Small business systems
Stop running your business on memory and spreadsheets
Most small business problems are not software problems. They are process problems that software has been layered on top of. We figure out how your business actually runs, then build the smallest set of systems that makes it run better.
Symptoms
You probably need this if
- The same customer information gets typed into two or three different tools.
- Only one person knows how the month-end process works.
- You find out about scheduling conflicts from the customer.
- Payroll takes most of a day and still produces corrections.
- You're paying for software you're not sure anyone uses.
- Answering "how did last month go?" requires building a spreadsheet.
Coverage
The parts of the business we work on
Booking & scheduling
Online booking tied to real availability, deposit handling, reminders, and a single calendar everyone can see from a phone.
Time tracking & payroll prep
One consistent way to record hours across locations, with an approval step and a clean handoff into payroll.
Quoting, invoicing & payments
Quotes that become invoices without retyping, payment collection that fits the way you actually get paid, and a record of what was promised.
Customer records
One place that holds the history — what was quoted, what was done, what was paid — that survives staff turnover.
Sales tax & financial reporting
Point of sale categories aligned with your chart of accounts so month-end is a review instead of a rebuild.
Inventory & job costing
Enough tracking to know what a job actually costs, without demanding data entry your team will not sustain.
Engagement
How the work is structured
- 01
Operational audit
We walk through a normal week with you. Every tool, every handoff, every place work gets re-entered or lost. Written up as a map of how things actually run — which is usually not how anyone thinks they run.
- 02
Recommendation
A short document: what to keep, what to reconfigure, what to replace, what it costs, and what each change is worth. Priced and prioritized so you can choose.
- 03
Implementation
We configure the systems, migrate the data that matters, connect what needs connecting, and test it against real scenarios before anyone depends on it.
- 04
Documentation & training
A plain-language runbook and hands-on training. You keep the logins, the data, and the ability to change your mind later.
Start here
Not sure what to fix first? Start with an audit.
The Business Systems Audit is a standalone paid session — 60 to 90 minutes with you, then a written plan telling you what to keep, cancel, automate, replace, and fix first. $495–$995 depending on size, credited back if you hire us to implement it.
See what the audit covers →Questions
Systems questions
Will I have to replace all my software?
Rarely. Most businesses already pay for tools that can do more than they're set up to do. The first thing we do is inventory what exists. Replacing something is a last resort, not a starting point.
How do you pick a system for my business?
By what your work actually requires, not by what's popular. We weigh cost, how hard it is to leave later, whether your team will realistically use it, and whether your data stays exportable.
What happens after it's set up?
You get written documentation covering how the system works, who does what, and how to handle the common exceptions. The goal is that the process survives without us and without any one employee.
Do you train staff?
Yes. A system nobody uses is worse than the spreadsheet it replaced, so training and a short written runbook are part of the work.
Tell us what's not working
Describe the part of your week that takes the longest. That's usually where the fix is worth the most.