance was being squeezed by budget chains offering lower monthly fees while struggling to communicate the value of the personal service that sets independent facilities apart.

"I knew what made us special, but I had no time to communicate it properly," Jamie explains. "I was coaching clients all day and then spending my evenings answering enquiries, chasing renewals and trying to stay active on social media. I was exhausted and the membership numbers showed it."

After implementing Wilmot, the gym's entire member communication cycle was automated. Prospective members who message the gym on WhatsApp are greeted by Wilmot, which takes them through a brief fitness assessment questionnaire, explains the gym's offering in detail and books them in for a free trial session automatically. The conversion rate from enquiry to trial has increased from 34% to 61%.

New members receive a personalised welcome from Wilmot, which then delivers a structured onboarding sequence over their first four weeks: workout tips, nutritional guidance, motivation check-ins and reminders of upcoming classes. Members who are personalised in their first month are significantly more likely to stay.

When a member's subscription is approaching renewal, Wilmot sends a personalised message highlighting their progress, reminding them of upcoming classes they might enjoy and offering a loyalty discount if they commit for the next three months. Win-back campaigns to lapsed members are sent automatically 30 days after cancellation, featuring a tailored offer based on why they left.

The digital marketing skill manages Peak Performance's social media. Motivational content, member spotlights (with permission), class schedules and educational fitness posts are created and published on a consistent basis. Instagram following has grown from 847 to 3,200 in five months.

Membership has grown from 180 to 301 members (a 67% increase) in five months. Monthly recurring revenue is up by £5,800. "I spend my days coaching, which is what I am good at and what I love," Jamie says. "Wilmot handles everything else. It is like having a full-time marketing and admin team for less than the cost of a single day's wages."

Northgate Digital is a four-person digital marketing agency in Newcastle specialising in content marketing and SEO for B2B technology companies. Managing director Rachel Forsyth built the agency over seven years and was proud of the quality of their work, but the team was at capacity and taking on new clients felt impossible without hiring.

"We had four really talented people doing the work of six," Rachel explains. "A significant portion of their time was going on things that, while important, were not the creative and strategic work they had been hired to do. Client reports, content briefs, social media calendars, project management admin. The overhead was enormous."

Wilmot was introduced initially to handle the content brief process. Previously, each brief required significant research into the client's industry, competitors, target audience and keyword landscape before a brief could be written. This typically took two to three hours per piece. Wilmot now conducts this research and produces first-draft briefs in under twenty minutes, which the team reviews and refines before briefing the writer.

Monthly client reports, which had previously taken four to six hours per client, are now generated by Wilmot. It pulls data from Google Analytics, Search Console and social media platforms, interprets the key trends, identifies what worked and what did not, and produces a clearly structured report. The team adds commentary and sends. Time per report has reduced from five hours to forty-five minutes.

Social media calendars for clients (typically 30 posts per month per client) are now produced in bulk by Wilmot based on the client's content strategy and brand guidelines. The team reviews, refines and approves, but the initial creation is automated.

Project management admin (meeting notes, task assignments, timeline updates, deadline reminders) is handled by Wilmot through the project management skill. The team now operates with noticeably less administrative friction.

The result is a 40% increase in effective capacity without adding headcount. Northgate has taken on four new clients in the past six months. Rachel has also been able to invest more time in business development, something she had no time for previously, and has two proposals out to potential clients that could grow the business further.

"Every agency owner I know is struggling with this problem," Rachel says. "The admin and process overhead is enormous and it grows as you take on more clients. Wilmot has genuinely cracked this for us. The team is happier, the output is better and the business is growing."