A client was scaling their sales operations, but their tracking system was a tangled mess of spreadsheets that was costing them hours of admin time and creating costly errors.

They were stuck in "spreadsheet hell," manually connecting sales, payment plans, and individual payments. This process was not just slow; it was breaking. We stepped in to build a custom Airtable base that would act as the single source of truth for their entire sales operation, moving them from manual chaos to automated clarity.

Here’s how we did it.

🚩 The Challenge

The client's manual process was riddled with critical problems:

Disconnected Data: Sales, payment plans, and individual payments were logged in separate, disconnected spreadsheets. This meant staff had to manually search for the correct payment plan every time a single payment was received.
Complex Commission Math: For every payment, a manager had to manually calculate the commission splits for the "Setter," "Closer," and "Affiliate," a process that was both tedious and highly prone to error.
Multi-Currency Headaches: The team was juggling sales in different currencies (like AUD, EUR, GBP) but paying commissions in another (USD). This required constant, manual currency conversions for every single transaction.
Zero Visibility: The sales team had no idea what commission they had earned until payroll was run. This lack of real-time feedback was demotivating and created endless "how much have I earned?" questions for the finance team.

💡 The Solution

We designed and built a custom, relational Airtable base to act as the central "brain" for their entire sales operation. The solution was focused on automating calculations and providing real-time clarity.

A Relational Foundation: We properly linked all tables. The Payments table links to Payment Plans, which is now directly linked to Individual Payments. When a payment is logged, it's instantly and automatically associated with the correct plan and client.
Automated Commission Engine: Using Airtable's formula fields, the base instantly calculates the correct commission for the Setter, Closer, and Affiliate the moment a payment is logged. This eliminated all manual math.
Built-in Currency Conversion: We built the conversion logic directly into the formulas. The base automatically takes a payment in AUD,EUR or GBP, converts it to USD, and calculates the final commission payout in USD.
Real-Time Sales Dashboards: We used Airtable Interfaces to build custom, role-specific dashboards. Now, setters and closers can log in anytime and see their exact commissions.
Simple Payout Cycles: We added "Commission Paid" (e.g., a checkbox) and Payment Received fields. When payroll is run, an admin simply checks the box. This archives the paid commission and resets the "Commission Due" amount to zero for the next cycle, ensuring clean and accurate books.

📈 The Impact

This new Airtable system completely transformed the client's operations.

Zero Commission Errors: Commission and currency conversion errors were completely eliminated.
10+ Hours Saved Per Week: The sales admin team was freed from hours of manual data entry and reconciliation, allowing them to focus on high-value tasks.
Motivated Sales Team: The sales staff now has a real-time, direct link between their performance and their paycheck, which has significantly boosted motivation and reduced admin questions.
Total Business Clarity: The owner finally has a single, accurate dashboard showing all sales, payments received, and commissions owed in one place.

Stop Drowning in Spreadsheets

The Airtable base in this case study is a real-world example of what we build at AutomationZion.

We build custom, high-ROI automations (powered by Airtable, n8n, and your stack) that free your expert team from manual "patrol work" and solve your exact business problems.

Ready to get your operations under control? Book a free consultation.