for agencies running on salesforce, jira, harvest, figma and a dozen other tools

At a certain size, your agency stops moving work between systems and starts moving it between people.

Senior capacity gets eaten by mechanical work, and institutional knowledge lives in individual heads. We map where that’s happening, then build the connective tissue so your systems talk to each other instead of your team doing it by hand.

Book the Discovery Assessment

See a Sample Roadmap

Fixed-fee assessment, credited toward the build.

What a recent engagement scoped

certified n8n and anthropic partner · streamline connector node, 400+ teams

8 hrs → 1 hr

Scope drafting time per document.

~80 hrs/mo

Senior sales capacity returned.

12 automations

Scored and sequenced across four teams.

Delivered as a phased build plan with a price against every line. The client committed to phase one only, with later phases confirmed against demonstrated results.

the problem

The agency is the connective tissue, which makes it the bottleneck

A scope gets drafted from scratch because the rules for drafting it live in one person’s head. A designer never opens Jira, so QA comments fall into the void. A project owner spends more time working out who owns what than doing the work. Month-end arrives and someone builds a client deck by hand out of three systems.

None of it is billable. All of it is senior time. And it grows with headcount, which is the opposite of how an agency is supposed to scale.

where we work

Four places the hours go

The assessment maps your whole operation. What it surfaces clusters in the same four places every time. Each item below is work we have scoped and priced in a real engagement.

cluster 01

Sales and new business

Scope and proposal generation — your drafting rules and best past proposals turned into a working system. The judgment stays yours; the assembly hours don’t.

Scope version tracking — a readable history of how each proposal changed across rounds, written back to your CRM.

Prospect research briefs — a structured brief before every discovery call, built from the calendar invite and delivered to Slack.

Closed-lost re-engagement — lost deals routed by reason into the right follow-up, so timing losses come back and bad-fit ones stop consuming attention.

cluster 02

Design

Design system audits — hard-coded values scanned against your system, reported by location, with an optional fix pass and a diff for approval.

QA that reaches the right person — ticket comments routed to the designer’s Slack with context; replies post back to the ticket.

Kickoff asset scaffolding — questionnaires, requirement sheets, and starter files generated on deal close, permissions set, channel notified.

cluster 03

Delivery

Calls to tasks — transcripts parsed into classified, routed, owner-assigned action items. The PO approves in one pass instead of writing the list. Works with Granola and other recorders.

Briefs to tasks — a written brief converted into deliverables, owners, dates, and dependencies in your PM tool, held for approval before publishing.

Requirements pre-fill — the parts that repeat across every engagement generated in advance, so your team works only on what’s actually different.

Connected systems layer — the backbone underneath. Notes, tickets, and time entries kept in sync so a decision on a call becomes a tracked task against a real time entry, with no one copying it three times.

cluster 04

Reporting and margin

Monthly client reports — hours pulled from your time tracker, mapped to tickets, assembled into your deck template. The PO adds narrative and sends.

Analytics reporting — scheduled pulls across retainer clients, normalized and drafted per client. Your strategist explains the data instead of extracting it.

Scoped versus delivered — estimated hours against delivered hours by project type and scope component. Shows where you’re underscoping while there’s still time to price the next one right.

Trend and pattern analysis — year-over-year and cyclical detection once clean history exists. The difference between “traffic is down” and “traffic is always down this month, and this year it’s worse.”

the intelligence layer

What becomes possible once the data is structured

Every automation above produces structured data as a byproduct. Once enough exists, it unifies into one layer your team queries in plain language: what did we tell that client about warranty, are we consistently underscoping migrations, who has capacity in three weeks, what’s worked for this pattern across similar clients.

the sequencing point

This comes last, not because it matters least, but because it only means anything once real structured data exists to unify.

Built first, it’s a schema guessing at what your agency does. Built last, it ingests real output from real running systems.

How we work

Phase-gated

Each phase is scoped and priced on its own. You commit to phase one. Later phases are confirmed in writing at the end of the one before, against results you can see.

Metrics baselined first

Every initiative ships with a defined metric, measured before the build and reported at phase close. If the number didn’t move, we say so.

Human in the loop where it counts

Anything reaching a client or a team member’s plate is reviewed first. The system removes assembly work; it doesn’t make final calls unsupervised.

Built to be handed over

We embed someone from your team as a co-builder. They finish owning the SOPs, training, and triage. A retainer is available, but the system shouldn’t collapse without us.

Fixed entry, scoped from there

We don’t presell a build without a roadmap behind it.

step 01

Assessment

$6,000 fixed, credited toward the build

Four weeks from kickoff to readout

Discovery with each department, a systems audit, and a roadmap that maps how new business, design, delivery, and reporting move through your agency — every opportunity scored, sequenced, and priced. Every engagement starts here.

step 02

Build

Priced from the roadmap, phase by phase

Deployed in the order the roadmap recommends, priced from the document you already read. Individual initiatives can be deferred or removed.

step 03

Retainer

Optional, monthly

Monitoring, tuning, and support for the shared infrastructure we deployed, plus new modules as you grow.

FAQ

Before you book

Do we have to buy all of this?

No. The roadmap scores and sequences everything, and you approve one phase at a time. Individual initiatives can be dropped without unpicking the rest.

What if we want to run the build ourselves?

The roadmap is written to be executable. Some clients take it in-house. If we build it, we embed someone from your team as a co-builder so you’re not dependent on us after.

Our process isn’t standardized enough for this.

That’s usually what the assessment finds, and it shapes the sequence. Where the rules live only in someone’s head, documenting them is part of the work.

What if the automation gets something wrong?

Accuracy targets get set and measured. Human review stays until the system clears the bar, and stays permanently anywhere output reaches a client.

How much of our team’s time does the assessment take?

A handful of hours. One conversation per department, up to four, plus a systems review.

Ready to stop patching it together manually?

Book a 30-minute call. We will review your operations stack and tell you exactly where automation makes sense and where it doesn't.

Brands we worked with

Thank you! Your submission has been received!

Oops! Something went wrong while submitting the form.