The Ops Core
We help 4–8 person marketing agencies recover 20–30 hours per client account per month and protect the client relationships they'd otherwise lose to communication gaps, by installing a done-for-you reporting and proactive communication system, live in under 30 days, on the tools they already use, without adding headcount or switching platforms.
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 triggers an automatic pre-invoice as soon as 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 generates an estimate automatically. 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, with no reported issues.
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 4–5 new clients a month rather than a week, but every single one still meant the same manual grind: contracts, invoicing, chasing approvals, coordinating who does what across the team by hand.
The same intake and invoicing system built for Palm & Pines, reconfigured for her studio's size. A new inquiry triggers an automatic pre-invoice, contracts and deposits get collected without back-and-forth emails, and once approved, the booking goes straight onto the calendar with nothing left for her or her team to chase by hand.
Studios this size typically send hero shots out for retouching, often overseas, and industry data shows that comes with a documented 3–5% revision-cycle overhead and real turnaround risk on top of the invoice itself. None of the studio's three roles naturally owns that handoff: the art director checks style, the accountant reconciles the invoice after the fact, nobody tracks the batch in between. The proposed next build auto-tracks each outsourced batch against a turnaround SLA, logs revisions in one place instead of scattered email threads, flags the art director for QC on delivery, and tags the vendor cost straight into QuickBooks, closing the loop the existing invoicing system already touches.
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.
The agent researches the market for what's actually performing in David's niche, filters it down to vetted ideas, and presents a shortlist ready for him to choose from, before any script gets written.
Trained on a written style document of David's own, so scripts and hooks come back sounding like him, not like generic AI copy.
Once David picks an idea and describes the video, the agent writes the full script, a preliminary shot list for getting clean footage, and a hook with a documented breakdown of its structure and strength.
After filming, a phone photo of the food goes to the agent over Telegram and comes back as a cleaner, sharper image ready to use as a thumbnail, no photography skill or editing software needed.
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 trigger automatically after purchase, 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 automatable, and build it for free either way.