Belay Scales Virtual Staffing with Salesforce and CUBE84
100% automation of CSC assignment with round-robin logic
Product activation, deactivation and fee updates automated to cut errors and save time
Unified System, connecting HR, Finance, Talent, and Client Services
AI-powered contractor match finder reduced placementtime from hours to seconds
Belay is a U.S.-based virtual staffing company offering high-impact solutions like virtual assistants, accounting services, and social media management. Rooted in faith-driven values, Belay’s mission is to “Glorify God by providing solutions that equip our clients with the confidence to climb higher.” By matching leaders and organizations with expert remote talent, Belay helps clients offload operational load and focus on growth.
Belay’s rapid growth was putting significant strain on its operations. The tools and processes that once worked were no longer keeping pace with expanding client needs and service offerings.
The challenges went far beyond inefficiency. They risked client satisfaction, staff morale, and Belay’s ability to grow confidently.
Together with Belay, we set our sights on outcomes that would matter most to their people and their clients. One of the first priorities was simplifying how Client Success Consultants were assigned. Previously, it required careful balancing of availability, leave schedules, workloads, and service lines. With automation in place, those hours of manual coordination became an instant, transparent process, allowing staff to devote more time to supporting clients rather than juggling logistics.
From there, we turned to product management. Activating and deactivating products had been a repetitive task that often carried risk if dates were missed or entered incorrectly. By automating these changes, invoicing and revenue recognition became seamless, accurate, and worry-free. We extended this thinking to Belay’s annual fee increases. What used to be a time-consuming cycle of manual calculations and updates was rebuilt into a system that automatically applied percentage increases, adjusted product end dates, and added new records as needed. It gave staff back time and removed the chance of error.
We also recognized that the structure of Belay’s Salesforce environment itself needed to evolve. Many automations had grown piecemeal over time, scattered across workflows and process builders. We worked to consolidate them, reimagining 90 percent of Belay’s key features within Flows. The result was not only easier to maintain, but also scalable, giving Belay a future-ready foundation for growth.
Finally, we focused on one of Belay’s most important functions: matching contractors to clients. Placement coordinators had been tasked with scanning through hundreds of profiles, weighing skills and fit by hand. We created a two-tiered solution — a contractor matching tool for quick lookups, paired with an AI-powered agent capable of analyzing the database and recommending the best fit in seconds. Coordinators now work with greater speed and confidence, ensuring every placement is strong.
The impact of these changes was felt almost immediately. What once required hours of coordination now happened behind the scenes, with Salesforce quietly keeping Belay’s operations moving. Teams gained efficiency. Those who had been spending time on spreadsheets and repetitive updates were suddenly able to focus on clients, strategy, and higher-value work. It restored energy and purpose to the workday.
Client Success Consultants began receiving assignments instantly and fairly, removing bottlenecks and helping them step into client engagements without delay. Finance and operations teams no longer worried about missed product dates or fee increase errors. With the required automations in place, the system carried those responsibilities reliably, ensuring invoices were accurate and revenue was tracked without a second thought.
For leadership, the transformation was just as powerful. With processes automated and data centralized, dashboards finally reflected a clear, trustworthy picture of the business. Decisions that once involved reconciling multiple reports could now be made with confidence in real time. Leaders gained the visibility they needed to steer growth, not chase after it.
Perhaps the most visible change came with contractor placement. Coordinators, once burdened by manual searches, could now identify the best fit for a client in moments. The AI match finder gave them the confidence to know that every recommendation was rooted in data, not guesswork. This not only saved time but also strengthened the relationships Belay is known for, ensuring clients experienced the same quality and care even as the organization scaled.
