Running your agency shouldn’t feel like herding cats

With the right tools in place, it could be easy - even automatic

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We help agencies choose & implement the right software so your business runs effortlessly

Accounting • Project Management • HR & Payroll • Onboarding • Sales

Seamlessly working together

Here’s where you’re at:

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  • You started out running Asana + Google Sheets, but now it’s just become unwieldy. You know you outgrew that system a while ago (and you’re not really sure how accurate it is anyway) – but what should you use now?

  • You’ve researched and tested all the software – including that shiny new project management software with all the bells and whistles – but for some reason, they aren’t helping.

  • You have another new employee to onboard and get trained, and you’re dreading the paperwork, the struggle to get them up to speed, and the headache of trying to keep up with all the other balls in the air.

Or you just got thrown a new task of “automating workflow” or “streamlining traffic management” and you’re not quite sure where to start.

Maybe you just have this nagging feeling that it should be easier to keep your team up-to-date.

What is your current system costing you?

 

You probably have a sense that your business is losing time and money by having inefficient systems.

But let me explain what that really means, in concrete terms.

  • Manually entering data in two systems means that you’re 30% more likely to make mistakes - humans suck at data entry - not to mention all that time you’re wasting duplicating data.  

  • Manual invoicing and payments mean your clients pay you 20% slower (that’s about 2.5 months of dragged out cash flow!)

By not having processes in place to automate and streamline your business, you're just letting time and money slip through the cracks - a few minutes at a time.

 
 
 

All those minutes & dollars add up

 
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With your current systems, you’re wasting thousands of hours of manual work per year - usually the equivalent of at least 3-4 full-time staff members.

 
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In terms of cold, hard cash, you’re probably letting $20,000 slip through the cracks every month.

 

What could YOUR business do with
$240,000 and 5,000 extra hours each year?

Why is this so hard?

 

Choosing or implementing a single software, without thinking about how it works with rest of your tools means inefficiency and lost time and money, and ends up making you more frustrated than you were before because of all the time and effort you put into moving to a new software.

 
 
 

You’re responsible for all of it:

  • Managing HR,

  • Invoicing

  • Dealing with tracking time

  • Getting clients to pay up

  • Keeping all the producers running in the same direction

sometimes you feel like a counselor at a creative camp.

You really don’t have the time to figure out what software your agency should be using, trailing 105 different project management apps, talking to sales reps for 10 different payroll systems and fighting to get Quickbooks to do what you need it to do.

As your agency grows, the workload just gets heavier… you can’t just hire more admin staff - something has to change.

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There has to be a better way, you’re just not quite sure where to start.

Instead, picture this…

 
 

The managing partners want a financial report ASAP.

Oh wait, no they don’t - it’s already been sent to them (after being automatically created).

Hiring a new employee?

Just enter their email address and they’ll onboard automatically

Need to know what’s happening with the Peterson account?

You’ve got your answer in 15 seconds (and you didn’t even have to send an email or ask anyone a question)


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With the right software & proper setup, you’ll be able to:

 
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  • Get up-to-the-second stats on your business financials & accurately forecast revenue

  • Onboard employees in a friendly, helpful way with just an email address

  • Pay your employees and contractors (and those pesky taxes) without lifting a finger

  • Keep your team on task and informed without sending a single email

  • Deliver better, faster service to your clients (even when you’re not around), so they become raving fans

The ultimate goal is:

  • Systems that can scale easily as your business grows

  • Using a few robust software tools, instead of juggling dozens of different apps

  • Software that’s easy to train employees how to use

  • Employees who know what they’re supposed to do, and when

  • Everyone on your team knowing what’s going on with any client, at any given time

  • You and your employees spending your time on things that bring higher value to the company

  • No longer worrying if you’re missing out on that magic piece of software that will solve all your problems (FOMO, anyone?)

  • The peace of mind that your business is running smoothly, effectively, and efficiently


Our clients usually end up saving at least 3-4 full-time employees worth of time - several thousand hours.

Those employees are freed up to bring in new business, provide better customer service and handle bigger jobs.

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Here’s how we get you from here to there.

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Autopilot MasterPlan™

Herding Cats Edition

$9,500

The good news is that going from here to there doesn’t have to be painful.

You don’t have to become a software nerd overnight – or expect your right-brained employees to suddenly become process experts.

In less than 2 weeks, you can have a complete plan that lays out the software tools you need, how they all work together, and even now much money and time they’ll save your business. All hand-picked just for your company and its unique needs.

NOTE: I structure our work together so you’re not jumping into a big implementation project blind. The Autopilot Masterplan Process™ allows us to work together first and see if ScaleSpark is really the right fit to help you implement your new software tools, and also gives you a plan to follow, even if we’re not the right fit long-term.


 
 

How it works

Step 1.  Operations Chief Interview

I’ll interview your Operation Chief (via video chat, for about 1.5 hours) to determine broad goals and existing processes.We’ll cover:

  • Short & long term agency goals

  • Basic workflow (sales, client management, accounting & HR)

  • Current software & processes

Step 2. Expert Interviews

I’ll sit down with up to 4 of your subject matter experts (Sales, Client Management, Accounting, etc.) to gather more detailed information. These conversations will be about an hour long each, and also take place via video chat.

We’ll cover:

  • What are your department goals (short & long term)?

  • Add details to the workflow (how do you do each step?)

  • How are your existing tools working?

  • What do you want to see in a new system?

Step 3. Autopilot Masterplan™

I’ll deliver a written plan with my recommendations on how to simplify and automate your business - and how to save money and time.

Key Features:

  • Software Cost Comparison - our recommendations versus your existing tools

  • Savings Estimate - how much time and money will implementing these tools save you?

  • Workflow Documentation - of both your existing processes and our new, recommended processes

  • System Map - how all our recommendations work together

Step 4. Workshop

Finally, I’ll meet (via video chat) with your leadership team (CEO/CFO/COO/Managing Partners/etc.) to go over your MasterPlan. This meeting will take about 1.5 hours.

We’ll cover:

  • Demos of key pieces of recommended software

  • Why these are the best tools for your agency

  • What implementation would look like - scope, timeline, levels of support

 

Ready to check this sucker off your to-do list?

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What our Clients Say

 

Why ScaleSpark? 

 
 
 
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Hey! I’m Susan, the founder of ScaleSpark. I spend all day, every day, trialing new software, diving deep into refining processes and working with service businesses.

I believe the best software should be easy to use and easy to learn, even for the most tech-challenged producer. When your systems are set up properly, the technology should just fade into the background and make your life easier.

Basically, I’m a software nerd – so you don’t have to be :) I’ve also been a CFO for a $100M organization, implemented enterprise-level software systems for organizations of 300+ employees and managed HR for a 375-person department. I’m a serial entrepreneur who’s owned a variety of businesses (including a guest ranch, a bar, and a retail running store) so I understand the challenges of entrepreneurship and how dramatically the right software tools can transform a business.

 
 

FAQs

What happens if I don't hire you for any implementation services after the MasterPlan?

That's no problem at all. If you get your blueprint and decide to implement it on your own - great! The goal with the MasterPlan process is so that, even if you don't hire us after it's over, you'll still walk away with an actionable plan and recommended technologies that can improve your business operations and help you simplify and automate your processes. 

How long does this process take?

You'll receive your Autopilot Masterplan™ within 5 days after completing our interviews with your team.

Do you consider the software we already use?

I always ask about the software you’re currently using - that’s a big chunk of what we talk about during your interview session. I want to know why you’re using it, what you like and don’t like about it. If it’s something that works well, that you love and that will work with everything else in your MasterPlan, I’ll probably recommend you keep using it.

If it’s something you don’t like, causes problems or would limit your ability to automate, I’ll give you some alternative options that would work better, and I’ll be clear on what limitations you’ll have if you choose to keep the old system.

Do we really have to start here? Can’t we just move on to implementation?

Yes, you really do have to start here. I can’t recommend software to make your business run better if I don’t understand how your business runs in the first place. And we can’t implement something if we don’t know what we’re implementing.   

 

Other Questions?

Book a call to see if we’re a good fit to work together

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