What we delivered

PivotalOS: Automation Platform for a Healthcare-Focused Google Ads Agency

Project Overview

PivotalOS is a custom automation platform built for a Google Ads marketing agency operating in the healthcare sector.

The platform automates the creation, management, and optimization of Google Ads campaigns across healthcare clients. By replacing manual workflows with automated systems, PivotalOS enables the agency to deploy campaigns faster, maintain strict compliance requirements, and manage client accounts at significantly greater scale.

The system acts as an operational backbone for the agency, transforming complex campaign management tasks into automated workflows.

The Challenge

Before PivotalOS, the agency relied heavily on manual processes to manage Google Ads campaigns for healthcare clients.

These workflows created several operational challenges:

• Manual campaign creation, requiring significant time and effort for each new client

• Error-prone operations when configuring campaigns, budgets, and targeting

• Manual compliance checks required for healthcare advertising restrictions

• Time-consuming reporting workflows for client performance updates

• High operational overhead per client account

As the agency grew, these inefficiencies made it difficult to scale without hiring additional staff.

Campaign management became a bottleneck for growth.

The Solution

PivotalOS was developed as a centralized automation system designed specifically for managing healthcare-focused Google Ads campaigns.

The platform automates the entire lifecycle of campaign operations—from client onboarding and campaign creation to monitoring, reporting, and optimization.

Instead of manually configuring campaigns, the agency can now deploy fully structured Google Ads campaigns through automated workflows that apply predefined logic and rules.

This ensures campaigns are launched quickly, remain compliant with healthcare regulations, and continuously adapt based on performance data.

Core Capabilities

PivotalOS introduces several key automation capabilities that replace manual campaign management workflows:

Automated Campaign Creation
New Google Ads campaigns can be generated automatically based on predefined campaign structures and client data.

Automated Budget Adjustments
Campaign budgets dynamically adjust based on performance metrics and predefined rules.

Healthcare Compliance Monitoring
Built-in logic checks campaigns against healthcare advertising requirements to reduce compliance risk.

Automated Reporting Dashboards
Client reporting is generated automatically, eliminating manual report preparation.

Campaign Performance Monitoring
The platform continuously evaluates campaign performance and triggers adjustments when needed.

Bulk Campaign Management
Campaign updates and changes can be executed across multiple accounts simultaneously.

Rule-Based Alerts and Automation
Custom rules trigger alerts or automated actions when campaign conditions change.

Advanced Geographic Targeting
The system includes complex custom logic for zip-code-level targeting, allowing campaigns to target highly specific healthcare markets.

Outcome

PivotalOS fundamentally changed how the agency operates.

Key improvements include:

• Campaign setup reduced from hours to minutes through automated onboarding and deployment

• Manual reporting work eliminated through automated reporting dashboards

• Reduced compliance risk with automated healthcare ad checks

• Significantly lower operational overhead per client

• Ability to scale the agency without proportional increases in staff

By transforming manual advertising workflows into automated systems, PivotalOS enabled the agency to operate more efficiently and expand its client base with far less operational friction.

Frontend UI/UX

• Lightning-Fast Navigation: Engineered a modern app shell with Next.js 15 App Router and optimized server components, enabling instant page loads and seamless navigation across 60+ protected routes.

• Responsive Multi-Tenant Design: Developed a pixel-perfect, mobile-first interface with Tailwind CSS, supporting every device from phones to large treatment center desktops, custom breakpoints ensure optimal layouts everywhere.

• Dynamic Landing Page Builder: Built a drag-and-drop visual editor with 30+ modular sections, live preview, and real-time brand color theming using advanced hex-to-RGB conversion.

• shadcn/ui Component System: Integrated 35+ reusable, accessible UI components, ensuring design consistency and ADA compliance across the entire platform.

• Advanced Form System: Delivered 22 specialized React Hook Form components with Zod validation, covering onboarding, settings, and landing page configurations, every field with real-time feedback and error handling.

• Progressive Web App: Implemented full PWA features, offline access, installable app manifest, and resilient UX for healthcare settings with unreliable connectivity.

Backend & Infrastructure

• Multi-Tenant Subdomain Architecture: Architected a scalable subdomain-routing system with Next.js middleware, supporting orgId.pivotalos.com, CNAME custom domains, and strict data isolation per tenant.

• Prisma ORM on Neon Postgres: Built a robust, type-safe database with 15+ relational models, cascade deletes, optimistic locking, and zero-downtime migrations.

• Server Actions at Scale: Implemented 40+ production-grade server actions using Next.js 15 standards, all with uniform error handling and reliability.

• Automated CI/CD Pipeline: Deployed on Vercel with automatic previews, branch-specific environments, DNS management for wildcard subdomains, and edge functions for high-speed landing page delivery.

• API-First Integrations: Developed 6 secure webhook endpoints for Google Ads, Call Tracking Metrics, and Stripe, all with authentication, rate limiting, and robust error handling.

• Type-Safe Data Fetching: Delivered 22 standardized fetcher functions for parallel server-side data loading, optimized for React Server Components.

Authentication & User Flows

• NextAuth.js v5 Security: Launched secure authentication with JWT sessions, bcrypt-hashed passwords, CSRF protection, and httpOnly cookies, auth checks handled at page/layout level for maximum control.

• Role-Based Access Control: Engineered robust RBAC for three user tiers—viewer, editor, super admin, enforcing granular permissions across UI and server logic.

• Multi-Step Onboarding Workflow: Built a guided 16-step onboarding wizard with draft-saving, progress tracking, and Google Ads account connection, optimized for fast facility setup.

User Dashboard & Features

• Comprehensive Organization Dashboard: Deployed an actionable dashboard with live metrics—campaigns, landing pages, ad spend, conversion rates, and quick actions for rapid team execution.

• Landing Page Management: Created a full CRUD interface for 50+ landing page fields, real-time Liquid template previews, and instant publish/unpublish controls.

• Google Ads Automation: Integrated full Google Ads API support, campaign templates, geo-targeting, keyword management, and daily budget controls, automated and accessible.

• Real-Time Analytics Dashboard: Built interactive analytics with Recharts, filterable by campaign and date, with export and month-over-month comparison capabilities.

• Flexible Template System: Enabled treatment centers to select page layouts, customize sections, configure call tracking, and preview brand changes live.

• Internal Task Management: Delivered super admin task assignment, priority tracking, due dates, and automated email notifications for operational efficiency.

Deep AI Integration

• Claude-Powered Content Generation: Embedded Anthropic Claude for AI-driven copywriting, auto-generates high-converting hero headlines, value props, and testimonials per facility, slashing manual effort.

• Context-Aware Marketing Copy: Built a prompt engine that analyzes organization data and outputs tailored, industry-optimized ad and landing page content for SUD centers.

Billing & Payments

• Stripe Subscription Billing: Integrated Stripe for recurring billing, multi-tier pricing, automated invoicing, and secure payment management.

• Google Billing Integration: Connected to google billing for google ads

• Usage-Based Billing: Implemented real-time API usage tracking, visual consumption indicators, upgrade prompts, and automated notifications as clients approach their limits.

DevOps, Monitoring & Reliability

• Local Environment: Built a full setup for rapid local dev, including subdomain routing, seeded databases, and automated scripts for onboarding new devs.

• End-to-End Testing with Playwright: Set up 15+ scenario E2E tests in CI/CD covering all critical user flows, with visual regression and mobile viewport coverage.

How we did it

Next.js App Router
JavaScript
TypeScript
React
Prisma
Vercel
Planetscale
Tailwind CSS
ChatGPT
Claude