The Ops Core

Your agency doesn't need
more people. It needs
fewer manual tasks.

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.

Contact us → See the work ↓

No cost. No pitch. You keep what's built either way.

What's actually going on

You're growing. Your ops are duct tape.

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.

01
The reporting tax
Senior people spending hours every month pulling data from five platforms into one deck, for every single client, every single month. That's not strategy work. It's copy-paste with a deadline.
02
Onboarding by memory
Every new client starts messy: assets arrive late, access gets chased over email, the kickoff happens before anyone's fully briefed. The first month sets the tone for the whole relationship.
03
Versioning grind
One approved concept still has to become a dozen formats and sizes by hand. That's hours of production time spent resizing instead of concepting.
04
Community triage at scale
Comments and DMs across every client account, handled differently depending on who picks them up that day. Some get answered fast. Some don't get answered at all.
05
Founder as the bottleneck
Every approval, every escalation, every judgment call still routes through one person. The business can't grow faster than that person's calendar.
06
Headcount as the only lever
Every new client win turns into "do we need to hire." Hiring is slow and expensive. It shouldn't be the only way to take on more work.

Free build. Honest feedback. That's the whole trade.

We're validating our solution with a small group of agencies before going to market.

You get
One fully built system for the task you choose, free, yours to keep, no strings, no obligation to continue.
We get
30 minutes of your honest feedback, and if it actually holds up, a case study we can point to.
Contact us →

Case studies

Real systems, real hours back.

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.

Palm & Pines Inc. · Toronto
Client onboarding and intake, fully systemized
Onboarding + Ops Layer
The problem

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.

What we built

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.

48–80h
of team admin recovered monthly
100%
of intake handled by the system
ClickUpQuickBooksSlackIntake system
How it was built
Audit

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.

Build

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.

Ship

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.

Result

Live and running since rollout: 48–80 hours of admin recovered monthly, with 100% of intake now handled by the system.

Shir-El Kline Photography · Toronto
Intake, ops layer, and retouching handoff, systemized for a boutique studio
Onboarding + Ops Layer
The problem

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.

What we built

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.

15–32h
of onboarding time recovered monthly
100%
of intake handled by the system
QuickBooksIntake systemClient onboardingVendor tracking
How it was built
Audit

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.

Build

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.

Ship

Rolled out the onboarding layer first, then layered the retouching tracker on once the intake system was running cleanly.

Result

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.

David · Content Creator, 12K followers
A research-to-published-video agent, trained on his own voice
Content Ops
The problem

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.

What we built

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.

3–4h → 2x/day
from one video per multi-hour session to two posts a day
Faster
turnaround on emerging trends
NotionResearch agentScript generationTelegramAI image touch-up
How it was built
Audit

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.

Build

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.

Ship

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.

Result

Went from one video per multi-hour session to two posts a day, with faster turnaround on emerging trends.

Coffee Run Co. · Café
A loyalty rewards system on top of the existing POS
Retention System
The problem

No system to reward repeat customers without adding friction at the counter or extra work for staff during a rush.

What we built

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.

POS integrationLoyalty engineApple/Google Wallet
How it was built
Audit

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.

Build

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.

Ship

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.

Ongoing

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

Tell us the task your team hates most.

30 minutes. No pitch. We'll tell you if it's a fit for a system, and build it for free either way.

Contact us →