What kind of companies do you work with?

Mostly early-stage and scaling B2B startups — typically teams between 3 and 50 people. But we've also worked with larger teams on specific operational challenges. If your ops are broken and you're moving fast, we're probably a fit.

How is this different from hiring a freelancer or using an AI agency?

Most AI agencies lead with tools. We lead with business understanding. We've actually run operations at startups — marketing, sales, support, HR, product. We diagnose why something is broken before we touch any tool. That means we build the right solution, not just a technically impressive one.

What does the free ops audit include?

A 30-minute call where we map your current workflows, identify your top 3 bottlenecks, and give you a concrete plan for what to automate and in what order — with estimated time and cost savings. No fluff, no sales pitch. You walk away with an actionable plan whether you work with us or not.

How long does a typical project take?

Simple automations ship in 3-5 days. Medium-complexity workflows take 1-2 weeks. Large systems (like a full revenue ops stack or an AI knowledge base) take 3-4 weeks. We scope tightly and deliver fast — you'll see working prototypes within the first week.

Do you offer ongoing support after a project?

Yes. We offer monthly retainers for ongoing optimization, monitoring, and new automation builds. Most of our clients start with a project and transition to a retainer because as they grow, new bottlenecks appear. We evolve the system with them.

What if we don't know what needs to be automated?

That's the most common starting point. You don't need to come with a spec — just come with your problems. We'll audit your entire workflow, identify the highest-ROI automation opportunities, and prioritize them. That's literally what the free ops audit is for.

Can you help with HR and people operations specifically?

Absolutely. HR is one of our core areas. We automate recruiting pipelines (sourcing, screening, scheduling), employee onboarding flows, leave and attendance tracking, performance review cycles, payroll integrations, and offboarding checklists. Everything from "we posted a job" to "they're fully onboarded and productive."

How do you price your services?

Project-based with clear scope and deliverables. We quote after the audit so pricing is based on your actual needs, not a generic rate card. Retainers are monthly, flat-fee, and scoped to a set number of hours and deliverables. No surprises.

Medium ComplexityCustomer Support AutomationB2B SaaS10 days delivery

Client Onboarding Autopilot

Deal closes and welcome email, kickoff scheduling, CS handoff, project setup, and check-in sequences fire automatically.

50%

Faster Time-to-Value

Missed Steps

40%

Early Churn Reduced

100%

Kickoff Within 48hrs

Client Onboarding Autopilot — Workflow

Production

Client Onboarding Autopilot

100% success

847 runsLast: 3 hrs ago

Integrations

HubSpot

Calendly

Slack

n8n

Stats

Nodes

Edges

Deal closed won

HubSpot

CRM Trigger

Status

Running

TypeTrigger

Executions847

node-1

Deal context

Calendly

Scheduling

Status

Running

TypeAction

Executions804

node-2

Kickoff link

Slack

Team Alerts

Status

Running

TypeAction

Executions762

node-3

CS handoff

n8n

Workflow Engine

Status

Running

TypeAction

Executions719

node-4

All systems operational

4 nodes3 connectionsv2.4.1

The Problem

The Challenge

A growing B2B SaaS company was losing the handoff between sales and customer success. When a deal closed in HubSpot, the AE would manually email the CS team, who would then scramble to set up calls, create project plans, and send welcome materials. Steps got skipped constantly — 30% of new clients didn't get their kickoff call within the first week. The CEO was seeing early churn signals and realized the onboarding experience was broken. Clients who had a poor first 30 days churned at 3x the rate of those who didn't.

How We Fixed It

Our Solution

Mapped the ideal onboarding flow with the CS team: welcome email → kickoff scheduling → CS handoff → project setup → milestone tracking → 30/60/90-day check-ins.

Built an n8n workflow triggered by HubSpot deal stage changing to 'Closed Won', pulling all deal context: company name, primary contact, deal value, product tier, and special requirements.

Automated a personalized welcome email with the client's name, their CSM's intro, a Calendly link for kickoff scheduling, and links to getting-started resources.

Instant Slack notification to the assigned CSM with a rich context card: company background, deal history, products purchased, and any notes from the AE.

Auto-created a Notion project page from a template: client overview, onboarding checklist, milestone tracker, meeting notes section, and shared resource links.

Configured a 30/60/90-day automated check-in sequence with personalized emails, NPS survey triggers, and escalation to the CS lead if engagement drops.

Tools & Infrastructure

Tech Stack

HubSpot

CRM trigger source. Deal stage changes fire the entire onboarding pipeline, pulling client context, deal details, and rep notes.

Calendly

Scheduling automation. Clients receive a one-click link to book their kickoff call, with automatic reminders and calendar sync.

Slack

Internal notifications and handoffs. CSMs get instant context-rich alerts when new clients close, with deal summaries and action items.

n8n

Workflow engine. Orchestrates the multi-step onboarding flow: email, scheduling, Slack, Notion, and follow-up sequences with conditional logic.

Impact & Outcomes

The Results

50%

Faster Time-to-Value

Clients reach their first 'aha moment' in half the time, driven by immediate, structured onboarding.

Missed Steps

Zero onboarding steps are skipped — every client gets the same high-quality experience, automatically.

40%

Early Churn Reduced

First-90-day churn dropped 40% as clients felt supported and guided from day one.

100%

Kickoff Within 48hrs

Every new client now has their kickoff call scheduled within 48 hours of contract signing.

Want results like these?

Book a free ops audit and we'll show you exactly where automation can transform your workflows.

Book a Free Ops Audit

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