8 VAs Replaced by 1 — 250 Spreadsheets Collapsed Into One Custom CRM
Based Bodyworks
Based Bodyworks was scaling their influencer marketing program and drowning in spreadsheet chaos — 8 virtual assistants managing 250+ Google Sheets. We built them a custom CRM from scratch: centralised data, automated tracking, and a clean approval workflow. One VA now runs the whole operation.
The Problem
Scaling influencer marketing meant adding more VAs to manage more chaos.
Based Bodyworks runs their growth almost entirely through influencer marketing — hundreds of creators on TikTok and Instagram, each with unique contract terms, posting schedules, performance metrics, and payment structures.
Before the CRM, tracking all of this meant 250+ individual Google Sheets — one per influencer, sometimes one per campaign. Eight virtual assistants were employed full-time just to keep those spreadsheets updated and cross-reference data between them.
Errors were constant. Payments were miscalculated. Videos were approved in the wrong order. There was no single source of truth. The founder had no way to see the overall health of the influencer programme without manually checking dozens of files.
Most critically: the model didn't scale. Every new influencer added meant more spreadsheets, more VA hours, more chances for mistakes. Growth was self-limiting.
- 8 VAs employed full-time just for spreadsheet management
- 250+ Google Sheets with no centralisation
- Frequent data entry errors and payment miscalculations
- No overview — owner had to check multiple files to understand programme health
- Every new influencer added cost and complexity, not just volume
What We Built
A purpose-built CRM that centralises all influencer data, automates tracking, and routes approvals through one interface.
Centralised influencer database
All influencer data — contract terms, payment structure, posting schedule, performance history — stored in a Supabase (PostgreSQL) database. One source of truth. No more cross-referencing spreadsheets.
Automated metric tracking
Social media API integrations pull follower counts and video performance metrics automatically. No VA manually checking analytics. Per-video earnings calculated automatically based on the contract terms stored for each creator.
Video approval workflow
When a creator submits content, it surfaces in the approval interface. The VA reviews it in one place — approve or reject with notes. No email chains. No spreadsheet columns. Human judgment stays in the loop for brand alignment; everything else is automated.
Custom frontend interface
Built on Replit (started on Bolt.new, migrated when the complexity outgrew it). The interface was designed around the VA's actual workflow — not a generic CRM adapted with workarounds.
Technical Breakdown
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