The Ops Core
We help 4–8 person marketing agencies recover 20–30 hours per client account per month and cut costs with our productized Ops Engine, where we systemize reporting, onboarding, lead response, and monitoring on their existing tools without increasing overhead.
No cost. No pitch. You keep what's built either way.
What's actually going on
Every new client adds another report to assemble, another onboarding to chase, another inbox to watch. So you hire, and your margins shrink. Or you don't, and your team burns out. Neither is a strategy, it's just what happens by default when there's no system underneath the work.
The current offer
We're validating our solution with a small group of agencies before going to market.
Case studies
A few examples of what this looks like in practice. Every build starts the same way, sit down, understand the actual process, then build only what's needed.
Every new client intake meant hours of repeated manual work: intake forms, contracts, invoicing, chasing approvals, assigning tasks by hand across the team. Running 4–5 new intakes a week across filmers, editors and contract leads, that added up to a full extra work week of admin every month.
An onboarding and intake system that fires off a pre-invoice the moment a new client signs on. Contracts and assets get collected without anyone chasing emails, and once approved, tasks route straight to the right person on the team.
Sat with Palm & Pines to map the actual intake process and confirm the tool stack: ClickUp for intake forms, Slack for team and client communication, QuickBooks for invoicing.
Intake form submission checks QuickBooks for an existing customer, creates one if needed, matches selected products and services, and the system generates an estimate immediately. Approval and payment status are tracked live via webhooks in both directions with Slack.
Once the client approves and the deposit is paid, Slack notifies the team with the job scope so tasks can be assigned in ClickUp immediately. Rolled out in one day after a couple of test runs with real intake data.
Live and running since rollout: 48–80 hours of admin recovered monthly, with 100% of intake now handled by the system.
The same intake burden as any agency, just at a boutique studio's booking volume. As a wedding photographer with an assistant photographer, an art director, and a freelance accountant on her books, she books 5–8 new clients a month, and each one took 3–4 hours of manual onboarding: contracts, invoicing, chasing approvals, coordinating who does what across the team by hand. On top of that, hero shots regularly went out for retouching, and tracking that handoff, batch sent, turnaround, revisions, final QC, invoice, lived nowhere but scattered email and WhatsApp threads. None of her three team roles naturally owned that gap: the art director checks style, the accountant reconciles the invoice after the fact, nobody tracked the batch in between.
The same intake and invoicing system built for Palm & Pines, reconfigured for her studio's size, plus a second layer on top of it: a retouching pipeline tracker. A new inquiry fires off a pre-invoice the moment it comes in, contracts and deposits get collected without back-and-forth emails, and once approved, the booking goes straight onto the calendar. When hero shots go out for retouching, the batch is tracked against a turnaround window, revisions get logged in one place instead of scattered threads, the art director gets flagged for QC on delivery, and the vendor cost gets tagged straight into QuickBooks.
Mapped her intake and booking process the same way as Palm & Pines, confirmed the tool stack (QuickBooks for invoicing, manual contracts and calendar booking), and separately traced the retouching handoff, sending batches out, chasing turnaround, logging revisions, that fell outside all three existing team roles.
Deployed the core Palm & Pines system reconfigured for a boutique studio's booking volume, then built a second system on top: a tracked job for every outsourced retouching batch, with turnaround SLA flags, a single log for revision requests, an automatic art-director QC flag on delivery, and vendor costs tagged straight into QuickBooks.
Rolled out the onboarding layer first, then layered the retouching tracker on once the intake system was running cleanly.
At 5–8 bookings a month and roughly 3–4 hours of manual onboarding per booking, that's 15–32 hours of admin recovered monthly, on top of closing the retouching handoff gap that no one on the team previously owned.
Every video meant hours of disconnected manual work: researching what was actually working in the niche, writing the script, figuring out the shot list, cutting the edit, and finding a usable thumbnail from a phone photo he took himself. Each video took 3–4 hours end to end, which capped how often he could post and how fast he could react when a trend was still hot.
An agent that runs the front half of content creation before David ever touches a camera. It researches what's performing in the market right now, brings back vetted, ready-to-shoot ideas, and once David picks one and describes the video he wants to make, it writes the full script, a shot list for getting clean footage, and a documented hook with a breakdown of hook structure and strength, all handed back as a file he reviews before filming. After filming, he sends a phone photo of the food to the agent and gets back a cleaner, thumbnail-ready image, no professional photography or editing software required on his end.
Mapped David's full content process end to end and found the same 3–4 hours disappearing per video regardless of the idea: research, scripting, shot planning, and turning a phone photo into a usable thumbnail.
Built an agent trained on a written style document of David's own, so scripts and hooks come back sounding like him. It researches what's performing in his niche, filters to vetted ideas, and once he picks one, writes the full script, a shot list, and a documented hook with a breakdown of its structure and strength.
Delivered as a working file David reviews before filming, with a Telegram-connected step after the shoot: he sends a phone photo of the food and gets back a cleaner, thumbnail-ready image.
Went from one video per multi-hour session to two posts a day, with faster turnaround on emerging trends.
No system to reward repeat customers without adding friction at the counter or extra work for staff during a rush.
A rewards layer built directly on top of their existing POS. Customer pays as usual, gets auto-enrolled, earns points, and redeems them for snacks. No new hardware, no new steps for staff.
Built as a standalone loyalty product for hospitality businesses, then brought to Coffee Run Co. as the first café to run it. No dedicated way to reward regulars, and any fix had to run through their existing POS without slowing down the line.
The web app connects to whichever POS the business runs (Square, Lightspeed, Shopify, and others). Coffee Run set their own point rules and designed a branded digital card. Customers sign up with a phone number or email and get a card straight to Apple or Google Wallet.
Card prompts fire the moment a purchase is made, or customers can join by scanning an in-store code first. Redemption happens straight from the wallet card. No new steps for baristas, no change to how the till runs.
An AI layer personalizes nudges per customer and flags churn risk based on visit frequency, so re-engagement happens before a regular quietly stops coming in.
Ready when you are
30 minutes. No pitch. We'll tell you if it's a fit for a system, and build it for free either way.