Service 03
Workflow Consultancy
The bottleneck is rarely “we need another app.” It’s handoffs: data retyped, steps forgotten, customers left guessing. We design automation so the handoffs happen without you babysitting them.
You didn’t start a business to become a full-time integrator. We build the glue between QuickBooks, calendars, SMS, and your CRM, then hand you the map.
Repeatable tasks run on schedule or on triggers, not on memory.
One source of truth; less “which spreadsheet was final?”
Proactive texts beat reactive apologies after they’ve already called twice.
The problem
- Your best people are buried in scheduling ping-pong, “just checking in” emails, and copying job details between systems that were never meant to be friends.
- Leads arrive in one inbox, jobs live on a whiteboard, invoices live in QuickBooks; nobody has the same picture of “what’s happening today.”
- Customers only hear from you when something’s wrong, because nothing’s wired to confirm appointments, delays, or “we’re on the way.”
- You’ve already paid for Zapier, or five browser tabs, and you’re afraid to change anything because nobody remembers how the fragile chain works.
Signs you’re ready for an audit
- → The owner is still the integration layer between departments
- → You’ve missed revenue because follow-up was “someone else’s job”
- → New hires take weeks to learn “how we actually do things” because it’s tribal knowledge
- → You’re paying for software seats nobody uses, or duplicating work because tools don’t sync
What we do
Process audit
We interview the people who actually do the work, often on-site or over video, and diagram how jobs, leads, and money move today. We’re looking for duplicate entry, single points of failure, and “we’ve always done it this way” steps that software can absorb.
Workflow design
We propose automations with clear triggers: new lead in → SLA clock starts → estimate template fires → if no reply in 48h, nudge → on acceptance, calendar holds and crew notified. You get a written blueprint before we write code, so you can challenge assumptions early.
Build & integrate
We implement on Cloudflare Workers and first-party APIs where possible: same stack as our sites and payment tooling. Fewer moving parts than a dozen SaaS glue recipes; easier to secure, log, and extend when your business changes.
Training & support
We run handoff sessions with admins and field staff, leave runbooks for exceptions, and stay reachable when reality hits the playbook. You’re not outsourced to a ticket queue in another timezone.
Patterns we often wire
Every shop is different. These are representative chains we’ve built or extended, not a menu you’re forced into.
Lead → job packet
Form or ad lead creates CRM row, notifies sales, drops a templated follow-up sequence, and opens a draft job folder when marked won.
Schedule → crew SMS
Calendar changes push concise texts with address, gate codes, and customer notes; delays trigger a customer heads-up before they call you.
Job complete → invoice hygiene
Completion checklist prompts invoice creation, attaches photos/notes, and queues payment link sends for balances due.
AR nudges with guardrails
Overdue invoices get staged reminders (email first, SMS later), stopping automatically when Stripe marks paid.
Systems we commonly connect
QuickBooks Online
Invoice lifecycle, customer records, payment status: kept aligned so finance isn’t chasing operations for “did they pay yet?”
Google Calendar / Microsoft 365
Two-way or one-way sync depending on who owns the truth; buffer blocks for drive time when that matters.
SMS & email
Twilio, SendGrid, or your ESP: templated, logged, and throttled so customers get signal, not spam.
Stripe & payment links
Checkout events can close loops back to accounting and notify dispatch when a deposit clears.
CRMs & lead sources
Web forms, ads, and referral partners normalized into one pipeline with stage rules your sales manager actually agrees to.
Dispatch & field tools
Where APIs exist, we connect; where they don’t, we design human checkpoints instead of fake automation.
Pricing
Project-based. You see scope and price in writing before we touch production systems.
$1,000 – $2,500
Process audit + workflow blueprint
Deliverables: interviews, current-state map, prioritized opportunity list, and a proposed automation architecture, with effort estimates if you want us to build it.
$2,500 – $10,000
Build & integration (scope-dependent)
Most builds we ship land roughly $3k–$5k after blueprint approval. Complex multi-system migrations or regulated data handling can run higher; we’ll break down phases so you can stage spend.
Start with the audit, even if you’re not sure automation is the answer.
You’ll leave with a clear picture of leaks; implementation is optional.
Book an Audit