Case study: content operations
10 markets. 20+ creators. 7 languages. 2 brands. The entire content operation runs on Notion, Google Drive, and AI automation.
The challenge
The brand was scaling fast across European markets. Creator management, briefing, shipments, and content delivery were tracked in Google Sheets. Multiple tabs, manual updates, things falling through the cracks. The team needed a system that could handle 200+ ads a month across 10 markets without adding headcount.
The solution
Notion became the single source of truth. Google Shared Drive handles file delivery. AI handles the repetitive execution. Everything connects.
Step by step
Every step below is tracked in one workspace. The creator's sizing flows into the shipment, the pipeline status feeds the editing queue, and the rates flow into the invoice. One update propagates everywhere, so nobody re-enters anything.
New prospects land in a sourcing pipeline, tagged by market and language, so the roster never runs dry.
Each prospect is scored for fit, audience, and market before any outreach. Only the right creators move forward.
A single form captures sizing, rates, handles, and shipping details. It populates the creator CRM directly, no email chains.
AI fills the agreement from the creator's CRM profile. Names, rates, deliverables, and usage terms, all auto-filled. Zero manual entry.
The commercial calendar maps which products get pushed in which markets and when, so briefing and shipping line up with the season.
Products are matched to creators with colour and style coordinated across the roster, so no two creators post the same look in the same market.
The shipment form auto-pulls the creator's sizing from the CRM, then runs through an approval gate before anything ships.
Every send has a live status from packed to received, so nobody wonders whether a creator has the product yet.
AI writes the concept, hooks, and talking points straight into the pipeline. Market-aware and product-specific, in the creator's language.
A formatted brief document is generated per creator, ready to send. What used to take 45 minutes takes seconds, at strategist quality.
Deliverables come in through a form and are auto-organized and renamed in Google Shared Drive, filed by creator and market.
Every deliverable moves into a post-production pipeline with a clear status, so editing never loses track of what's next.
A final QA gate checks every creative before it goes live on Meta. Nothing reaches an ad account unreviewed.
Once a creative ships, AI generates the invoice from the creator's rates and deliverables in Notion. The numbers flow from the source of truth.
One view shows what's in production across every market, so the team sees the whole operation at a glance and plans the next month.
Every database talks to every other. Creator sizing auto-populates shipment forms. Pipeline status feeds the editing queue. One update propagates everywhere.
30+ fields per creator. Sizing, rates, contracts, history.
Every brief, every status, every market in one view.
Product sends with approval workflow and live status.
Scouting pipeline for new creator prospects.
Post-production pipeline for every deliverable.
Final QA before creatives go live on Meta.
What the AI handles
Writes concept, hooks, and talking points directly into pipeline fields. Market-aware, product-specific.
Generates formatted brief documents ready to send. One document per creator.
Creates agreements pre-filled with creator details from the CRM. Zero manual entry.
Produces invoices from Notion data. Rates and deliverables flow from the source of truth.
Automated notifications at every approval gate. Right person, right time.
Creators get automated emails when content is due. No manual follow-up.
Results
In their words
"All of this used to live in Google Sheets. Multiple tabs, manual updates, things falling through the cracks. Now every step from scouting to final ad upload is tracked, automated, and visible."
Content Operations Lead, premium clothing brand
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