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 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.

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 automation 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 automated
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 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.

48–80h
of team admin recovered monthly
100%
of intake handled automatically
ClickUpQuickBooksSlackAutomated intake
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 generates an estimate automatically. 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, with no reported issues.

Shir-El Kline Photography · Toronto
Client intake and booking, automated across a small studio team
Client Onboarding
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 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.

What we built

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.

QuickBooksAutomated intakeClient onboarding
What's next for this studio
Retouching pipeline tracker

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.

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
Research

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.

Voice match

Trained on a written style document of David's own, so scripts and hooks come back sounding like him, not like generic AI copy.

Script + shots

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.

Post-shoot

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.

Coffee Run Co. · Café
Automated loyalty rewards 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 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.

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 automatable, and build it for free either way.

Contact us →