Case Study: From Hot Mess to High-Converting – How LuxEsystems Saved a Coaching Empire

Client: E&E Coaching Co.
Industry: Boutique consulting firm supporting mindset coaches, career strategists and C-Suite advisors
Team Size: 6 coaches + 1 part-time admin
Location: UT

The Problem

Let’s be honest—things were chaotic. Client notes lived in random Google Docs, discovery calls were double-booked (twice in one day 😅), and follow-up emails went out… whenever someone remembered.

Their growth had stalled, not for lack of leads—but because the backend couldn’t keep up.

Before LuxEsystems stepped in

🧾 Invoices “sent” but never tracked

📬 Onboarding was an email scavenger hunt

🧠 14+ hours/week spent on admin and scheduling

😬 Client experience? Let’s just say… inconsistent

“We had the clients - but our backend was a circus, and no one was driving the clown car.” -Maya

Too Much Chaos, Not Enough Productivity

The Solution

A High-End Backend Built for Coaches

After LuxEsystems worked their magic!

We mapped out their full client journey, uncovered the time leaks, and implemented:

✅ A fully automated Dubsado lead > onboarding > invoice flow
✅ ClickUp dashboards for project visibility & team accountability
✅ Zapier automations for lead capture, email triggers, and task creation
✅ Clean client-facing Smart Files to elevate their premium experience
✅ Automagic appointment scheduling + follow-up sequences

We delivered a fully operational system in 3 weeks flat.

The Results

From Scattered to Scalable

The Takeaway

Within 60 days of working with LuxEsystems, E&E Coaching launched a new group program, onboarded 12 new clients seamlessly, and reclaimed 30+ hours of team time monthly.

And yes—there’s now a ClickUp board called “✨World Domination Roadmap.”

Want a backend that scales with your brilliance? Let's talk.

From the Client

"We were spinning our wheels doing $200K of work on a $50K system. Now, everything just flows. Clients are impressed, my team isn’t overwhelmed, and I finally have time to think big again.”
— Alyssa M., Founder of Evolve & Elevate Coaching