A trained back office inside your stack so you can spend your day on sales, product, and partners. We handle the inbox, calendar, CRM, billing and collections, customer support, vendor coordination, and the weekly reporting rhythm that keeps your business calm and accountable.
Results at a glance
First response under four business hours by week two • DSO down 5 to 12 days in 60 to 90 days • Pipeline hygiene above 95 percent on active deals
Download the Founder Ops Checklist • Book a 15 minute fit call
Response hours: Mon to Fri, 9 a.m. to 6 p.m. ET
Where our clients are
Austin, Miami, Salt Lake City, Phoenix, Nashville, Chicago
Who this is for
Owner operators who do real work after dinner. You answer customers, send invoices, nudge deals, and chase small tasks that never end. You have good tools, yet the system depends on you. You want a reliable crew that respects how you like to work, uses your tools correctly, and makes each week feel lighter without forcing a platform change.
Typical profile
- 5 to 40 employees, contractor or freelancer heavy
- 1 to 8 million in annual revenue
- Founder still handles billing exceptions, key customer replies, and final approvals
- Tools already in place but underused, with automation turned on in patches
What your crew handles every day
Inbox triage and customer replies. We sort and answer customers in shared inboxes, tag threads, and escalate only what needs your eye. Expect same day resolution on routine issues and a short note on any item that needs a decision.
Calendar and scheduling. We coordinate prospect calls, client check ins, vendor meetings, and interviews. We protect focus blocks on your calendar and keep travel time realistic.
CRM and pipeline hygiene. We maintain stages, activities, next steps, and owner fields in HubSpot, GoHighLevel, or Pipedrive. We enforce simple rules for follow up and keep reports honest so forecasts reflect reality.
Billing, AR, and collections. We send invoices, confirm terms, reconcile simple exceptions, and follow up on past due accounts with a tone that stays firm and kind. We set clear expectations before work closes to reduce slow pay.
Customer support and success tasks. We manage tickets in help desks like Gorgias or Zendesk if you have them, or in shared inboxes if you do not. We log reasons for contact, track themes, and suggest small fixes that reduce noise.
Project coordination. We run task boards in ClickUp, Asana, or Notion, keep owners and due dates current, gather assets, and make sure decisions land. We do not manage your experts. We keep the details organized so the experts can deliver.
Vendor and partner coordination. We request quotes, confirm scopes, track renewals, and keep folders clean. We set reminders early so renewals are a decision, not a surprise.
Light marketing operations. We prep email lists in Klaviyo or Mailchimp, schedule social posts, update small website items, and track UTM links in a sheet you can trust.
Reporting you will read. We send one page summaries with five numbers and three notes. No dashboards that hide the point. Each note says what happened, why it matters, and the next step.
Platforms we work in every day
Google Workspace, Microsoft 365, Slack, Zoom, HubSpot, GoHighLevel, Pipedrive, QuickBooks, Xero, Stripe, Square, Gorgias, Zendesk, ClickUp, Asana, Notion, Airtable, Zapier, RingCentral.
We work daily in these tools and align to your permissions, templates, and naming so the system stays clean and the data becomes useful.
Outcomes you can measure
Inbox under control. Response time improves, repeats drop, and fewer items need your direct reply.
Clean pipeline. Stages, owners, and next steps stay current. Forecasts make sense.
Faster cash. Fewer preventable exceptions and a steady follow up rhythm reduce days sales outstanding.
Projects move. Boards reflect reality, owners are clear, and blockers surface early.
Fewer fires. Customers get answers, vendors get instructions, and your team gets decisions on time.
Time back. Founders recover hours each week to sell, lead, and think.
Simple ROI
A 7 day DSO reduction on a typical 120k AR balance frees about 23k in working capital without changing ad spend.
Onboarding without the drag
1) Intake and playbook build. We learn your offers, pricing, approval lines, and tone. We document email rules, AR ladders, CRM stages, and board conventions. We capture phrases you prefer and boundaries you care about.
2) Access and setup. We create user accounts with correct permissions across mail, calendar, CRM, accounting, and task tools. We set a shared folder structure for invoices, templates, and reports. We configure a simple scorecard with five numbers that fit your model.
3) Controlled pilot. Week one focuses on inbox, calendar, and basic CRM updates. Week two adds billing and light support. Week three adds project coordination and vendor tasks. You set the pace based on season and commitments.
4) Daily rhythm and QA. You receive a short end of day summary with items closed, items moved, and decisions needed. Each Friday you get a one page review with highlights, risks, and one improvement we will make next week.
Results snapshot
- First response under four business hours in shared inboxes by week two
- Pipeline hygiene above 95 percent on active deals within 30 days
- DSO down 5 to 12 days in the first 60 to 90 days through earlier expectation setting and steady follow up
- On time completion rate for tasks above 90 percent after the first month
- Founder time reclaimed by 6 to 10 hours per week within the first month
A week in the life
A services firm in Salt Lake City closed two retainers while onboarding a junior hire. We handled inbox and billing exceptions, reset Pipedrive stages, and moved three small projects forward in ClickUp. Invoices went out on time, late payers received polite reminders, and the founder did not touch the board after 6 p.m. Friday’s review showed a clean pipeline, cash collected, and next steps set.
Industry slices that see fast wins
Agencies and studios. Client comms, proof routing, billing checkpoints, and asset tracking in one place.
Consulting and training firms. Calendar control, cohort scheduling, invoice plans, and CRM discipline on every lead.
Light product companies. Shared inbox, basic support, vendor coordination, and launch checklists that keep the cart stable.
Lead magnet you can use today
The 12 point Founder Ops Scorecard
A short PDF with five core numbers to track each week, how to set inbox and AR ladders, and a one page CRM hygiene checklist. It pairs with a simple SOP template for your team lead.
What it feels like to work with us
One lead, clear answers. Your team lead is your single point of contact. You get fast responses and proactive notes when something needs a decision.
Calm, written process. Your SOPs live in one place, stay current, and drive training. People can change without breaking the system.
Short, useful communication. Messages are concise. Tags and file names are consistent. Reports are easy to scan.
Respect for your brand. We match your voice, policies, and approval style. When we see a way to improve, we suggest it and wait for your yes.
Security and controls. Role based access, inbox or call QA, and named accounts. No shared passwords. Clean audit trails.
Who we serve
Founder led businesses and lean teams that want reliable support, clean data, and faster cash.
Operators who value clear communication and steady execution.
Leaders who want to spend more time on sales, product, and hiring, not logistics.
Not a fit
Not a fit for firms that want creative work, sales calling, or custom development. This crew handles back office operations and coordination inside your tools.
Quick FAQ
Do you replace my in house coordinator
No. We extend their capacity and remove the grind so they can focus on higher value work.
Do you force new software
No. We operate inside your stack. If you want help cleaning up templates, tags, automations, or naming conventions, we do that with your approval.
What time zones do you cover
We align coverage to your hours and publish a schedule so customers and vendors get replies when they expect them.
How fast can we start
Intake and setup take a few days. We begin with inbox and calendar, then add billing, CRM hygiene, and project coordination in a controlled rollout.
Why not just hire a single virtual assistant
Coverage, redundancy, and leadership. A single hire can be great until the week they cannot work or volume jumps. A crew gives you depth, cross training, and a team lead accountable for daily outcomes.
Ready to get your nights back
Book a short call. We will review your inbox load, pipeline hygiene, billing cadence, and board health, then outline a fast win you can use right away. If we are not the right fit, we will say so. If we are, we will stand up a crew around your business and give you a start date you can plan around. Within the first month your inbox will feel lighter, your cash will move faster, and your team will know what to do next.
Serving brands across the US and Canada.
