Case study
Limitless
Limitless by Cacao Creative
A Bespoke Platform Powering Subscription-Based Design at Scale
About The Client
Cacao Creative is a design outsourcing studio built for modern marketing teams — offering unlimited creative requests on a flexible subscription model. With a growing global client base and a mission to make high-quality design more accessible, the team needed a digital platform that could match the efficiency and scalability of their service.
The original workflows relied heavily on email and manual admin, creating friction for both clients and internal teams. Cacao partnered with Unity Labs to bring their signature service to life online. The result is Limitless — a bespoke web application that streamlines creative requests, project management, and billing into one seamless experience. It’s more than a tool — it’s the engine behind a bold new way of working.
Overview
Client:
Cacao Creative
Location:
Remote-first, UK-based
Industry:
Creative Services / Design Subscription
Capabilities:
Product Strategy
UI/UX & Prototyping
Platform Architecture
SaaS & Subscription Models
Web Application Development
Ongoing Support & Optimization
Technologies:
Next.js
React.js
Node.js
Stripe
MongoDB
Impact
26%
Increase in gross margin
65%
Reduction in Admin Time
£50,000
Secured in grant funding
The Limitless platform has transformed how clients interact with Cacao Creative — turning what was once a fragmented, back-and-forth process into a fluid, self-serve experience. With a centralised dashboard, clear usage tracking, and frictionless briefing, the studio now spends less time on admin and more time delivering high-impact creative work.
Clients feel more in control, more informed, and more engaged — resulting in stronger retention and a smoother delivery pipeline. generate precise customer reports, and explore ways to monetise
Behind the numbers are key design and workflow features:
Self-service brief creation eliminates email chains and clarifies scope upfront
Live usage stats show clients how their credits are being used in real time
Custom workflows for recurring clients ensure expectations, deadlines, and budgets are always clear
Modular, scalable UI makes it easy to extend the platform as the business grows
The Challenge
Cacao Creative’s existing systems for managing design subscriptions were cobbled together across spreadsheets, email threads, and manual admin. As the studio grew, this patchwork approach became increasingly unscalable — leading to inefficiencies, miscommunication, and lost revenue opportunities.
❌ Disjointed briefing process
Clients had no structured way to submit briefs — causing delays and confusion.
❌ Admin overload
The team spent hours each week chasing info, managing scopes, and tracking credit usage.
❌ No client visibility
Clients couldn’t see their usage, available credits, or what work was in progress.
❌ Inconsistent workflows
Every client had a different process, making it hard to scale or maintain quality.
❌ Missed upsell opportunities
Without insight into usage patterns, identifying upsell moments was hit-and-miss.
❌ No digital product
There was no cohesive digital experience to anchor the Limitless offering or reflect the studio’s value.
Our Approach
From day one, this was about more than building software — it was about solving deep operational pain. We embedded ourselves into Cacao’s daily workflows to understand the chaos behind the creative calm. Through collaborative workshops, system mapping, and iterative prototypes, we transformed scattered admin into a streamlined, user-friendly product.
What made this build especially effective was the co-creation model. The Cacao team brought firsthand knowledge of client needs, studio operations, and future ambitions. We brought structure, product thinking, and engineering rigour. Together, we didn’t just build a tool — we built a platform that could power a new business model.
Discovery & Process Mapping
Mapped existing studio operations to identify bottlenecks, automate processes, and streamline request handling.
UX/UI Design & Prototyping
Built and tested clickable Figma prototypes to validate flows for clients and designers.
Bespoke Software Development
Developed a custom MERN platform with credit tracking, task management, and client visibility.
Modular Architecture
Engineered for scale — with future plug-ins and a clean agent interface ready from day one.
Staff Training & Launch Support
Live demos and feedback loops ensured a smooth rollout and confident team adoption.
Discovery & Process Mapping
Mapped existing studio operations to identify bottlenecks, automate processes, and streamline request handling.
UX/UI Design & Prototyping
Built and tested clickable Figma prototypes to validate flows for clients and designers.
Bespoke Software Development
Developed a custom MERN platform with credit tracking, task management, and client visibility.
Modular Architecture
Engineered for scale — with future plug-ins and a clean agent interface ready from day one.
Staff Training & Launch Support
Live demos and feedback loops ensured a smooth rollout and confident team adoption.
The Solution
Digital Product
A custom-built MERN stack platform, designed to streamline creative workflows and support Cacao’s credit-based delivery model — with a scalable, modular foundation and a beautifully intuitive Agent interface.
A custom-built MERN stack platform, designed to streamline creative workflows and support Cacao’s credit-based delivery model — with a scalable, modular foundation and a beautifully intuitive Agent interface.
A Seamless Portal for Every Client
Clients get a dedicated workspace to raise requests, track progress, review output, and monitor usage — all in one place. It brings transparency to the relationship and makes collaboration feel effortless.
Briefs That Work the First Time
A structured form ensures clients share the right info from the start — reducing ambiguity and saving time. Paired with examples and tips, it makes briefing accessible for everyone.
Know What’s Happening, Anytime
Clients can see which stage each request is in — whether it’s scoped, in design, or completed — along with how much credit has been used. No more chasing updates or querying invoices.
A Workplace like No Other
Designers get an at-a-glance view of what’s assigned, what’s due, and what needs feedback. Workflows are centralised, reducing admin and making it easy to move from task to task.
Support Panel and Notifications
The support panel in the sidebar keeps you updated on all your requests. You’ll receive real-time notifications about their status—whether they’re being scoped, designed, or completed. Plus, you can easily track your credit usage without the hassle of searching for updates or invoices.
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What’s new
Testimonials
“Limitless has completely reshaped the way we work. Before, managing design requests was chaotic — spreadsheets, Slack messages, and endless back-and-forth. Now, everything runs through one clear, intuitive platform. Our clients feel more supported, our team feels more organised, and the output is stronger than ever. It’s not just a tool — it’s the foundation for how our studio operates and grows.”
Miroslav Minev
Head of Creative
Cacao Creative
“Limitless has completely reshaped the way we work. Before, managing design requests was chaotic — spreadsheets, Slack messages, and endless back-and-forth. Now, everything runs through one clear, intuitive platform. Our clients feel more supported, our team feels more organised, and the output is stronger than ever. It’s not just a tool — it’s the foundation for how our studio operates and grows.”
Miroslav Minev
Head of Creative
Cacao Creative
“Limitless has completely reshaped the way we work. Before, managing design requests was chaotic — spreadsheets, Slack messages, and endless back-and-forth. Now, everything runs through one clear, intuitive platform. Our clients feel more supported, our team feels more organised, and the output is stronger than ever. It’s not just a tool — it’s the foundation for how our studio operates and grows.”
Miroslav Minev
Head of Creative
Cacao Creative
What’s next?
Phase
Client Reporting & Insights
Dashboard module to give clients visibility over usage, turnaround times, and remaining credits
Exportable reports to support marketing, procurement, or internal reviews
Filters for campaign, format, and timeframe to support granular insights
Phase
Time Tracking & Auto-Scoping
Background time tracking tools for agents and reviewers
Predictive credit estimates based on historic patterns
Automated scoping engine to streamline approvals and workflows
Phase
Creator Marketplace & Internal Uplift
Add-on module to assign tasks to verified external creators for overflow or specialist formats
Built-in rating, feedback, and training system to support consistent quality
Gamified stats and performance summaries for internal agents
