Run Your Agency on Autopilot. Focus on Growth.

We automate the admin tasks that quietly consume agency hours. Onboarding, billing, deliverable tracking, scheduling, and everything else that does not require human judgment.

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Operational Streamlining

Onboarding

Billing & invoices

Deliverable tracking

Scheduling

Implementation: 4 to 8 weeksOngoing support and maintenance includedDone-for-you: we build, embed and maintain it

The Hidden Cost of Operations

Every agency has operational tasks that no one thinks about until they do not get done. Client onboarding checklists. Subscription renewals. Deliverable tracking. Invoice reminders. Team scheduling.

None of these tasks are complex, but together they consume 10+ hours per week. And they stay invisible: AgencyAnalytics (2024) found 73% of agency owners say they lack the operational visibility they need, so the leaks are hidden until something is dropped in front of a client.

We map every process, then automate the ones that do not need judgment

What we automate

We start by mapping every operational process in your agency. We document what triggers each process, what steps are involved, and which steps require human judgment. Everything that does not require judgment gets automated. Everything that does stays with your team.

Client onboarding workflows: welcome emails, access provisioning, kickoff scheduling, document collection.
Deliverable tracking with automated reminders as deadlines approach.
Invoice generation and payment reminders based on retainer schedules or milestones.
Team resource allocation based on project timelines and capacity.
Subscription and tool management across the agency.

Simple rule: if a task does not require human judgment, it should not require human time.

Built with Make, Zapier, n8n, or custom solutions

We audit everything, not just what you tell us to automate. Agencies are often surprised by how much time is consumed by processes they consider quick, but that happen dozens of times per day.

Then we design and build the automations using the right tool for the job, and document everything with process runbooks so your team always knows how it works.

What changes

10+ hrs

per week reclaimed from operational admin.

<10%

of team time on admin in our own agency, down from 25-35% (projected).

On time

invoices and deliverables tracked without manual intervention.

Fewer drops

fewer balls dropped on client onboarding.

We don't just install it. We train your team to use it.

The best tool in the world is worthless if your team doesn't use it. Every implementation includes structured, hands-on training and ongoing adoption support.

Week 1

Discovery & Setup

We map your current workflows and configure the system to match how your agency actually works, not a rigid template.

Week 2

Team Training

Hands-on, interactive sessions with your whole team using real data. Not a one-hour webinar.

Week 3

Guided Launch

We go live alongside your team, catching configuration issues and answering questions in real time.

Week 4+

Optimise

We review performance data and refine the system based on how your team actually uses it.

Our benchmark: within 90 days, your team runs the system independently. We stay available, but you do not need us for day-to-day operations.

Built by an agency operator, for agency operators

Your fractional COO does not just recommend tools. He built this one.

David Taylor built these systems inside his own agency, Mindsheep Marketing, and tested them on real campaigns under real pressure. When his team trains your team, they are not reading from a script. They are sharing what they learned using it every day on real client work.

Read the Mindsheep Marketing case study

Is Operational Streamlining the right place for your agency to start?

Find out in 5 minutes. The assessment shows you which of our seven systems fit your agency, and what each would save you every week.

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