How Zen Aegis Saves Clients 40+ Hours a Week With Secure, Automated Portal Software

Collaboration Sparks Business Innovation for Zen Aegis

Kody Foringer began his journey with Copilot nearly four years ago when a client for his firm Copper City Marketing needed a simple client portal for document signing and invoicing. What started as a solution for a single use case quickly became Kody’s software of choice for managing client operations both internally and externally. Now partnered with Robert Prochnow and the Zen Aegis team, the organization benefits from a transformational model that combines integrated fractional executive leadership (CRO, CMO, and beyond) with the technical infrastructure and hands-on execution needed to drive real outcomes. Unlike traditional consultants, Zen Aegis embeds as a strategic partner—delivering both vision and velocity.

“We look at the website as a hub for revenue operations,” says Robert. “How clients engage on the front end, how that translates into sales… we offer a full holistic approach to integrating from a leadership standpoint and embedding within small businesses.”

Their clients have ranged from nonprofits to healthcare organizations to technology companies, all looking to discover cost-effective strategies to improve their business bottom line with better workflows and automations.

But just like their clients, the team behind ZenAegis needed more than what Kody described as “an eclectic bunch of software” for managing their operations. “I think I was using DocuSign for document signing, Office 365 for shared folders, and maybe Intercom for messaging,” recalls Kody of his earlier software suite.

The limitations of these disparate tools became clear as their own clients wanted more personalized, secure experiences and automated efficiency. Copilot is the solution that ZenAegis adopted and offers to meet these needs.

Custom Client Portal Software Solutions with Integrations

ZenAegis runs its own client portal through Copilot. But when their customers stand to benefit from a white-label customer portal solution, Robert and Kody have built and managed their clients’ secure portals through Copilot’s software.

”Copilot saves us from coding a whole portal solution,” says Robert. With their healthcare clients where patient privacy is paramount, “we can implement a HIPAA compliant customer portal with Copilot quickly if they have the need.”

Through robust Zapier integrations and API integrations, ZenAegis uses Copilot to build tailored customer experiences and automate backend processes. “We use Zapier as our main automation tool,” Kody explains, which integrates with Copilot automations and API to allow them to automate complex workflows for any client in any industry.

“I would say the biggest value-add right now that stands out to me is saved time through leveraged automations,” Kody says. The team has built smart workflows that dynamically adjust portal visibility based on the type of client, sync client responses to task management software, and even trigger SMS updates through integrated booking systems.

90% Time Saved and Creating Lasting Value with Clients

The most dramatic transformations that ZenAegis has been able to deliver thanks to Copilot include for a nonprofit client running an apparel line for children in need. Robert shares that they experienced an astonishing 90% reduction in manual data entry time after switching to digital forms via Copilot’s portal solution.

“It probably took them like four hours a day to do manual data entry,” Robert said. “And with Copilot, I think it takes like 15 minutes now.”

The team estimates that some of their clients are getting back 40 hours a week by automating processes around onboarding, data collection, approvals and application review.

Internally, Copilot has empowered ZenAegis to scale without growing headcount, making client management a transparent and seamless process. Clients submit project requests to ZenAegis directly through the portal and can track progress in real time. “It saves a ton of time and boosts customer satisfaction,” says Robert.

As they grow, ZenAegis continues to recommend Copilot to clients across industries—offering them the same efficiency, transparency, and professionalism they’ve come to rely on themselves. “Copilot saves us from building custom portals from scratch,” says Robert. “We can go fast and create lasting value for the businesses we serve.”