How We Streamlined Client Billing & CRM Operations with Monday.com and Stripe Integration

About the Company

Our client is a fast-growing online fitness coaching brand based in the U.S., offering personalized training and meal plans to individuals worldwide. With over 10,000+ active clients and a growing team of trainers, the company needed a better way to manage client onboarding, subscription billing, and coach assignments — all in one place.

Summary

Monday.com and Stripe Integration

The client, a fast-growing online fitness coaching brand, faced challenges with manual billing, scattered CRM data, and delayed client onboarding. We implemented an integrated solution using Monday.com CRM, Stripe, and Make.com to automate client payments, onboarding, and subscription management. The integration allowed real-time syncing between Stripe and Monday.com, triggering workflows like coach assignments and renewal reminders. Within 30 days, they reduced manual work by 40%, improved visibility across teams, and decreased churn by 35%. This case highlights how CRM and billing integration can significantly enhance operational efficiency in service-based industries like fitness coaching.

Customer Challenges

Before reaching out to us, they faced several operational roadblocks:

• Manual billing headaches: Client payments were handled manually using Stripe, leading to delayed invoices and missed renewals.
• Scattered CRM data: Customer details were stored in spreadsheets, Slack threads, and emails.
• No centralized system: Sales, admin, and coaches operated from different tools, leading to miscommunication and a lack of visibility.
• High churn risk: With no automated reminders or alerts, clients often dropped off due to billing lapses or onboarding delays.

They needed a CRM system that integrates billing with operations — fast, scalable, and automated.

Solution

We implemented a seamless integration using Monday.com CRM, Stripe, and Make.com to bring automation, structure, and transparency into their operations.

Implementation Steps

Setup Monday.com CRM Boards

• Built custom pipelines for lead tracking, client onboarding, and renewal management.
• Designed dashboards for coaches, sales, and finance teams.

Stripe Integration via Make.com

• Made connection between Stripe and Monday CRM to do automation in clients management on payment receiving.
• Setup real-time status updates on Monday (e.g., Payment Received, Subscription Active, Renewal Due).
• Enabled automated invoice tracking within Monday CRM dashboards.

Automation Highlights

• Auto-generate new deal items when a user completes a Stripe payment.
• Trigger coach assignment and welcome email after Stripe payment confirmation.
• Set up renewal reminders 7 days before subscription end date.
• Alert finance team for failed transactions or payment disputes.

Custom Views & Filters

• Created views to show “Active Clients,” “Pending Payments,” “Trial Users,” and “Churn Risk.”

Results

Within 30 days of implementation, The client saw tangible improvements:

• 40% less manual work for the finance team
• 100% visibility into client payment and subscription status
• Faster onboarding — welcome email + coach assignment within 10 minutes of signup
• Reduced churn — automated reminders cut down failed renewals by 35%
• Improved collaboration across sales, trainers, and billing with centralized CRM

Technology and Tools Used

Monday.com, Stripe, make.com

Final Words 

After Monday.com CRM and Stripe integration, CloudCache Consulting transformed their back-office operations and gave both clients and team members a smoother experience. From payment to personalized coaching — everything now runs on automation.

If you're a service-based business looking to align sales, billing, and operations — this setup is a game-changer. Contact us today for Monday.com consulting services or you can also check out our clients’ reviews in Upwork.