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Efficient workflow management is important for any business success, and form submission is the one bottleneck that every business faces. Manual processes are time-consuming, have high chances of error, and are lengthy. In this case study, let’s figure out how Relu has developed a form submission automation solution that changed clients’ operations and streamlined the entire workflow by delivering impactful results.

Project Overview

Our client runs a mid-sized enterprise and often faces challenges like managing their daily operations due to the repetitive and time-intensive task of manually filling out the submission forms across multiple platforms.

The client found it difficult to manage thousands of form submissions, each requiring data from Airtable and Excel. To improve the process, we have created an automation that extracts the data from the platform and populates the forms automatically. It removed the errors of manual entry and increased efficiency. .

Relu gave the solution by designing an automation form submission for their frequently used web forms. This process not only reduced the manual labor but also enhanced the efficiency of the business. Leveraging our expertise in automation and workflow optimization we aim to deliver seamless, scalable, and user-friendly solutions.

Roadblocks faced by the client

There are multiple areas where the client was getting stuck during their form submission process:

Time-consuming manual process: Employee spends hours of their day filling out similar web forms repeatedly. This reduces their productivity on a higher-value task.

Data accuracy issues: Manual data entry invites high chances of error. This resulted in rework and inconsistencies in submitting the information.

Fragmented data sources: Client key data resided in tools like Airtable, Google Sheets, and Excel. This required extensive manual intervention to prepare and submit the report.

High operational costs: The inefficiency of the processes caused an increase in labor costs and delayed workflow. This impacted the entire business agility.

Conclusion

The success of this project proved the transformative power to automate form submission. By using tools like Airtable and browser automation, businesses can reduce manual effort, improve accuracy, and scale their operations effortlessly.

If your organization needs a break from inefficient manual form submission, let us help you build a customized solution to automate your workflow.  

The solution to the problems

Relu has built a comprehensive web forms automation solution that focuses on client needs, to address these challenges. Here’s how the problem has been handled by our expert team:

Understanding the workflow and key pain points

We conducted a detailed discussion about the client to map their current form submission process. This helped us to identify the exact forms, platforms, and workflows they are struggling most with.

Developing a centralized automation framework

Robust tools and API are the solution here. We have developed a system that could automatically pull data from Airtable to transform the required formats. This automatically fills forms on each website. Our approach included:

Airtable integration: We connected the Airtable with automation tools. This allowed seamless data extraction and transformation.

Browser automation scripts: We used technologies like Selenium and Puppeteer to program the bots that navigate through the website, populate the form fields, and handle form submissions without human intervention.

Error detection: We designed built-in checks to ensure that no issues come into the picture like missing data or submission failure.

Customization for client-specific needs

Relu understands that every business has specific needs and goals to meet. To cater to the needs of this business we designed a customizable automation workflow for different departments within the client organization. This allowed the system to adapt to different form submission rules across various platforms.

Ensuring data security and compliance

To maintain data security, we have implemented encryption protocols for storing sensitive information. We followed the industry's best practices to handle client data across forms

Results

Our form submission automation solution delivered transformative results for the client. More details about the impact we created:

80% reduction in time spent on form submissions

Tasks that once took hours were completed within a few minutes. This frees up the employee to dedicate their time to more strategic activities. We have also automated the repetitive task to save constant form submissions.

Enhanced accuracy

Automation reduced manual errors and ensured all submissions were consistent and reliable.

Streamlined operations

The integration strategy with Airtable and other tools improved the process of data handling. Thus, making the workflow smoother from data entry to form submission. All the data is stored centrally for smooth access.

Cost savings

Automating the repetitive tasks helped the client reduce labor costs and improve overall efficiency.

Beyond proving a successful solution for this particular client, this works perfectly for any business or individual grappling with similar challenges. Whether it is about automating form filling for administrative tasks, managing client information, or submitting regulatory documents, web form automation can help achieve consistent, reliable, and scalable results.

Managing finances across platforms like Fiverr, Payoneer, Upwork, and others can be challenging, as each offers unique payment methods, processing fees, and transaction timelines. If your agency or organization uses these tools, you're likely familiar with the difficulty of maintaining a clear financial overview and cost tracking over time. Constantly juggling multiple invoices, cross-platform transfers, exchange rates, and more can lead to errors and inefficiencies.

Let’s find out how management software for agencies can streamline operations, enhance data security, and improve the overall efficiency of managing transactions on multiple platforms.

Key Challenges Faced By An Agency

Here are the major challenges one of our clients faced.

• Managing financial data from multiple sources caused disparity in consolidating payments from different sources and resulted in inefficient budgeting and reporting.

• One of the biggest challenges the agency/client faced was in terms of managing transactions across multiple platforms, project budget management, high payment processing fees of multiple platforms, and accessing detailed transaction histories.

• Other urgent issues were safeguarding private data and adhering to data security laws.

• Routine manual tasks and a lack of automation were draining time and resources, especially when they had to compile records from different sources. This impacted financial accuracy and led to frequent corrections.  

• In the end, they didn’t have the agility to scale, especially when transaction volumes increased.

Conclusion

The challenges of managing transactions across multiple payment gateways highlight the need for a tailored centralized dashboard and team task management app or tool. You can eliminate inefficiencies, ensure secure handling of financial data, and reduce manual errors through automation, data encryption, and compliance. Eventually, you’ll not only be able to simplify financial management but also enable your team to focus on core business operations and activities.  
If you're running an agency, assess your processes and start optimizing for better results.

Get in touch with Relu Consultancy today!

Approach, Strategies & the Solution

Here’s how we relieved their problems of consolidating payment processes and automating workflows.

• We enabled the consolidation of payment data into a single dashboard for seamless transactions. This agency management system involved connecting multiple payment gateways via standardized APIs, automatically fetching data from multiple sources in real-time, and converting different payment data formats into a standard structure.

• With a centralized dashboard, we aggregated payment data from different payment gateways, ensuring a complete view of all transactions. Key features of this dashboard included real-time data consolidation, advanced filters to segment transactions, and comprehensive reports on payment trends.

• We streamlined repetitive tasks related to payments with real-time reconciliation, recurring payment triggers, and tax and invoicing automation.

• We implemented data security measures, including end-to-end encryption to ensure trust and compliance with GDPR and PCI DSS and multi-factor authentication (MFA).

Results and Impact

A centralized financial management system helped the agency eliminate 30% of operational costs, reduce the time required for financial reviews by 50%, and improve accuracy by 95%. Automated workflows minimized the need for manual labor, and streamlining processes with budget management eliminated redundancies. Eventually, they completed audits and reporting in days instead of weeks.

They gained quick access to financial reports and summaries. Real-time insights into cash flows, expenditures, and revenues promoted financial transparency, allowing the top management to make informed decisions quickly. They also seamlessly managed a significant increase in transaction volumes without delays and errors.

There were zero security breaches and sensitive financial data remained secure with encryption and compliance with global standards.

Practical Advice for Agencies

If you too use multiple tools to handle payments and transactions and are struggling with the complexities involved, here’s some actionable advice to optimize financial operations.

• Conduct a comprehensive audit of your financial processes, including workflows and costs. It’ll help you identify inefficiencies and weaknesses in the current system. You can document these findings to create a roadmap for improvements.

• Where possible, automate financial processes to reduce errors, save time, and enhance efficiency. Some common processes you can automate include billing, invoicing, payment tracking, and expense management.

• Leverage APIs for seamless data integration to avoid fragmented financial data. In addition to centralized data management, you can also achieve improved reporting and enhanced accuracy.

• Implementing robust security measures is essential. A single data breach can beget huge losses and damage your organization’s reputation. You can use data encryption, limit access to financial data, and conduct regular security checks.

Actionable insights are essential for effective marketing strategies. Although Instagram is a hub for visual content and data, extracting and leveraging this data presents a challenge. However, using a sophisticated Instagram scraping tool can help people and companies better understand audience behavior, monitor competitors, assess performance, and identify trends. That’s exactly what our IG scraper needed.

This case study will explore the challenges our client faced in extracting data from Instagram and how our IG scraper tool improved competitor analysis and increased lead generation.

Challenges and Analysis of Client’s Needs & Objectives

Challenges:‍

• Instagram's restrictive data policies and frequent updates made it challenging for the client to access information about the competitors’ followers.  

• Tracking ever-evolving follower metrics was not only crucial but also increasingly complex. Traditional manual methods failed to provide real-time insights at scale, creating significant gaps in competitor analysis and leaving opportunities untapped.

• Identifying valuable insights became challenging with large and unstructured datasets. Extracting important data required advanced filtering and processing functionalities.  

Client Needs & Objectives:

• The client needed an Instagram scraping tool to gather detailed information about their competitors’ followers, including their usernames, recent activity, engagement frequency, etc., to understand their social media marketing strategies and analytics.
• Competitor analysis should provide a clear roadmap to enhance marketing strategies, including crafting tailored content and campaigns to attract high-value prospects and convert competitor followers by addressing unmet needs.
• The Instagram scraper tool should be flexible and scalable so users can scale it as their follower counts and data demands grow. It should be able to process a large volume of data without compromising accuracy or speed.
• It should also be able to scrape Instagram followers and identify trends in age groups, locations, and interests of followers to support detailed demographic segmentation.
• The Instagram follower scraper should work transparently and comply with Instagram’s terms of service, privacy guidelines, and other legal frameworks.  

Conclusion

Our IG scraping tool unlocked in-depth audience insights and helped the [client name] refine their marketing strategies. They noticed exceptional results, including increased engagement, higher conversions, and enhanced customer loyalty. In the future, the client plans on using this tool to gain a holistic view of digital trends.

AI-powered analytics for predictive engagement strategies will further amplify this tool’s value, giving individuals and businesses alike immense agility.

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Solution

Social media data scraping tools use advanced technologies to ensure efficient data extraction, storage, and processing. Commonly used technologies include scraping frameworks, scalable databases for unstructured and relational data, and processing tools.

• Firstly, we designed the Instagram data scraping tool for ethical data handling. We implemented measures to ensure it extracts only publicly available data, prevents data misuse, and refrains from unauthorized access. We also made sure it meets privacy guidelines by anonymizing user identifiers and avoiding personally identifiable information (PII). During data storage and transfer, it implements secure data encryption.

• Our Instagram data scraping tool comes with user-friendly dashboards to visualize important insights. Different metrics are displayed with bar charts and heat maps, and interactive graphs highlight engagement metrics to identify high-performing content. We also added a feature to visualize conversion analytics to reveal potential leads and users more likely to convert.

Tool Features and Functionality

Here’s a complete breakdown of the core features and functionalities we added to our specialized social media data scraping tool.

• Instagram Profile Analysis: Gather comprehensive details about followers, including engagement patterns, user profiles, recent activities, and other actionable metrics, providing valuable insights into audience behavior.  

• Automated Data Structuring: Implement dynamic data organization systems with advanced sorting and filtering capabilities, enabling efficient bulk data processing for seamless analysis and reporting.  

• AI-Powered Features: Utilize artificial intelligence to deliver strategic recommendations, leveraging insights from competitor analysis to inform decision-making and optimize marketing strategies.  

Outcomes and Impact

One of the biggest impacts the client noticed with our Instagram scraping tool was in terms of lead generation. They were able to identify high-potential leads by analyzing the customer base of their competitors and pinpointing users who were already engaging with similar brands. This streamlined their outreach efforts and improved ROI with precise targeting of prospects who are more likely to convert.

The client also gained a complete view of follower demographics, content preferences, and engagement patterns with data-driven insights into competitor activity. Tracking these metrics enabled them to refine their content strategy, ensure their marketing campaigns resonated with the target audience, and identify opportunities overlooked by competitors.

Our Instagram scraping tool facilitated smart content creation and targeting for the client. Extracting and analyzing audience behavior helped them understand what resonated with potential customers the most. This led to more tailored and engaging content, which significantly increased interactions and conversions.

Digitalization has opened up multiple channels for companies to reach out to their potential clients and target audiences to expand their reach. However, manual and traditional marketing methods are less effective when clients expect personalized and unique campaign strategies. As a marketing company, imagine creating personalized marketing campaigns for each of your leads to showcase your expertise with a motive to convert them into your client base.  

Sounds too time-consuming, right? One of our clients faced the same thing who caters to dental institutions to enhance their online presence and boost conversion rates using digital marketing tactics. Targeted podcasts are emerging as a powerful tactic to gain consumer’s attention and increase engagement rates.  

Dental clinics often struggle with time-consuming podcast creation and high costs. However, this process could be digitalized entirely and drive revenue growth with AI-based data scraping solutions.  

Project Overview‍

The client’s primary objective was to create personalized landing pages for dental care organizations and clinics. They wished to feature tailored podcasts that described each institution on the landing page.  
While business automation with AI can streamline the creation of landing pages for personalized marketing, the main challenge lies in producing high-quality, cost-effective, and dynamic podcasting.
Below, we combine challenges related to manual podcast recording and data extraction for automated podcast creation.  

Challenges in Podcast Recording and Production

From issues faced in podcast recording and production processes to collecting data of dental organizations, here are the challenges that lead to the development of dynamic podcasting solutions:

1. Balancing Information with Promotional Content :
   Dental consumers prioritize informative content over promotional material, which makes it crucial to craft value-driven and engaging narratives. In a Pew Research Center podcast listener survey, 74% of all podcast consumers also stated that the main purpose of listening is to learn new things, indicating a clear preference for content with teaching objectives.
2. Maintaining High Production Standards : 
   Issues like poor sound quality, background noise, and inconsistent audio levels can reduce listener engagement by a great percentage. Post-production editing is also a significant component of podcast production costs. It often requires substantial time and resources.
3. Expensive Setup and Resource Allocation :
   Professional podcasting equipment costs can vary widely. On the low end, you can use a simple USB microphone that costs $50. From there, you can spend up to $2,000–$3,000 on studio-grade microphones and audio mixers. These expenses make manual podcast production unsustainable for businesses aiming to scale operations.
4. Time-Intensive Manual Processes : 
   Creating and editing podcasts manually can take 20–40 hours per episode. It leads to massive and annoying delays in campaign launches and limits scalability.
5. Data Collection Complexity : 
   Approximately 98.9% of all websites use JavaScript as a client-side programming language, which can complicate data extraction through conventional methods. Besides, most of the time, the data we need are enclosed in PDF or HTML format with inconsistent structures, which makes organizing the data for podcast production difficult.
6. Non-Standardized Terminology : 
   The use of different terms by different websites complicates the formation of a standardized database. Such variability does not present a well-defined standard for structured information extraction and, therefore, results in errors. To achieve effective message sending and receiving, ensuring data duplication is avoided and maintaining the completeness of the received data becomes vital.
   
   Podcast data duplications or missing values distort the accuracy and quality of mouth podcasts, which in turn requires extra data cleaning & validation episodes.
7. Time-Intensive Data Scraping : 
   Collecting data through multiple dental clinics can be tedious and cumbersome. This leads to prolonged delays in campaign launches and implies many operational complexities. Solving these issues implies establishing a plan of work that can help choose the best technologies for effective data gathering, decrease production costs, and improve the quality of the content.
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   These challenges are common, and they also hindered our client’s efforts and impacted their podcast recording and production processes.‍

Conclusion

With the help of automated podcast creation, businesses can ensure continued, consistent and constant steady revenue growth with the quality and degree of personalization that these advertisements will need to keep dental readers interested.

Relu’s team can also transform your business into an effective, fully scalable market using the power of AI podcast solutions. Take the next step toward innovation and growth today!

Technology Used to Create AI-Powered Dynamic Podcasting

Solution

Airtable | Python | OpenAI API | NotebookLLM| React  

Our Strategy for Creating High-Quality Podcasts

Here’s how Relu designed and implemented an agile and intelligent dynamic podcasting tool that includes data collection and podcast generation.

• We employed Python scripts such as BeautifulSoup and Selenium to scrape data from dynamically loaded and complex website structures common with JS-dynamic content, achieving 95% accuracy.  

• The extracted data was curated by removing duplicates and applying data validation rules; missing values were handled using AI algorithms' missing value functions.  

• These findings were then translated into another data organization structure format that fit podcast specifications and classified into structural databases that facilitated querying and integration, employing Airtable and relational data warehouses.  

• OpenAI API was used to generate personalized scripts while ensuring consistency and quality in the language used.  

• For podcast production, data was encoded in JSON and CSV formats for NotebookLLM-compatible bulk podcast script generation.  

• The final audio was created using NotebookLLM, where the voices were auto-generated and auto-refined.  

• Moreover, React frameworks were employed to develop fully functional landing pages with integrated podcasts to increase click-through rates and retention for dental clinics.

Results and Impact

Relu’s dynamic podcast solution, powered by advanced AI tools, the client achieved the following measurable results:

• 300+ personalized podcasts produced within three months compared to six months using traditional methods.

• There was a 52% increase in user retention rates, a boost in listener retention, and a 79% rise in click-through rates on landing pages.

• Annual cost savings of 1 million USD, achieved by reducing reliance on manual labor, expensive equipment, and post-production editing.

• Scaled operations to serve 300+ dental clinics annually, significantly enhancing engagement and revenue growth.

Why Switch to an Automated Podcast Solution?

Any business can benefit from an automated AI podcast solution by leveraging advanced technologies such as Python, NotebookLLM, OpenAI API, and React. This solution automates the entire process from data extraction to final podcast creation, eliminating the need for manual intervention.  

The use of AI podcast solutions relieved many endeavors and operating costs that defined the creation of podcasts earlier. Key benefits included:

1. Efficient Data Collection : 
   When it came to issues surrounding scraping dental office websites, Python scripts, and AI algorithms proved useful in sidestepping those problems with JavaScript. We also learned that processing and normalizing information from dental organizations which are often embedded in PDFs or messy HTMLs, AI-driven data scraping and algorithms provide high data cleaning accuracy.
2. Cost Reduction : 
   Since podcasting was fully manual before working with the client, the automated implementation allowed the client to cut around 40% in equipment and editing costs per year, a huge decrease in operating costs. Through automation, manual labour time was cut by 60%, allowing the team to prioritize more on a higher-value area of work.
   

How to boost your E-Commerce Sales with Automated Product Listings?‍

The project is about to achieve the goal of automating the product listing process. The user has a Shopify store and the challenge is to enhance the efficiency with data enrichment and automation. By using advanced data scraping techniques, Relu has provided a streamlined solution that saves time and increases client listing accuracy and quality.

Challenge

The client has a growing e-commerce business on Shopify. They struggled to keep the manual product data entry as the process was time-consuming and faced a lot of errors. The team was challenged by maintaining accurate and updated product listings, especially during the inventory expansion.  

Moreover, while enriching product data they have to add details like specifications, pricing, and description for each which is again a tedious process. A solution was needed to streamline the product listing and ensure consistency across the catalog.

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Universal support

Relu eCommerce automation solution is flexible and can be used in various e-commerce platforms. This approach is beneficial to other businesses facing similar challenges like catalog accuracy, and data management.

Relu Solution: Automated Product listing with Shopify data scraping

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Overview

The team implemented a Shopify data scraping solution that automated collecting, organizing, and enriching product data from multiple resources. We also built a custom scraper that extracts the essential product information and structures to match Shopify’s format. With this, we have also integrated data enrichment while adding details of products like descriptions, pricing, and tags. This gave a completed and cohesive product catalog and was ready for launch.

Custom data scraper development: A custom scraper was put into place to capture critical product information. it is then formatted according to Shopify unique product listing structure.

The scraper is used to integrate multiple data sources for a more holistic view of product details.

Enhanced product details: To improve customer experience, Relu has also incorporated data enrichment into the scraping process. This system will automatically add valuable information to the product like in-depth descriptions, comprehensive specification and optimized tags. This process enhances the product visibility on Shopify and also in search engines.

Results

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Overview:

Our eCommerce automation solution reduced the time and effort the client spent on product listing. The automated product listing also ensured the sharing of details of new products to the consumer at the right time. This automation ensures data accuracy, and up-to-date listings with minimal oversight.  

The demonstrated results of the product data scraping solution are adaptable to any e-commerce business facing the mentioned challenges. With the help of e-commerce data scraping by Relu, any business can benefit from increased efficiency and improved sales points.  

Reduced manual entry: With the automation of product listing, the client found a significant reduction in time and effort. This saving helped clients to focus on other critical areas of business.

Increased data accuracy and consistency: The automated scraping solution reduced the human error and led to preparation of accurate product catalog. This consistent listing gained customer trust and contributed significantly in effective inventory management.

Better customer experience: The enriched data helped the customers to view comprehensive product information. This made shopping more informed and enjoyable. Moreover, automation ensures that new products are listed in real time giving immediate access to customers.

Project Overview‍

Over 75% of Americans face challenges in effectively managing their personal finances.  

Now more than ever, Americans want to gain greater and more detailed insights into their spending habits.

This case study explores how we helped mastercard  track and monitor daily credit card expenses, providing them with more visibility and control over their financial habits.

Objectives and Goals

Here are the key objectives and goals mastercard  wished to achieve with an advanced budget control solution:

• Our client wanted a clear picture of daily and monthly spending.  

• It was essential for them to understand their financial habits better and identify areas where they could save more.

• They wanted to reduce the time they spent manually tracking expenses. It would also free up more time to focus on their financial goals.  

Challenges and Pain Points

The client faced several challenges that highlighted the need for a more efficient budgeting tool. Some of these were:

• Inconsistent Expense Tracking: Manually tracking credit card expenses often led to missed entries and incomplete and incorrect financial records.  

• Complexity in Financial Reporting: The client couldn’t clearly understand their spending habits and how they aligned with their monthly budget.  

• Time-intensive Manual Processes: Our client’s ability to maintain an accurate budget was significantly impacted by manual recording.

Conclusion and Future Plans

Implementing an advanced and automated budget control and expense tracking system proved quite beneficial for the client. It helped them gain control over their finances and make proactive financial decisions. With the reduction in manual tracking tasks, they could focus on more important aspects of financial planning.  

Though we implemented this tool for an individual client, we can also tailor it for different organizational needs.  

Solutions Provided

To address these issues, we provided the following solutions:

• Automated Expense Tracking
  The client provided us secure access to their credit card expense data, giving us accurate insights into their financial habits and enabling the setup of an automated expense tracker. This automation was essential, as the client, a business owner with frequent travel, had varied spending across locations using a single card for both personal and business transactions. With automation, each transaction was recorded instantly, eliminating the risk of missing data and ensuring the client had a complete, accurate, and continuously updated expense record.
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• AI-Driven, Daily Expense Categorization
  We asked ourselves: How could we simplify this for the client? To make financial reporting more accessible, we implemented an AI-powered system to categorize transactions by expense type. Categories like ‘Entertainment,’ ‘Groceries,’ ‘Utilities,’ and ‘Travel’ were automatically generated, allowing the client to see a clear spending breakdown. This categorization also provided a detailed financial profile, helping the client understand their spending patterns and quickly spot high-expenditure areas, ultimately supporting their goal of informed budgeting and greater visibility into their habits.
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• Automated, Insightful Report Generation and Analysis
  Our system went beyond categorization, generating insights by analyzing spending patterns and pinpointing high-expenditure areas. The client wanted to eliminate manual tracking, so we introduced an automated daily email report, offering a concise, clear overview of spending patterns. This routine report allowed the client to passively monitor transactions, while our automation continued to track spending trends and identify emerging patterns, supporting their long-term financial planning goals.
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• Multi-Frequency Report Alerts
  To keep the client consistently aware of their spending, we implemented personalized daily, weekly, and monthly reports with alert notifications. These prompts made it easy to track short-term spending and observe broader trends, enabling the client to adjust spending as needed and supporting their long-term financial planning goals.

Results and Outcomes

The client achieved the following outcomes:

• Through the daily report, they noticed an average daily spend of $50 in the first month. This was broken down into different categories, such as groceries ($20), entertainment ($5), dining out ($10), etc. The client also made some occasional larger expenses, like $100 on weekends.  

• Our advanced budgeting helped them realize that by the end of the month, they had spent $1500 on their credit card. Out of this amount, $400 was spent on dining and entertainment when they had originally planned to spend $300 on these categories.

• Eventually, the client could adjust their budget and cut back on discretionary expenses the following month. It helped them save an additional $150. They also gained a clear understanding of how to reach their goal of saving $500 monthly.