Beam Content Raises Annual Contract Value 42% With ZenPilot

Challenge: Growing Faster Than Their Systems Could Handle

Beam Content was founded in 2022 by three former freelancers - Rebecca, Brooklin, and Sam - who had spent years creating content for B2B SaaS companies and saw exactly what not to do as a client. In under a year they grew from three founders to five full-time employees and twelve freelancers. The client work was good. The team was motivated. The operations were not keeping up.

As soon as they started delegating work they had previously handled themselves, things started slipping. Timelines got confused. Deliverable quality became inconsistent. Freelancer management was disjointed and consumed more attention than it should have. Invoicing became a recurring source of frustration. There was no reliable view of what was happening across active projects at any given moment.

They had implemented ClickUp - but without any real structure behind it. “We had implemented ClickUp, but had little clarity on how we wanted to use it,” Rebecca explained. “There wasn’t much intention in our setup since we didn’t know what we were doing. We focused on what allowed us to work day-to-day rather than planning for sustainable growth.”

The tool was there. The intention to use it well was there. What was missing was someone who understood how agencies actually operate and could build a system that matched.

Solution: Blueprint, Build, Then Keep Building

Rebecca found ZenPilot through a referral and came in clear about what she needed: reorganize the ClickUp hierarchy, build workflows that promoted clarity and efficiency, and create a way for the team and clients to communicate about project status without things falling through the cracks.

ZenPilot started with the Blueprint - an audit of Beam’s existing processes, an honest look at what was and wasn’t working, and a technical plan for a structure that would hold up as the agency grew. At the end, Beam had a documented picture of their gaps and a concrete recommendation for what to build.

Implementation followed. ZenPilot restructured the entire ClickUp hierarchy, then worked directly with Rebecca and her subject matter experts to document processes and build a template library. Weekly coaching sessions kept the team accountable and helped them internalize the system rather than just follow it. “We went from essentially no documentation to about 80% of our business documented and systematized,” Rebecca said. That happened in four months.

After launch, Rebecca recognized something: a well-built system can degrade without maintenance. New team members need training. Edge cases come up. Processes need updating as the business evolves. She brought ZenPilot in as a fractional ClickUp champion - embedded in the workspace, accountable to the framework, and available to help the team when they hit friction.

“The ZenPilot team is amazing. They modeled what we were supposed to do, were available to answer my many questions, provided feedback, completely supported us, and were emotionally there for us when the rollout proved a bit bumpy.” — Rebecca Nash, Co-Founder & Director of Operations, Beam Content

Result: 42% Higher Contracts, Flex Fridays, and a Vacation

The financial results came from the operational ones. Average contract value increased 42% after deploying the new ClickUp workspace. Revenue grew 63% year-over-year in the same period. Rebecca is careful to call this anecdotal, but she’s clear on the connection: “Our ability to implement better growth strategies, bring on new clients efficiently, create a renewal system, and retain clients has been in large part due to the work we did with ZenPilot.”

The structural changes made things possible that weren’t before. Time tracking gave Beam real data on profitability for the first time. New employees coming from other agencies described the workflow as “pretty special” compared to the environments they’d come from. The team implemented Flex Fridays - Fridays where work is entirely optional - because the task tracking in place made it feasible to give people that space without anything falling apart.

The biggest signal that the system was working came when Rebecca and her husband took their first real vacation in years, traveling in Europe with their children. Across time zones, mostly asynchronously, the team kept working. Nothing slipped. “I have confidence in my team’s ability to get work done,” she said, “and if I have any doubt, I have full visibility.”

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