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Systems for studios, practices and firms that bill by the session, the project or the client.
Signal
Live workflowThe decisions are usually written down in your SOPs already. They are just still made by hand.
A cancelled or non-billable session has to be remembered when invoices go out, sometimes weeks later. Missing one costs money or costs trust.
Categorising, approving and filing follow rules the firm already knows, and has usually documented, yet every item is still decided by a person.
Questions go out in a spreadsheet, answers come back when the client gets to them, and someone reconciles each reply into the system by hand.
Proposal, agreement, deposit and intake happen in a different order for every client, so the experience varies and steps get skipped.
Every session, appointment or engagement runs this loop. One manual link in it costs money or costs trust.
The client books, and the calendar is correct. Scheduling tools handle this part well.
Changes live in the calendar and in somebody’s memory, including cancellations weeks ahead of the invoice they affect.
Recurring invoices are adjusted by hand for what actually happened, which is where the errors and the lost revenue appear.
Chasing, receipts and the next booking depend on somebody noticing. Quiet weeks are the ones that slip.
Most firms already have the rules written down. The difference is who applies them.
| What changes | Written in the SOP | Applied by the system |
|---|---|---|
| Routine decisions | A person reads each item and decides, every week, the same way as last week. | Items matching a known rule are handled automatically. Only the unusual ones reach a person. |
| Client questions | A spreadsheet goes out, answers come back whenever, and someone re-keys them. | A structured request goes out, answers land on the right record, and reminders follow up. |
| Cancellations | Remembered at invoice time, or missed. | Handled by rules before the invoice run, however far ahead they fall. |
| New starters | Learn by shadowing whoever has time that week. | The rules live in the system, and the written procedure covers the rest. |
| Growth | More volume means another hire. | More volume means more items handled by rules, with people on the exceptions. |
The schedule drives billing directly, so what was delivered is what gets invoiced, on the cycle you already run and without breaking autopay.
Cancelled and non-billable sessions are handled by rules ahead of the invoice run, including the ones that sit weeks in the future.
The decision rules your team applies every week are stored where the system can use them, so routine items are handled automatically and people review the exceptions.
Information requests go out in a structured form, answers land against the right record, and reminders follow up without anyone chasing.
Proposal, agreement, deposit and intake move as one tracked sequence, the same way for every client, with reminders where people stall.
Usually, yes, and documented processes are the best possible starting point. The rules your team already follows become rules the system applies, with anything unusual routed to a person to decide.
Usually yes. We build around your existing invoicing so recurring billing, autopay and your accountant’s process keep working exactly as they do now.
That is common and often still solvable, depending on what the tool exposes. We check feasibility before quoting rather than after, and tell you plainly if the answer is no.
Training by role is part of the work, with written procedures for the steps people will actually run. A system nobody was shown how to use gets abandoned.
Scope first, then a price. Single automations are small scoped pieces of work, and larger systems are phased so the first commitment is small. Book a discovery call and we will quote for what is actually needed.
Join teams who reclaimed 18+ hours/week.
