Project

MRS Portal: an automated operations hub for a market research transcription agency

From email links, WhatsApp chasing and spreadsheets to one portal that runs intake, freelancer work, quality checks and billing.

1 screenfor one non-technical manager to run it all

Weeksto build, not months

1 clickto export payouts and invoices

The business

A transcription agency running on email and WhatsApp

The business receives interview and focus group recordings from research clients, farms them out to freelance transcribers and translators, reviews the work, and bills the client.

Before, every step was manual: downloading files from email links, renaming and labelling them from the client's schedule, chasing freelancers on WhatsApp, checking transcripts, tracking who was owed what, and invoicing from spreadsheets.

MRS Portal dashboard showing new recordings to sort, jobs ready to broadcast and offers past escalation

What was built

One portal that runs the whole flow

Files arrive on their own

The portal watches the intake mailbox, pulls recordings from WeTransfer, Drive, Dropbox and passcode-protected Zoom links, converts video to audio, and labels each recording from the client's filenames and schedule. The team only reviews and confirms.

Work is placed automatically

Jobs are broadcast to matching freelancers by skill, language and reliability, with reminders, check-ins and standby backups, so nothing sits unassigned.

Quality and delivery in one place

Freelancers upload through their own app, reviewers approve or return work, and delivered files are named in the client's own convention.

Money without spreadsheets

Freelancer payouts, client invoices and margins are tracked per recording and exported in one click.

AI where it helps

Claude reads messy filenames, schedules and emails, and runs first-pass quality checks, always with a person confirming.

Inside the portal

Screens from the live system

Client names, file names and pay figures are blurred.

MRS Portal intake screen: client deliveries fetched from links, with recordings, spreadsheets and documents labelled automatically — **Intake.** Deliveries are fetched from client links and each file is labelled for the team to confirm.

MRS Portal recording page with freelancer work, documents, deliverables, key facts and timeline — **One recording, end to end.** Freelancer work, documents, deliverables, margin and timeline on one page.

MRS Portal freelancer app showing active jobs with countdowns, check-ins, downloads and upload buttons — **Freelancer app.** Freelancers see their jobs, fees and check-ins, download the source and upload their work.

Results

What changed

One non-technical manager runs the operation from a single screen
Built in weeks
Every account transferable to the client
Role-based access protects client and pay data throughout

Start small

See what one company could save before you commit to anything

Book a 30-minute call. We'll ask about your operations, tell you honestly whether automation fits, and suggest where a diagnostic would start.

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✓ Free 30-min call · No commitment · No sales pitch