Internal Operations & Admin

Stop Doing Admin. Start Running Your Business.

Invoice generation, expense tracking, meeting notes, KPI summaries -- all the stuff that eats your evenings. I automate it so it just happens.

Book a Free Strategy Session

Or email chuck@startuptosold.com

10hr

Average hours per week owner-operators spend on admin that could be automated

Revenue generated by invoices you haven't sent yet because you're behind

Weekly KPI email that replaces hours of manual data pulling

How It Works

Three phases. Admin that runs itself.

I audit your current admin workload, identify which tasks are automatable, and build the systems to handle them -- so your evenings are yours again.

Phase 01

Assessment & Build

I map what you're doing manually -- invoicing, reporting, meeting follow-ups -- and assess which tools you're on. Then I build the automations that connect them.

Phase 02

Hand-off

I train you on what triggers each automation, how to read the outputs, and when to step in. You'll have full visibility without having to do any of the work.

Phase 03

Maintenance

Monthly check-ins to keep the integrations healthy, update KPI metrics as your business evolves, and add new automations as needs emerge.

What I Build

Every automation in this category.

These are the specific ops and admin automations I build. Invoice automation and the Meeting Autopilot are the flagship builds -- but even the simpler ones recover hours per week.

Invoice Generation on Job Completion

When a job closes in your field software, an invoice is automatically generated and sent in QuickBooks or Xero. No manual entry, no end-of-day backlog. Requires Jobber + QuickBooks or a similar connected stack.

Expense Categorization from Receipts

Photo a receipt, send it to a dedicated email or Slack channel -- AI categorizes it and logs it to your accounting software automatically. No more shoebox of receipts at tax time.

Weekly KPI Summary Email

Every Monday morning, an automated email lands in your inbox with your key numbers pulled directly from your CRM and job management data -- revenue, pipeline, job count, whatever you track. No logging in, no spreadsheet wrestling.

Meeting Transcription & Action Item Extraction

Zoom or Google Meet recordings flow into Fireflies or Otter.ai, AI extracts action items and decisions, and a clean summary lands in your inbox or Slack within minutes of the call ending.

Meeting Autopilot

The full stack: Zoom meeting ends → Fireflies transcript arrives → AI extracts action items, blockers, and next meeting date → action items pushed to Linear or Asana → CRM deal auto-updates → personalized follow-up email draft sent to your inbox for review. One meeting. Zero manual follow-up.

Who It's For

Right for your business if...

Owner-operators spending evenings on admin. If you're doing invoices at 10pm, writing meeting recaps on Friday afternoon, or pulling numbers from three different systems to see how the week went -- this is built for you.

You do admin work outside of business hours because there's no time during the day

You have meeting action items that fall through the cracks

You don't have a clear weekly view of your business numbers without pulling them manually

Questions

What to know before we talk.

It works best with QuickBooks or Xero combined with a field software like Jobber that has API access. If your stack is different, I'll assess the options during the engagement. If you're still invoicing manually with no connected system, that's part of what I'd help you set up first.

Zoom and Google Meet with Fireflies.ai or Otter.ai for transcription. Action items can push to Linear, Asana, or HubSpot. I scope the specific stack during the assessment based on what you're already using.

Yes, but data consolidation is part of the engagement. If your numbers live in three different places, I figure out how to connect them -- or simplify where the data lives -- before building the summary automation.

Every engagement starts with an Assessment. Invoice automation and KPI summaries are mid-complexity. The Meeting Autopilot is a larger build -- I'll scope it clearly during the assessment.

Get Started

Ready to get your evenings back?

Book a free strategy session. I'll identify which admin tasks are costing you the most time and tell you exactly what it would take to automate them.