RocketBarn Marketing, a franchise marketing agency, manages paid media budgets for multi-brand enterprise clients operating hundreds of individual franchise store locations.
Every month, their clients share budget files that must produce two outputs:
- Invoices processed through QuickBooks and
- Individual media spend plans delivered to account managers in ClickUp.
Getting there meant manual spreadsheet consolidation, store-by-store budget comparisons, and hand-built tasks for every location. At that volume, coordination stretched across Finance, Operations, and the campaign team, and the billing cycle consumed time that should have gone to client strategy.
SoftSnow built an automated workflow, triggered the moment the monthly budget file lands in a shared Google Drive folder. The agent processes each brand individually, consolidates multi-tab input files, standardizes store data, and runs a store-by-store comparison against the prior month, flagging every budget increase, decrease, addition, and removal.
The agent separates management fees from paid media budgets automatically, generates a full audit trail in Google Drive, then routes data simultaneously through Zapier: structured invoice batches to QuickBooks for Finance, and a pre-populated ClickUp task for every account manager showing the exact budget to apply per store in Google Ads.
The team now begins each billing cycle with invoices already updated and media spend plans already assigned. The coordination work that once pulled multiple people away from strategic client work runs automatically, with humans in the loop where judgment matters most.
"The entire team at SoftSnow was incredibly open to hearing the process. Asking the right questions and getting the team to really open up about what the pain points were was great. Immediately being able to solve something in the moment on a call... helped us learn going forward as we want to build out things on our own. Seeing it in real time was fantastic." — Janessa Retzer, RocketBarn Marketing
