CB-Virtual Solutions provides company secretarial and board support services to community banks across Australia’s Bendigo Bank franchise network. These volunteer-led boards manage complex governance and compliance requirements for financial institutions, and CB-Virtual Solutions steps in to provide professional administration, company secretary roles, and compliance management to ensure these community-owned banks operate effectively.
The Challenge: Managing Complexity Across Disorganized, Paper-Based Systems
When Bronwyn Meadows Smith, Founder and CEO of CB-Virtual Solutions, started working with community bank companies across Australia, she discovered a consistent pattern: despite being part of a 25-year-old banking network, most boards were operating with outdated, manual processes. High director turnover meant institutional knowledge constantly walked out the door. Volunteer board members, local business owners, government representatives, and community members, lacked the professional governance experience needed to manage increasingly complex compliance requirements.
Without standardized systems, each board managed their operations differently, often relying on paper-based records and fragmented procedures. As CB-Virtual Solutions began taking on more clients, it became clear that scaling their services remotely across Australia’s vast geography (from Far North Queensland to southwest Western Australia) would be impossible without a robust digital infrastructure.
What did the state of play look like before Process Street?
“When I first started the business, I expected community bank companies to be far more organised than they were. Instead, it has become almost a given that when we walk into a new client, they are nowhere near where they should be. The network has been around for twenty-five years, so you would think everything would be under control by now, but it isn’t. Best practice isn’t understood, and many are still operating with paper-based, manual systems. We come in and bring a level of digitisation they’ve never had.”
CB-Virtual Solutions
The Solution: Building a Scalable Compliance Engine with Process Street and Smart Integrations
From day one, Bronwyn knew Process Street would be central to CB-Virtual Solutions’ operations. Having been an early adopter at her previous employer, she understood its power for standardizing processes and capturing institutional knowledge. The challenge was building a system that could handle the complexity of managing nearly 70 compliance activities per client, per year, multiplied across almost 20 boards.
The breakthrough came through integrating Process Street with Airtable via Zapier. CB-Virtual Solutions created what they call a “corporate calendar” in Airtable, mapping every scheduled board activity to a corresponding Process Street workflow. When an activity’s start date arrives, Zapier automatically triggers the relevant workflow run. When team members complete the workflow in Process Street, another Zap updates Airtable, marking the activity as done. This closed-loop automation became the backbone of their entire operation.
How has integrating Airtable and Process Street supported your growth?
“It has been a complete game-changer for us. When a workflow run is completed in Process Street, it triggers a Zap that updates Airtable and marks the activity on the corporate calendar as done. That automation is a core part of how we’ve been able to scale. Without it, we wouldn’t be operating at the level we are today.”
CB-Virtual Solutions
To handle client variations, William Meadows Smith (Systems and IT Coordinator) built extensive conditional logic into workflows (some containing up to 200 tasks) allowing the team to offer different service levels while maintaining standardized templates. They leveraged Process Street’s Data Sets to store key information, such as company secretary details, auditor contacts, and vendor information, which auto-populate into pre-written emails and task instructions.
The team also embraced AI Tasks to improve efficiency, using them to calculate custom due dates, generate date-specific language for communications, and split combined Airtable data fields into usable components. For unexpected variations, they relied heavily on ad hoc tasks, particularly within their three-month meeting workflows, to capture action items and client-specific requirements without breaking the standardized process flow.
How are you utilizing AI Tasks in your workflows?
“We’re using AI Tasks in a light but really effective way inside our workflows. They handle things like calculating custom due dates or generating the exact date language we need in follow-up emails, for example, five days from now or by the close of business on a specific day. We also use them to clean and split data that comes in from Airtable, like separating a full name into first and last name so we can personalize our emails.”
CB-Virtual Solutions
The Results: From One Person to a Ten-Person Team Managing Compliance Coast to Coast
With Process Street as their operational foundation, CB-Virtual Solutions has achieved remarkable growth in just three years:
- Team expansion: Grew from 1 person with 1 client to a team of 10 professionals
- Client growth: Now servicing almost 20 community bank boards across Australia
- Market penetration: Captured approximately 10% of the 200+ community bank network
- Geographic reach: Managing clients from Far North Queensland to southwest Western Australia, spanning over 3,500 kilometers
- Workflow scale: Currently managing 45+ active board meeting workflows simultaneously
- Activity volume: Tracking 70 compliance activities per client annually through automated workflows
- Process library: Built standardized workflows covering everything from board meetings and committee coordination to audits and annual reports
- Knowledge retention: Created “stress-tested” workflows that any team member can follow, eliminating knowledge loss from staff turnover
- Remote delivery: Successfully delivering 100% cloud-based, remote services to traditionally paper-based organizations
The Bottom Line: Process Street as the Engine for Remote, Compliant Growth
For CB-Virtual Solutions, Process Street didn’t just support their growth; it made it possible. By combining workflow automation, smart integrations, and intelligent use of features like integrations, Data Sets, conditional logic, and AI Tasks, Bronwyn and her team built a scalable compliance management system that serves clients across an entire continent.
What started as a small operation is now a thriving business bringing professional governance standards to community organizations that need it most, all powered by the certainty that every task, deadline, and compliance requirement is tracked, assigned, and completed on time.
Turn your operations into a repeatable, reliable engine for growth.
Automate compliance, standardize delivery, and scale confidently with Process Street.
Note: Our solution is powered by AWS and uses these AWS services: Amazon Bedrock, Lambda, SQS, API Gateway, S3, CloudFront, Elastic Beanstalk, WAF, ELB, RDS Multi-AZ, EC2 and ElastiCache for Redis.
The post From Solo Client to National Reach: How Process Street Fueled CB-Virtual Solutions’ Growth first appeared on Process Street | Compliance Operations Platform.
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