Before
Our sales record lived in a general project tool that knew nothing about deals, stages or follow-up. Client conversations happened in email, far from the work they were about. We had 57 recorded calls, and nothing had ever read them back.
New business came from cold email and one freelance platform, and both stop the moment we stop.
What we built
- A follow-up cycle. A booking from the scheduler moves the deal forward and creates the next action with the message already drafted, spaced by our own rules and skipping weekends.
- Proposals from the client's own words. Drafted from what the client said on the recorded call and checked against facts we've approved. The terms lock when they sign, and the deal is marked won the moment they do.
- A client portal. Each client sees their projects, updates, files and chat, plus their call recordings with transcripts.
- Calls turned into work. Recorded calls become coaching notes, content ideas, client health signals and action items that land in the pipeline.
- A content desk for 8 platforms. Ideas go to a shortlist, then drafts, then posted, with a fact check that strips anything the source doesn't support.
- One calendar for everything with a date. Dragging an item to a new day moves the record itself.
- A growth desk. It finds 9 kinds of situations across clients we already know and drafts one dated message per company.
How it runs week to week
Sales, delivery, content, proposals and scheduling live in one place. Bookings come in from the scheduler and move deals forward on their own, and each one leaves a drafted next step behind it.
Our own leads run on the same kind of system we build for clients: each booking moves the deal forward, and the next follow-up is drafted for us.
Results
Calls booked outside the scheduler used to be invisible until someone logged them afterwards. Now they show up on the company timeline, the calendar and the day's calls before they happen, with a prep task.
Proposals stopped inventing things. Every draft is checked against approved facts, and anything the facts don't support becomes a gap to fill instead of a claim.
The content desk started from 0 posts and 127 call insights nobody was using. Writing was never the problem. Sorting ideas took too many clicks to become a habit, and the desk fixed that.
Running it on ourselves keeps it honest. One sweep found 20 bugs. The most common was a page counting a capped list and calling it a total: one pipeline showed 1 proposal sent when there had been 7.
What this looks like for your business
If you run an agency, your week may look like ours did: leads in one tool, delivery in email, calls recorded and never read again.
We don't sell this system. We build the same kind of thing around the tools you already use, one piece at a time, starting with the follow-up that slips most.