How LiquidLipo used a Power Automate approval flow to stop unpaid access and reduce daily admin. Real case study with step-by-step setup.
If clients can access your materials without paying, you have got a leak.
In a small business, leaks rarely show up as one big disaster. They show up as small losses you never quite get time to chase.
That was the situation at LiquidLipo. They were juggling learning materials, Zoom reminders, daily alerts, schedules, and payments. Some clients were not paying, and because the owner was too busy to check constantly, non payments were slipping through.
What this guide covers
How linking access to payment removes revenue leakage, reduces daily admin, and improves client accountability.
In This Guide
When access and payment are disconnected, you end up doing manual checking. That manual checking does not scale. It gets skipped when things get busy, and that is when money slips through.
The fix was not more effort. It was a system.
We set up a back office the owner could check quickly. Clients were restricted from accessing the materials until they had made their monthly payment. The owner could also see whether people had played the material and engaged with the requirements.
That did two things. It increased client accountability, and it removed a chunk of daily admin.
Once you are past a certain size, everything becomes a workflow problem. Requests come in from everywhere, work gets tracked in different places, and the owner ends up being the human glue.
A simple portal and access rules can give you control without hiring a full time assistant.
If you are tired of chasing payments, chasing updates, or manually checking who has done what, we can help.
I do this as a Fractional Digital Partner across Wirral, Liverpool, and Chester. 1750 per month for 8 hours per week.
Best next step is a short fit check. We map the leaks, agree a priority list, and put a simple portal in place so the admin stops landing on the owner.
Matty Hatton is the founder of Digital Adaption, an ERP and data consultancy based on the Wirral. He has spent 15 years delivering ERP transformations for manufacturers, including leading the data migration on a £4.5m consolidation of four legacy systems onto a single Infor LN cloud instance for a 220-user group. He holds an MSc in Digital Transformation and IT Strategy from Manchester Metropolitan University and is Microsoft PL-200 certified.