Leapyear
Year:
2024
Service:
AI Process Optimization
Industry:
SaaS
Size:
15–30 employees
Client Website:
LeapYear sells collaboration tools but was struggling to collaborate internally. Source unified their fragmented systems into one intelligent operational layer — eliminating 42% of coordination overhead and turning scattered data into synchronized execution.
Introduction
There's a special kind of irony when a company that builds productivity software can't keep its own teams in sync.
LeapYear develops collaboration platforms for distributed teams — smart tools that promise seamless coordination across time zones. Their product worked beautifully. Their internal operations? Not so much.
Status updates lived in Slack. Project tracking in Jira. Documentation in Notion. Analytics in custom dashboards. OKRs in Google Sheets. Every team had their preferred tools, which meant nobody had a complete picture of what was actually happening.
Leadership meetings started the same way every week: "Wait, what's the latest on that?" Followed by someone scrambling through five different tabs to find an answer.
They weren't failing because people weren't working hard. They were failing because working hard across disconnected systems creates friction, not momentum.
Challenge
LeapYear's problem wasn't visible in any single tool — it was in the gaps between them.
What coordination looked like:
Marketing launches a campaign → manually notifies sales via Slack → sales updates Jira → someone remembers to update the revenue forecast in Sheets (maybe)
Product ships a feature → updates Jira → customer success finds out three days later when clients start asking questions
Leadership wants a progress update → someone spends two hours compiling data from six sources into a slide deck that's outdated by the time the meeting starts
The company was growing fast, which meant more teams, more projects, and exponentially more coordination overhead. Every new hire made the problem worse, not better.
The core issue wasn't technology — it was visibility. Nobody knew what they didn't know until it was too late.
Solution
Source didn't replace LeapYear's tools. We connected them.
We built an intelligent orchestration layer that treated their entire tech stack as a single system. Information flowed automatically between platforms based on triggers, context, and team needs — no manual copying, no "did anyone update the doc?"
The system:
Auto-synced project data across Jira, Notion, and Slack — one update, everywhere it needed to be
Generated real-time summaries for leadership — no more manual report compilation
Flagged bottlenecks automatically — if a project stalled, relevant stakeholders got notified without someone having to remember to chase
Created a unified activity feed — every team could see what other teams were shipping, removing the "I didn't know you were working on that" problem
The magic wasn't in any single automation — it was in the compound effect. When information flows automatically, coordination stops being a task and starts being a byproduct.
Result
Three months later:
42% reduction in coordination overhead (meetings, status chasing, manual updates)
60% faster report generation — from hours to minutes
Real-time visibility across all projects and teams
Higher team satisfaction — less administrivia, more actual work
But the biggest change was qualitative. Teams stopped spending energy on alignment and started spending it on execution. The weekly leadership question changed from "what's the status?" to "what should we prioritize next?"
LeapYear's COO summed it up: "We stopped managing information and started using it."
