Case Study
A quant fund's whole business, in one CEO cockpit
How we replaced a dozen disconnected tools, Google Sheets, Make, Airtable and per-closer trackers, with a single Notion operating system and a GoHighLevel CRM for Kronos, a quantitative crypto trading firm.
Built by Ishan Vats — Certified Notion + ClickUp Consultant, Claude Partner Network, PMP® · 150+ clients · 10+ years
The client
About Kronos
Kronos is a quantitative trading firm that designs and operates model-driven strategies on highly liquid crypto and global instruments. Execution is fully systematic and runs on client-owned brokerage accounts via secure API integration.
Growth runs on three moving parts: a sales team of closers, an onboarding desk, and a quant desk launching trading bots for clients. As the firm scaled, all of it was being run across a dozen disconnected tools, and the CEO had no single, accurate view of the business.
The transformation
From a dozen disconnected tools to one connected system
Every part of the business worked on its own, but nothing connected. Here's the shift we delivered.
A fund on a dozen tools
- Each closer tracked sales in a separate Google Sheet, with no shared pipeline.
- Leads ran Typeform to Make to Sheets to GHL, with no single source of truth.
- Onboarding, capital requests and tasks each lived in their own spreadsheet.
- Critical workflows ran over WhatsApp, where things got lost and no one owned them.
- No real-time CEO cockpit: no accurate view of revenue, AUM or what's overdue.
One Notion OS + GHL CRM
- The whole business runs in one Notion OS: sales, onboarding, trading, finance, tasks.
- Google Sheets is gone from the backend, with no dual entry across the team.
- A GoHighLevel CRM syncs bookings, closes and revenue-by-closer into Notion.
- Sales to onboarding to launch is automated, tasks auto-assigned to the right owner.
- The CEO cockpit shows revenue, active clients, AUM and P&L in real time.
The brief
What success looked like
- One operating system the CEO can read at a glance: pipeline, onboarding, trading, finance and tasks.
- Google Sheets eliminated as the backend, with zero dual entry across the team.
- A real GoHighLevel CRM built from scratch (crypto first, forex next), synced into Notion.
- An automated sales to onboarding to launch flow, with tasks auto-assigned to the right owner.
- A hyper-visual CEO dashboard with real-time KPIs, plus governance so the system gets used.
The approach
Native tools, not a web of glue
Kronos was stitching the front of the funnel together with Typeform, Calendly and Make. We replaced all three with GoHighLevel's native forms, calendars and triaging, so a website form drops a lead straight into GHL. Sales runs in GHL, and the moment a deal closes, the client is onboarded in Notion, where the automations, tasks and onboarding emails all live.
Capture & sales. Native website forms, lead triaging and native booking calendars replace Typeform, Calendly and the Make glue. The whole sales pipeline lives here.
Onboarding & operations. When a deal is won, onboarding runs in Notion: automations, tasks, SOPs and onboarding emails are all triggered from here, one home for the business after the sale.
- Eliminated Typeform: website forms now post straight into GHL.
- Eliminated Calendly: booking runs on GHL's native calendars.
- Less Make.com glue, so fewer integrations to break.
- A won deal flows from GHL into onboarding in Notion automatically.
Before & after
From fragmented to one connected system
We mapped the current state first, every tool, handoff and failure point, then designed the future state the whole team now runs on.
A dozen tools and spreadsheets. Every red flag marks a gap, a manual handoff, or a source of data drift.
One Notion OS plus a GHL CRM. Green marks every step now automated, with a CEO dashboard generated automatically.
The solution
One operating system, built to scale
Notion core databases
Master Task System, Sales Pipeline, Onboarding Pipeline, Trading Performance, Finance and Owner Scorecards, all cross-linked in one connected workspace.
GHL to Notion sync
Bookings, shows, closes, deal amount and assigned closer flow into Notion automatically, so revenue-by-closer and pipeline value are always live, with no re-entry.
Hyper-visual CEO cockpit
One dashboard with booked calls, shows, close rate, revenue, active clients, AUM, overdue tasks, trailing P&L and bots launched, generated automatically.
GoHighLevel CRM, from scratch
Built the crypto pipeline first (forex next): custom fields, statuses, workflows, tags and event triggers, plus a multi-closer native calendar replacing per-closer Calendly. The clean source feeding everything downstream.
Automated sales to launch
A won, invoice-paid deal triggers client and onboarding records, auto-assigns the launch task, and drives the "Bots Launched" finish line.
Onboarding & emails in Notion
The moment a deal closes, onboarding runs in Notion: tasks auto-assigned, 1-page SOPs, and the full onboarding email sequence, all triggered from inside Notion.
Inside the build
GoHighLevel CRM & pipelines
Make.com automations
Notion workspace
CEO dashboardThe consulting value
Hard calls, made honestly
Recommended the harder right
Pushed back on the Sheets-plus-Notion hybrid and recommended Notion-only, removing 40-50% of the complexity and cutting the failure points for the long term.
Built the source, not just the cockpit
Set up the GoHighLevel pipelines, fields, triggers and automations from scratch, so the data feeding the dashboard is clean where it is created.
Killed the glue tools
Replaced Typeform, Calendly and the Make.com middle layer with GoHighLevel's native forms, calendars and triaging, so there are fewer moving parts to break.
Governance so it gets used
A Flow OS governance model, 1-page SOPs and task chat inside Notion mean the system is actually adopted, not abandoned once the build is done.
Ishan rebuilt our whole operation into one connected system, and the difference is obvious. We used to handle around 20 sales calls a week; now the same team comfortably runs close to 100, and the onboarding workflow keeps up without anything slipping. The CEO view is finally accurate in real time.
Tools & stack
What it runs on
Give your business one system to run on.
Tell us where it hurts. In 30 minutes we'll map the system that fixes it, what to build first and in what order. If we're not the right team for you, we'll say so on the call and point you somewhere better.
Free 30-minute call. Honest take, even if that means “you don't need us yet.”