We help small businesses turn messy operations into documented, repeatable systems — then automate what makes sense.
We help small businesses turn messy operations into documented, repeatable systems — then automate what makes sense and give regular custom attention and maintenance where needed. Every engagement starts with understanding your business.
Our work spans six system categories — all equal under one retainer:
You choose which systems get built. We bring the process and the expertise.
We start by building a deep understanding of your business — your goals, how you earn revenue, and where the gaps are. We spend 2-4 weeks inside your business. Leadership interviews, stakeholder conversations, documentation review, and observation. We trace the full customer journey — from first contact through job completion and beyond — because it touches every part of your operation and reveals where the real gaps are.
We combine everything from discovery into a Prioritized System Map. Every identified system is scored against six factors: revenue impact, time saved, pain level, owner priority, dependency risk, and urgency. You see the full ranked list and we decide together what gets tackled first.
For each system on the roadmap, we determine what type of build it is, where it fits in the priority sequence, and how it fits into your monthly calendar. You always know what is being built, when it will be done, and what comes next.
Most systems are built and tested internally first, then shared with the business owner for review. For systems that involve the broader team, we follow the full rollout cycle: Design and build v1 → Soft rollout to key stakeholders → Full team rollout with training and documentation → Ongoing maintenance (included in your retainer, no credits consumed).
Every quarter we reassess: What has changed in the business? Are priorities still right? Do we need to reorder the roadmap? The system map is a living document — it evolves as your business does.
If needed for your specific situation, we can conduct a 2-4 week discovery sprint inside your business — leadership interviews, process mapping, and a full customer service analysis.
A one-time $2,000 - $3,000 fee, credited toward your first 2 months of retainer. You receive a Prioritized System Map — every system ranked by business impact with ROI projections. This is a standalone deliverable. If you decide not to continue, you keep the map and the insights.
For Tier 1 (single system) engagements, we skip the sprint and start with a 20-minute onboarding call.
Credits are the universal unit for all build work. Every build — whether it's a quick automation or a full CRM implementation — is measured in credits. Your monthly tier determines how many credits you get each month.
Your included hours cover everything that isn't a build — marketing execution, strategy calls, ad management, content posting, reporting. Credits build systems, hours run them.
| Type | Credits | What It Means |
|---|---|---|
| Enhancement | 1 credit | Adding to or improving something that already exists — new feature, optimization, integration add-on |
| New System | 2 credits | Building something from scratch that's completable in one build cycle — new workflow, dashboard, automation, AI agent |
| Project | Varies | Larger builds that span multiple months — scoped upfront with a project plan so you know exactly how many credits it takes and how long it will run |
| Activity | Examples |
|---|---|
| Strategy | Strategy calls, roadmap reviews, business consulting |
| Marketing execution | Ad management, content posting, email campaigns, SEO adjustments |
| Operations support | Vendor coordination, process documentation, team training |
| Reporting | Monthly reports, dashboard reviews, performance analysis |
Unused credits roll over one month (then expire). Maintenance of existing systems is included in your retainer and does not consume credits or hours.
Some builds are bigger than a single month's work. We scope every project upfront — you know exactly how many credits it takes, what gets delivered each month, and how it fits alongside your other work.
| Build | What You Get |
|---|---|
| Add email notifications to an existing workflow | Trigger-based alerts when jobs are assigned, completed, or overdue |
| Google review request automation | Automatic text/email to customers after job completion asking for a review |
| Add a report view to an existing dashboard | New chart or data view — e.g., revenue by crew, jobs by zip code |
| Form-to-CRM routing | Web form submissions automatically create leads in your CRM with the right tags |
| Calendar sync for scheduling | Two-way sync between your scheduling tool and Google/Outlook calendars |
| Build | What You Get |
|---|---|
| AI voice receptionist | Answers calls 24/7, transfers to the right person, sends post-call email with transcript |
| Weekly job report dashboard | Visual dashboard pulling from your job management tool — revenue, completion rate, crew utilization |
| Customer onboarding workflow | Automated welcome sequence: confirmation email, what-to-expect text, pre-job checklist, day-of reminder |
| Lead scoring and routing system | Inbound leads auto-scored by job size, location, and service type, then routed to the right salesperson |
| Automated estimate follow-up sequence | Multi-step email/text sequence triggered when an estimate goes 48+ hours without response |
| Estimate-to-invoice pipeline | Estimate created → approved → work order generated → job completed → invoice auto-sent → payment tracked |
| Custom routing tool with map integration | Route optimization for daily jobs, interactive map view, customizable stops, push routes to crew mobile devices |
| Reputation management system | Monitor reviews across Google/Yelp/BBB, auto-request reviews post-job, alert on negative reviews, response templates |
| Subcontractor management portal | Sub onboarding, document collection (COI, W-9), job assignment, payment tracking, compliance monitoring |
| Build | What You Get |
|---|---|
| Crew dispatch + scheduling system | Assign crews to jobs, optimize daily routes, push schedules to crew phones, track completion |
| Job costing + profitability system | Track material, labor, equipment costs per job against estimates. P&L by job, crew, and service line |
| Sales pipeline with proposal automation | Lead intake → qualification → site visit scheduling → estimate → proposal generation → follow-up → close tracking |
| Employee onboarding + training system | Offer letter → paperwork collection → equipment assignment → training schedule → certification tracking → 90-day review |
| Fleet and equipment management | Vehicle/equipment inventory, maintenance schedules, fuel tracking, utilization reports, alert when service is due |
| Full marketing automation suite | Content calendar, social scheduling, email campaigns, landing pages, lead capture, analytics dashboard, A/B testing |
These are custom builds scoped and quoted individually based on your business requirements.
This guide represents typical credit ranges. Every build is assessed individually based on the complexity of your existing systems and the architecture needed — per client, per review, per analysis.
If you have any questions about how this works or want to talk through what makes sense for your business, we are happy to walk through it with you. No pressure, no pitch — just a conversation about where you are and where you want to go.