Aeon: three platforms into one agency-wide system

Workflow Max, Trello and monday.com unified into one system with live dashboards, time tracking and Xero.

The challenge

Aeon is a full-service independent marketing agency in Sydney, delivering media buying, production and creative for clients such as Acer, Norton and Subaru. With over 20 people across multiple teams, Aeon engaged Axela to eliminate workflow silos and consolidate its systems into one platform.

• Disconnected tools created inefficiencies and duplicated effort.
• Key tasks were logged on different platforms, creating chaos.
• Financial reporting was fragmented across two data sources.
• Resource planning lacked central oversight.

The solution

Axela designed and implemented a comprehensive monday.com solution tailored to agency operations:

• A centralised CRM and WIP board structure, replacing legacy tools.
• Integrated time tracking (Tracket), quoting and invoicing (Xero), and proposal generation (Docugen).
• Automated job-number generation, approvals, notifications and task templates.
• Dashboards for live insight into workload, studio and project status.
• Document management and embedded email tracking with Outlook.

The impact

• 3 platforms into 1: Workflow Max, Trello and monday.com unified into a single agency-wide system
• 70% reduction in duplicated effort: jobs, clients and status entered once, visible everywhere
• 80% reduction in time spent chasing project status, replaced by live role-based dashboards

In their words

“Axela helped us build something we could only dream of. We now have one system that supports every team, from account service to studio. The visibility we’ve gained is a game changer.”

Debbie Taylor, General Manager, Aeon