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Case study engine

  • case-studies
  • content
  • social-proof

One testimonial-backed case study published every month, sourced from reviews, CRM and calls; managed on any PM board; pushed live through any CMS.

Book a strategy session See how it runs
7 Steps in the flow
15 Tools orchestrated
2 Human checkpoints
Weekly Run cadence
1 / month Published case studies

The objective

What this system is built to do

Turn every strong client result into a published, testimonial-backed case study, one a month. Source candidates from the places wins already live (reviews, the CRM, call recordings, client channels), manage them on the PM board the team already runs, draft to a results-first structure, and push live through whatever CMS the site is on. Not doing: unverified claims, unapproved client names, or any study without a secured testimonial.

Cycle & hand-offs: Select & sign off runs monthly and starts the cycle. Hand-offs: Select & sign off → Secure the testimonial: straight away; Secure the testimonial → Draft the case study: once the customer has supplied the testimonial or completed the interview; Draft the case study → Review & publish: straight away; Review & publish → Close the loop: straight away. Runs on its own rhythm: Ideation & sourcing (monthly); Pipeline management (weekly (Mon)). Any other link waits for a person. Sign-off steps stay with a person; everything else can run on its own once armed.

How it runs

The steps your team follows

The workflow, exactly as it runs inside . It plays through step by step, or pick any node on the map.

1Ideation & sourcing
2Pipeline management
3Select & sign off
4Secure the testimonial
5Draft the case study
6Review & publish
7Close the loop
1

Ideation & sourcing

Monthly
  1. Sweep the review platforms linked to the website, Clutch, G2, Trustpilot, Google reviews, for strong (≥4.0) reviews from clients with no live study. The review IS the testimonial.
  2. Query the CRM ( or equivalent) for accounts with strong results: closed-won with hard numbers, NPS promoters, renewals/expansions, long-tenure clients.
  3. Mine client call recordings (Fathom / ) for wins and quotable praise, capture the metric and the exact quote.
  4. Scan client channels () and monthly reporting decks for benchmark-beating results.
  5. Check social mentions and tagged posts () for public praise.
  6. Ask delivery leads for one-line nominations: client, result, route to a quote.
  7. Qualification gate: a candidate qualifies only when a usable result AND a route to a testimonial both exist. Add qualified candidates to the pipeline board with source, headline result and quote status.
2

Pipeline management

Weekly
  1. Maintain a three-group board in the team's PM tool, Monday, Asana, Notion or Trello: 🔵 Upcoming pipeline · 🟡 In progress · 🟢 Live on site.
  2. Standard columns: Owner · Source (review / CRM / call / channel win) · Priority · Testimonial (Secured / Requested / Needed / N/A) · Named client (Y/N) · Publish status (Not started / Drafting / Internal review / Client approval / Published) · links to the draft and the source quote.
  3. Weekly hygiene: dedupe to one item per client, chase Requested testimonials, archive dead candidates with a reason.
3

Select & sign off

Weekly
  1. Rank the Upcoming group: testimonial already secured › result strength (hard numbers beat adjectives) › named client › recency › sector variety against what's already live.
  2. Shortlist the top 1–2 with headline result and testimonial.
  3. Human approval, present the shortlist with a proposed pick for sign-off. A human approves the month's candidate before any drafting.
4

Secure the testimonial

Weekly
  1. Confirm a usable, attributable quote, a strong public review works verbatim.
  2. Anonymised source → request naming permission in writing; refused → run the study anonymised or hold.
  3. No testimonial → no build. Set Testimonial = Requested and hold the item.
  4. escalate, if the month's pick stalls at this gate for more than a week, swap in the next-ranked candidate so the month still ships.
5

Draft the case study

Weekly
  1. Draft to the playbook structure: Hero (client, sector chips, result-as-headline, overview, 3 key metrics) → Challenge (context + challenge) → Growth strategy (tagline, paragraph, key-stage cards) → Channel mix → Marketing assets → Impact (attributed results, what-it-means, 3 proud-of stats) → Testimonial → Team → CTA + similar studies.
  2. Pull real numbers from reporting decks and analytics, every metric attributed to a source; brackets around anything the delivery team must confirm.
  3. Choose imagery per the brand rules (e.g. square-format assets) from the client's folders (Google Drive).
  4. Map each section 1:1 to the website CMS fields as you write. Set Publish status = Drafting.
6

Review & publish

Weekly
  1. Human approval, internal review of the full draft (Publish status = Internal review).
  2. Client approval where names or claims need it (= Client approval).
  3. Build in the CMS, a collection item or WordPress post, from the mapped sections; upload imagery, logo and brand colour; link team profiles.
  4. Publish, move the board item to 🟢 Live on site, and record the published URL.
7

Close the loop

Weekly
  1. Log the month's output, the published URL and the headline result.
  2. Ask featured clients without a public review to leave one (Clutch / G2 / Trustpilot), each review feeds next month's pipeline.
  3. Cross-link the new study from 2–3 similar live studies and recycle it into social posts ().
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Setup

The stack

The tools this system drives, and the context you bring once. Connect your own accounts, or swap in your team's equivalent.

Tools to connect

Clutch Powers Ideation & sourcing
G2 Powers Ideation & sourcing
Trustpilot Powers Ideation & sourcing
HubSpotFree – $90 / mo Powers Ideation & sourcing Or Pipedrive, Salesforce
Fathom Powers Ideation & sourcing
GongCustom Powers Ideation & sourcing Or Chorus, Clari
SlackFree – $7 / mo Powers Ideation & sourcing Or Discord, MS Teams
LinkedInfrom $99 / mo Powers Ideation & sourcing Or HeyReach, Expandi
Monday Powers Pipeline management
Asana Powers Pipeline management
Notion Powers Pipeline management
Trello Powers Pipeline management
Google Drive Powers Draft the case study
WebflowFree – $23 / mo Powers Review & publish Or Framer, WordPress
WordPress Powers Review & publish

Context to bring

Your documents 5 files
  • Case study template doc The section-by-section structure drafts follow
  • Review platform profiles Clutch / G2 / Trustpilot / Google links tied to the site
  • CRM access Closed-won results, NPS promoters, account tenure
  • PM board Monday / Asana / Notion pipeline with the standard columns
  • Brand & imagery rules Asset format (e.g. square), logo pack, brand colours

Proven in market

Run by 55 teams, verified on real accounts

Case study engine is built and verified by Growth Division, the GTM team behind 130+ companies.

Built & verified by Growth Division

Get started

How to run this system

Live in an afternoon. Clone it, connect your tools, set your inputs, and turn it on.

  1. 1

    Add to

    Clone the Case study engine into your workspace, wired end to end.

  2. 2

    Connect your tools

    Clutch, G2, Trustpilot +12 more.

  3. 3

    Set your inputs

    Your ICP, targets and brand rules, once.

  4. 4

    Turn it on

    It runs weekly on autopilot, checking in with you only where it matters.

~30 min / month your time on autopilot · vs 6–8 hrs / month by hand
1 / month Published case studies, produced for you
All growth systems

Next launch: Week of 3 Nov 2026 · 1 slot left

Run the Case study engine in your workspace.

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