Process & Automation · Get organized
Find the leaks. Fix them for good.
We learn how your business really runs, write it down, find where time and money slip away, and fix it: automation first, custom software when nothing off the shelf fits.
Step 1 · Understand
We start by listening.
Before we suggest anything, we learn how a real week goes: who does what, where the calls and emails land, which tools you pay for and which ones nobody opens.
You get: a plain list of your tools and subscriptions, and what each one actually does for you.
Step 2 · Map & document
Your business, on one page.
From the first time a customer reaches out, to the booking, the work, the invoice, the payment, the review and the next visit. Every step, every hand-off, who owns it.
You get: a map of how work really flows, and written procedures your team can follow when you're not there.
Step 3 · Find the leaks
Where time and money slip away.
Every business leaks somewhere. We find yours and size each one in hours and dollars a month, so you fix the biggest first.
No-shows, patients who never rebook, a front desk tied to the phone.
Quotes that go cold, scheduling by text message, invoices paid late.
Intake paperwork, chasing documents, client updates by hand.
Stock in a spreadsheet, an email list nobody writes to, slow online orders.
Step 4 · Fix & automate
Busywork, handled.
We connect the tools you already have, automate the reminders, follow-ups, invoices and reports, and set up Cipher where it fits. Then we train your team and hand over the playbook.
You get: fewer tools, less double entry, and a list of every automation we built and what it does.
Step 5 · Build
When nothing off the shelf fits.
Sometimes the right answer is software built around how you work: an internal tool, a client portal, a connection between two systems, or a dashboard of the numbers that matter. We build it, and only when it beats what you can buy.
Ways to work together
Start small. Go as far as it pays.
Every engagement starts with a free 15-minute consult.
Steps 1 to 3: the map, the leaks sized, and a plan in order of payoff.
We fix the top leaks from your audit, then hand it over.
Software made for your business, scoped and quoted up front.
A monthly check-in to keep fixing, automating and advising as you grow.
~10 years running operations1000s of owners set up on software
Your business, organized
What’s eating your week?
Tell us in a free 15-minute call. We’ll point you to the right fix, or tell you plainly if you don’t need us.
charlie@cottlabs.com