We help you 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:
You’re so frustrated with your bookkeeper. They take forever to reconcile your books each month. You spend a ton of time managing them and they still mess stuff up.
You wish you could stop sending eleventy-billion emails back and forth to keep your team informed.
You’re sick of having to update Asana AND Google Sheets every time there’s an update to a prospect.
You’ve tried all the latest and greatest project management tools – Trello, Basecamp, and Monday… but you can’t tell which one is right for your business. And they won’t freaking do what you need them to do.
Maybe you just have this nagging feeling that it should be easier to get clients to pay on time, onboard new employees, or figure out how much you spent on marketing last year.
There has to be a better way, you’re just not quite sure where to start.
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.
Having the wrong invoicing and payment system means your clients take 2.5 months longer to pay you. This means you’re missing out on 2 whole months of cash flow, just because it’s hard for your clients to pay you.
Because of your bookkeeper, you don’t have up-to-date financials, so you can’t decide if you should hire that new staff member. You can’t make timely business decisions when your data is 6 weeks old.
You pride yourself on a high-touch, high-value service, but sometimes client communication just slips through the cracks and you drop the ball. You’re losing clients who could have become raving fans.
All of those minutes and dollars add up!
With your current systems, you’re wasting thousands of hours of manual work per year – usually the equivalent of at least 1 to 2 full-time staff members.
In terms of cold, hard cash, you’re probably letting $10,000 slip through the cracks every month.
What could you do with an extra
$120,000 and 2,500 hours?
You have big goals for your business.
You want to take on bigger projects and become more profitable without hiring more staff
You want to run a business but still have a life
You want to feel empowered and in control of your operations - without being a slave to them
But in a small agency like yours, everything ends up on your plate.
…HR, invoicing, client payments, project management, evaluating which systems to use, it’s all on your plate.
So you have to be extra efficient with your time & resources to run a lean, mean operation.
Without looking at all your technology together, you can fix a problem in one place and it just crops up somewhere else, so
You feel like you’re playing a game of whack-a-mole.
Instead, picture this…
You head into the office in the morning…
As you relax with your cup of coffee, you check your calendar and notice that clients booked 2 sales meetings overnight.
They’re both for way bigger projects than you’ve been handling before - but that’s no big deal. You’ve freed up a bunch of staff time by automating, so they’re free to handle the new business.
Time to check in on all your active projects - you check your dashboard and see that all 10 projects are on schedule and under budget. No emails sent, no phone calls made.
Everything is under control.
You head to lunch with a colleague, and while you're waiting for 5 minutes before he arrives, you do your bookkeeping from your phone. Done for the month!
You also need to send out the paperwork for a new hire, so you grab their email address, enter it into the payroll system. Done!
Your friend arrives, you have a relaxing and productive lunch.
Head back to the office and you get a notification that your client already paid the invoice you sent out at lunch.
With the right software & proper setup, you’ll be able to:
Handle your own bookkeeping in just a few minutes a month, from your phone, anywhere in the world.
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
Know where your sales and costs are at any second of the day
Provide amazing customer service for your clients - even if it’s outside of normal business hours
Qualify leads and book sales meetings while you’re sleeping.
Here’s how we get you from here to there
Instead of promising one software that will solve all of your problems, I’ll look at your entire software ecosystem and make personalized recommendations just for your business.
I can help you strike this operations BEAST off your to-do list - once and for all.
I’ll sit down with you, learn how your business operates now, how you want it to operate, and recommend the right tools for you.
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
In just 5 days, you’ll have a full software plan in-hand.
Step 1. Pre-Interview Questions
I’ll send over a short questionnaire for you to complete (it’ll take less than 10 minutes) that gathers:
Basic info about your business
Your priorities/focus for our work together
Step 2. Interview
Via video chat, I’ll sit down with you for a detailed, 2-hour interview to understand every detail of how you operate. We’ll cover:
Short & long term business goals
Walk through how your clients move through your systems
Sales, Accounting, HR and Client Management processes
Your current software and existing processes - what you love, what you hate
Step 3. Autopilot Masterplan™
Within 5 days of the interview, I’ll send you a written plan with software recommendations based on how you operate.
Your MasterPlan includes:
Software recommendations (for your whole operations)
Software Cost Comparison (what’s the cost to switch)
Time Savings Estimate (how much time and money the new systems will save you))
System Map (how all the new tools will connect to one another)
Step 4. MasterPlan Review Call (1 hr, delivered via zoom)
After you’ve had a chance to review the MasterPlan, we’ll jump on a 1-hour video call to go over it together..
Why I’ve recommended each software choice
Confirm each recommendation is the right fit
Discuss Implementation (timeline, schedule, levels of support)
Ready to check this sucker off your to-do list?
What our Clients Say
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.
What does the end deliverable of this process look like?
You can see a sample report by clicking the link below. Note that all specific company (and application) information has been removed.
What happens if I don't hire you for any implementation services after Autopilot MasterPlan™?
That's no problem at all. If you get your MasterPlan and decide to implement it on your own - great! My goal with this process is so that, even if you don't hire me 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.
The implementation services aren't the right fit for everyone - they're just here to help if you're too busy or overwhelmed to take it on yourself.
How long does this process take?
You'll receive your Autopilot MasterPlan™ within 5 days of your initial Interview Session.