Bringing Order to Creativity: How The Vault Stock Transformed a Disconnected monday.com Setup into a Streamlined Workflow Powerhouse.
The Vault Stock is a dynamic photography business offering a modern alternative to traditional stock imagery. Through their membership platform, customers gain access to a curated library of high-end, design-focused images. The business also offers custom photo shoots and AI-generated image shoots tailored to each client’s brand.
But behind the stunning visuals, the team was struggling with operational chaos. Their existing monday.com account had become a dumping ground for ideas, clients and tasks—with no workflow structure, no automations, and no clear way to track progress or next steps.
The Vault Stock engaged Journee Consulting to rebuild their monday.com from the ground up—creating clarity, workflow consistency and automation across every part of the business.
Before partnering with Journee, our monday.com was chaotic — scattered ideas, no real workflow structure, and way too much manual admin. We were constantly juggling leads, contributors and client projects without a clear system to support us.
Journee changed everything.
They took the time to understand exactly how we work and built streamlined, automated workflows that now run our business end-to-end. Our leads flow in automatically, quotes and projects are tracked clearly, contributor submissions are handled effortlessly, and our publishing process is finally organised.
We now have full visibility, less admin, and a system that genuinely supports how we operate. The weekly build sessions kept the project manageable and ensured the setup was tailored perfectly to our needs.
Working with Journee has been one of the best decisions we’ve made.
We finally feel organised, supported and set up to scale.
– Allira & Kate, The Vault Stock
Services | Software | Results
Services Delivered
Full monday.com audit & system review
Workflow design (sales, quoting, projects, contributors, publishing & finance)
monday.com blueprints with automations
Systems architecture for contributor management
Board set up & visual structuring
Weekly implementation workshops
Team training and handover documentation
Software Used
monday.com Work Management (centralised workflows, project templates, reporting)
Zapier (integrations with Squarespace & Typeform)
Squarespace Forms + Typeform (lead, contributor and submission capture)
Key Results
Clear, structured workflows replacing a chaotic system
Automations that reduce manual admin for sales, contributors and publishing
Streamlined project setup using automated templated boards
Transparent status tracking across every part of the business
Improved contributor experience with automated communication
Centralised expense and finance tracking for oversight
Weekly iterative rollout, reducing overwhelm and ensuring adoption
Project Overview
The Vault Stock had a powerful creative product but an equally powerful operational problem. Their monday.com account lacked:
Clear workflows
Automation
Visibility over leads, quotes, contributors, projects and content
A structured system over leads, quotes, contributors, projects and content
Accountability and assignment of tasks
The directors needed a setup that:
Reflected how the business actually operated
Reduced manual admin
Ensured nothing fell through the cracks
Supported scaling their custom services
Provided transparency and confidence across the entire business workflow
Journee Consulting began with a full audit to identify gaps and create a blueprint for a new end-to-end operational system.
Project Execution
1. Lead Capture & Sales Workflow
Journee re-engineered The Vault Stock’s lead process to eliminate manual entry and repetitive communication.
Leads now flow in automatically from the website and Typeform via Zapier
A dedicated Leads board was created with structured stages and ownership
Email automations were set up to respond with pricing, details and next steps
Directors can now instantly see where every lead sits in the pipeline
This created a clean, predictable sales workflow and dramatically reduced admin time.
2. Quoting & Payment Workflow
To separate sales from transactional lead management activity, Journee created a dedicated Quoting board.
Qualified leads are automatically moved from the Leads board
Directors can focus on quoting, follow-ups and payment tracking
Statuses clearly show where each quote and payment is up to
No more manual chasing or losing track of who needs a follow-up
This created clarity between early-stage leads and later-stage sales activity.
3. Automated Project Template Boards
Once payment is received, a full project board is automatically generated.
The templated board:
Removes the need to recreate checklists manually
Outlines every step required for a client shoot
Assigns responsibilities and deadlines
Allows 90% of work to follow a consistent workflow
Still allows customisation for unique jobs
This gave the team consistency, accountability and structure—without extra admin.
4. Contributor Management Workflow
The Vault Stock receives high volumes of submissions from photographers wanting their work featured.
Journee created a dedicated contributor pipeline:
All contributor submissions feed into monday.com via website (Sqaurespace) or Typeform
The team receives instant notifications of new submissions
They review the portfolio, update approval statuses, and the contributor is automatically notified of their outcome
An index system was created using tags to identify:
suitable image categories
future opportunities
upcoming content needs
This system streamlined decision-making and automated all communication with contributors.
5. Contracting & Onboarding Contributors
When a photographer is selected, the team uses an internal update form to gather critical details:
Contract requirements
Payment information
Invoice details
Statuses drive the workflow so nothing gets missed, and the team can easily see what's awaiting follow-up.
6. Publishing Workflow for New Content
Once content is delivered by contributors:
A structured workflow guides the team through reviewing, scheduling and publishing
Responsibilities and deadlines are automated
Statuses ensure visibility: what’s ready, what’s in review and what’s published
Nothing gets lost, delayed or overlooked
This system supports smooth, repeatable publishing operations.
7. Financial Tracking & Admin Oversight
Journee also created a simplified finance oversight area:
A transactions board to track expenses and upcoming payments
Storage for receipts and documentation
Access for their accountant for streamlined financial management
This consolidated admin tasks and removed the need to chase emails and documents.
8. Visual Architecture & Weekly Implementation Approach
Boards were visually redesigned into clear groups, making navigation simple and intuitive.
To avoid overwhelm, implementation was rolled out through weekly workshops:
Each week focused on one workflow
The directors explained how they wanted the system to work
Journee built it, reviewed it with them the following week, and refined it
Then moved onto the next workflow
This collaborative cadence ensured the system matched the business perfectly and maintained momentum.
Project Results
The Vault Stock now runs on a clean, transparent and automated operational system.
Clarity & Structure
Scattered tasks and ideas were replaced with defined workflows and accountability.
Reduced Manual Admin
Automations now handle repetitive emailing, status updates and task assignment.
Efficient Contributor Management
High-volume submissions are now processed quickly and consistently.
Streamlined Project Delivery
Templated project boards ensure consistent delivery and eliminate manual setup.
Improved Visibility
Directors can instantly see the status of leads, quotes, projects, contributors and publishing.
Stronger Financial Oversight
A simple finance hub keeps all expenses and receipts organised.
Scalable Foundation
The system was built to grow alongside the business and support future offerings.
In short, Journee Consulting transformed The Vault Stock’s monday.com from an unstructured idea dump into a fully integrated, transparent and scalable operational ecosystem—empowering the business to grow efficiently and creatively.
Unsure if monday.com Is Set Up Right? Begin With an Audit.
If your monday.com feels messy, overwhelming or underutilised, you’re not alone.
Just like The Vault Stock, the best place to begin is a comprehensive audit review — so you can see what’s working, what’s not, and what’s possible.