UpScale Ninjas

BACKGROUND

Please describe your company and position.

I am the Executive of a business and technology consultancy.

Describe what your company does in a single sentence.

Operations, software, and managment consulting for businesses. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• Automate Processes
• Integrate Systems

SOLUTION

How did you find UpScale Ninjas?

Other

Why did you select UpScale Ninjas over others?

• High ratings
• Good value for cost
• Referred to me

How many teammates from UpScale Ninjas were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

Project Deliverables and Items to be Done:

Assessment and Planning

Evaluate current systems and workflows.

Identify integration requirements.

Create a project timeline and milestones.

Selection of Integration Tools

Research and select appropriate tools or platforms for integration.

Evaluate compatibility with existing systems.

Design and Development

Map out process workflows and data flows.

Develop integration scripts or connectors as needed.

Testing Phase

Conduct unit testing for individual system components.

Perform integration testing to ensure systems communicate effectively.

Implementation and Deployment

Implement changes in a staging environment.

Monitor initial deployments and resolve any issues.

Automation Setup

Define automated tasks and schedules.

Set up automated monitoring and alert systems.

Training and Documentation

Create user manuals and system documentation.

Conduct training sessions for users and administrators.

Review and Optimization

Gather feedback from users.

Optimize processes based on feedback and performance data.

Project Closure

Formal review and approval of project deliverables.

Handover documentation and project assets.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Measurable Outcomes for the Project

Completion Rate

The project was completed on time, with all specified deliverables met by the final deadline.

Budget Adherence

The final expenditure was within the projected budget.

Stakeholder Approval

Attained formal approval from all of the stakeholders involved in project reviews.

Risk Management

Successfully mitigated 90% of identified risks with no critical issues arising during project execution.

Training and Development

Trained all team members with overall competency increases in key project areas.

Innovation Implementation

Implemented three innovative processes or tools within the project leading to a 25% increase in task efficiency.

Post-Project Evaluation

Conducted a comprehensive post-project evaluation with documented lessons learned and improvements identified for future projects.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Everything was delivered on time and always communicated about any questions or issues. 

What was your primary form of communication with UpScale Ninjas?

Virtual Meeting

What did you find most impressive or unique about this company?

The level of their communication and comprehension of the tasks at hand impresses us.

Are there any areas for improvement or something UpScale Ninjas could have done differently?

No

BACKGROUND

Please describe your company and position.

I am the Head of Operations of Moonshot.ch

Describe what your company does in a single sentence.

Alternative investment for Real State and private markets.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• UpScale Ninjas helped our businesses to fully automate and optimise our processes
• Automation of Invoices (Bexio), incoming payments (Stripe, bank accounts), Salesforce
• Connect and integrate Salesforce with marketing channels (leads)

SOLUTION

How did you find UpScale Ninjas?

• Online Search
• Referral

Why did you select UpScale Ninjas over others?

Company values aligned

How many teammates from UpScale Ninjas were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

● Business analysis
● Requirements analysis
● Systems analysis
● API integration solution design
● API integration solution implementation
● API integration solution support
● Make.com and Zapier configuration
● Database design
● Database management
● Salesforce configuration and customization
● Project management

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

They made significant improvements across multiple areas of our operations, like time Savings, 
Increased Accuracy due to many integrations and efficiency. As well we could scale due to the integrations. 

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Yes, always on time and very professional.

When blockers arose, Vas informed us promptly, keeping expectations clear and progress on track.

What was your primary form of communication with UpScale Ninjas?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

The ability to listen to our issues and what we needed to be solved. Their proactive suggestions consistently improved and streamlined our processes. Additionally, their dedication, compromise, and commitment stood out throughout the collaboration.

Are there any areas for improvement or something UpScale Ninjas could have done differently?

Nor really.

BACKGROUND

Please describe your company and position.

I am the Head of Marketing of DMCC

Describe what your company does in a single sentence.

The Dubai Multi Commodities Centre (DMCC) is a free-trade zone and commodities exchange in Dubai, facilitating global trade across sectors such as gold, diamonds, energy, and agricultural products.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• Optimize performance on marketing stack

SOLUTION

How did you find UpScale Ninjas?

Referral

Why did you select UpScale Ninjas over others?

• Great culture fit
• Company values aligned

How many teammates from UpScale Ninjas were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Providing continuous support and enhancements to the marketing technology stack, with a focus on improving system performance, optimizing microservices, and developing advanced integration workflows.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

System Integration Improvements

• Reduction in data transfer errors by 90%
• Decrease in system downtime or integration-related issues to less than 1 hours/month.
• Reduction in average response time for integrated systems by 12 seconds

Microservices

• Increased microservice throughput or transactions per second by 50%.

Workflows

• Increase in automated workflows created or enhanced, targeting 10 workflows per quarter.
• Reduction in manual intervention needed in data pipelines by 90%.

General Marketing Stack Enhancements

• Reduction in marketing campaign setup time by 50%.
• Improvement in data sync accuracy between platforms to 99% 
  
  

Describe their project management. Did they deliver items on time? How did they respond to your needs?

They work with an agile development framework and cater for change well.

What was your primary form of communication with UpScale Ninjas?

Email or Messaging App

What did you find most impressive or unique about this company?

They have strong technical and communication skills.

Are there any areas for improvement or something UpScale Ninjas could have done differently?

None that come to mind.

BACKGROUND

Please describe your company and position.

I am the Co-Founder of an advertising & marketing company 

Describe what your company does in a single sentence.

We are an Account-based Marketing Agency

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• Automate Workflows
• Help build our internal platform

SOLUTION

How did you find UpScale Ninjas?

Referral

Why did you select UpScale Ninjas over others?

• Great culture fit
• Company values aligned

Describe the scope of work in detail. Please include a summary of key deliverables.

Our internal platform, built with Bubble, connects with various 3rd party tools (for example, Clay).

Connecting all the parts with POST and FETCH webhooks, integrating all the tools to communicate seamlessly with our central platform is a key part of our platform.

The key deliverables were this seamless communication between systems, and an alerting system to warn us immediately to anything failing.

...then some post-project work to eliminate those errors with intelligent error-handling.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

API connections tested and working.

Error alerts also working and acted upon quickly to plug the error gap.

All = quickly.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Yes always on time, and "just got it".

Sometimes with technical work, coders can get so bogged down with the minutia that they cannot see the wood for the trees.

Upscale Ninjas see and understand the entire forest.

Streaks above the rest in terms of just getting it.

What was your primary form of communication with UpScale Ninjas?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Their ability to understand the bigger picture but at the same time just deal with the minor details (that I don't need to understand).

I have only ever worked with two technical people/teams who just get it and I know will go away and deliver a solution that works exactly how I need it to.

And I have tried around 100.

Are there any areas for improvement or something UpScale Ninjas could have done differently?

Not for me, it's a perfect fit of no-nonsense and get-it-done. I don't care about anything else personally.

BACKGROUND

Introduce your business and what you do there.

I’m one of the managing directors for a vitamins and supplements company.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with UpScale Ninjas?

We needed to transfer data from our sales page system to Shopify because that platform processes our shipped orders. We had a technical problem and needed to use Zapier as an intermediary. Unfortunately, Zapier doesn’t work intuitively.

SOLUTION

What was the scope of their involvement?

UpScale Ninjas managed custom Zapier work, which allowed us to transfer our data onto a Shopify platform. They also worked with ShipStation.

What is the team composition?

One team member from UpScale Ninjas worked on this project.

How did you come to work with UpScale Ninjas?

UpScale Ninjas seemed to be the most qualified provider. They had a lot of experience with Zapier, so I felt confident that they’d help. Their team was unique in their ability to tackle the issue.

How much have you invested with them?

The project cost less than $100 because it took less than a couple of hours to complete.

What is the status of this engagement?

We collaborated in March 2020.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

UpScale Ninjas solved a big problem that we had. Their team did the work quickly and for little cost. They didn’t treat this engagement as a make-work project. I hope to be able to work with them in the future.

How did UpScale Ninjas perform from a project management standpoint?

I brought them into Basecamp, and they worked with that platform well, which was helpful for our project management. They had great communication. Their team was honest and honorable about the time investment.

What did you find most impressive about them?

UpScale Ninjas has deep expertise with respect to Zapier. They’re really efficient in their application of time.

Are there any areas they could improve?

There’s nothing that I could think for them to improve. Everything was perfect.

BACKGROUND

Please describe your company and position.

I am the CEO & Founder of goecomify

Describe what your company does in a single sentence.

Develop Shopify Shops

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• ERP & Shopify Integration

SOLUTION

How did you find UpScale Ninjas?

Referral

Why did you select UpScale Ninjas over others?

• High ratings
• Pricing fit our budget
• Referred to me

Describe the scope of work in detail. Please include a summary of key deliverables.

To implement a one-way integration that transfers product data from the ERP system to Shopify using Make.com. The ERP remains the source of truth; Shopify is updated accordingly.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The ERP to Shopify integration via Make.com has resulted in a smooth and reliable automation process. Products are automatically created or updated based on structured CSV data, eliminating the need for manual intervention. All essential product fields such as SKU, inventory, and pricing are accurately transferred. The process runs efficiently and consistently. These outcomes highlight the stability and effectiveness of the solution. 

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The project was managed in a structured and transparent way. Milestones were clearly defined, and deliverables were completed on time. Communication was proactive and responsive—our needs and feedback were always taken seriously and quickly addressed. Overall, the collaboration was efficient and solution-oriented.

What was your primary form of communication with UpScale Ninjas?

Email or Messaging App

What did you find most impressive or unique about this company?

What impressed us most was their deep understanding of both technical integration and e-commerce workflows. They quickly identified potential pitfalls and proposed smart, scalable solutions. Their ability to translate complex requirements into a clear, functional setup was truly outstanding.

Are there any areas for improvement or something UpScale Ninjas could have done differently?

Everything went extremely well. The team was professional, responsive, and delivered exactly what we needed without delays. We’re very satisfied with the outcome.

BACKGROUND

Please describe your company and position.

I am the Founder of Austin Becker E-Commerce Marketing

Describe what your company does in a single sentence.

Manage search engine marketing campaigns for e-commerce stores.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• Reduce time required to update and create Notion pages and databases
• Automate HubSpot contact and deal management

SOLUTION

How did you find UpScale Ninjas?

UpWork

Why did you select UpScale Ninjas over others?

High ratings

How many teammates from UpScale Ninjas were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

Connect HubSpot CRM to our company's internal Notion database to track our own projects and client relationships.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

HubSpot successfully sends data into Notion

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Delivered fast, usualy within 24-48 hours. Always on time.

What was your primary form of communication with UpScale Ninjas?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

The ability to connect multiple software applications through Make.com and to explain thoroughly how connected software automations function.

Are there any areas for improvement or something UpScale Ninjas could have done differently?

I cannot think of anything that they need to improve. All their work has been excellent.

BACKGROUND

Please describe your company and position.

I am the Founder & CEO of Saw.com

Describe what your company does in a single sentence.

We are a domain marketplace and offer buyer, seller representation as well as domain appraisals. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• They provided development services
• They provided technical support
• Consultations

SOLUTION

How did you find UpScale Ninjas?

Online Search

Why did you select UpScale Ninjas over others?

Good value for cost

Describe the scope of work in detail. Please include a summary of key deliverables.

They created apis between different services, created automations and provided consulting on how it should or could work within our business. 

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Everything worked as designed and intended. When things broke along the way or it appeared we needed to make changes they did so quickly and efficiently. 

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Overall happy with the outcomes and services. 

What was your primary form of communication with UpScale Ninjas?

Virtual Meeting

What did you find most impressive or unique about this company?

They work hard to get the task done and stand by it if it breaks. 

Are there any areas for improvement or something UpScale Ninjas could have done differently?

None.

BACKGROUND

Please describe your company and position.

I am the CEO of a wellness technology company 

Describe what your company does in a single sentence.

Wellness technology 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• Make.com expertise

SOLUTION

How did you find UpScale Ninjas?

Online Search

Why did you select UpScale Ninjas over others?

• High ratings
• Pricing fit our budget

How many teammates from UpScale Ninjas were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

1. Migration from Zapier to Make.com.
2. Shopify, Ontraport, Google Sheets, ExpertSender, Slicktext integration.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Done without errors, ontime and on budget!

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Very timely always

What was your primary form of communication with UpScale Ninjas?

Email or Messaging App

What did you find most impressive or unique about this company?

UpScale Ninjas does exactly what they say they will do, on time and within budget.

Are there any areas for improvement or something UpScale Ninjas could have done differently?

no. they are excellent

BACKGROUND

Please describe your company and position.

I am an Executive of JAM Group

Describe what your company does in a single sentence.

JAM is North America's premier provider of adult recreational sports leagues and corporate team building events. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire UpScale Ninjas to accomplish?

• Improve integrations between various software solutions
• Restructure and help us improve functionality with our CRM (pipedrive)

SOLUTION

How did you find UpScale Ninjas?

Upwork

Why did you select UpScale Ninjas over others?

High ratings

How many teammates from UpScale Ninjas were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

We worked with Upscale Ninjas to review our CRM set up, simplify and improve the sales pipeline set up and improve the integrations with it and other platforms. 

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

-Audit the existing CRM set up and integrations
-Identify areas for improvement
-Implement agreed on areas for improvement, including staging and testing. 

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Excellent attention to detail and very reponsive. 

What was your primary form of communication with UpScale Ninjas?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

I found Vasyl to be an excellent communicator. He was and very patient and made sure that I, with no technology background, was able to understand what was being recommended in simple terms. He did an excellent job providing visuals and demos as needed, 

Are there any areas for improvement or something UpScale Ninjas could have done differently?

They were great! Highly recommend.