Agency Systems Audit
All active engagements, intake forms, deliverables, and recommendations live in one workspace — searchable via grounded AI chat.
For Independent Consultants & Fractional Ops
The Business OS for Independent Automation & Ops Consultants
You sold the project. Now you're losing hours a week tracking where each client engagement actually stands.
No tech prep needed. We'll guide you.
One view of all clients
Active engagements, deliverables, and next actions visible at a glance — no mental juggling.
Ask what you recommended
AI chat grounded in your actual client notes, proposals, and deliverables — pull up past recommendations in seconds.
Invoicing + intake automated
Intake questionnaires, invoice follow-up, and client scheduling run on their own so you spend more time billing.
A day in the life
Before and after working with Systemly
See how The Business OS for Independent Automation & Ops Consultants teams go from chaos to clarity
Before
8:00am
Skim WhatsApp, Slack Connect, and email for overnight client messages. Respond to what you can remember
10:00am
A client asks what you recommended about their email flow three months ago. Search Loom + Notion + Google Docs for 30 minutes
12:30pm
Send a manual reminder to a client whose invoice is two weeks overdue. Feel awkward about it
2:00pm
New client signed yesterday. Spend an hour sending intake questions, scheduling kickoff, and setting up a Notion page
4:00pm
Realize a retainer ended ten days ago. Quickly email the client hoping they haven't moved on
6:30pm
Try to figure out which engagements are wrapping this month. Open five tools, give up
After
8:00am
Open the client dashboard: overnight messages consolidated, unreplied items highlighted
10:00am
Ask the AI chat: "What did I recommend to [client] about email flow?" Answer appears in seconds, sourced from your actual notes
12:30pm
Overdue invoice triggered a polite auto-reminder yesterday. Client replied with payment link clicked
2:00pm
New client onboarding triggered: intake form sent, kickoff booked via Cal.com, project shell auto-created
4:00pm
Retainer renewal fired 14 days before end. Pitch is in the client's portal awaiting review
6:30pm
Capacity view shows exactly which engagements wrap this month and where the pipeline is
Real scenarios from The Business OS for Independent Automation & Ops Consultants teams we’ve worked with
Solutions
How we help the business os for independent automation & ops consultants teams
We match your specific challenges with the right solution package. Each one is designed to fit where you are now and where you want to go.
Systemly Install — Complete
Standardized intake, per-engagement project templates, client portals, automated invoicing, and retainer renewal all wired together.
monthly-maintenance
Ongoing tuning as your practice adds services or clients. Keeps proposals, reports, and intake forms current without you becoming the ops person.
Common challenges
What we hear from the business os for independent automation & ops consultants teams
01
You are juggling five active engagements with different deliverables, deadlines, and stakeholders. Your brain is the only thing connecting them.
Impact: One missed detail burns a referral relationship. Consulting runs on reputation and every dropped ball is a direct hit to next month's pipeline.
02
A client pings you on WhatsApp. Another emails. A third uses Slack Connect. You miss a question because it came in through the wrong channel.
Impact: Client comms fragmentation is a top reason consultants lose retainers. Missed context reads as unprofessional even when you are doing great work.
03
You run your consulting practice solo. Invoice follow-up, intake questionnaires, and scheduling all fall on you — on top of the actual work.
Impact: Every admin hour is an hour not billing. Scaling past $10k/mo without hiring means automating the admin or capping income.
04
A client asks "what did you recommend about X three months ago?" You have it somewhere in Loom + Google Docs + a Notion page.
Impact: Institutional knowledge lives in scattered artifacts. When clients need continuity, you rebuild it from memory.
What we build
What we build for the business os for independent automation & ops consultants teams
Client intake + discovery flow
Templated intake and discovery call booking that captures the context you need before the kickoff.
Per-engagement project tracking
Each engagement gets its own project with deliverables, timeline, and stakeholder visibility in the client portal.
Grounded AI chat on client data
Ask "what did we recommend to [client] in Q1?" and get a real answer from real notes — not a hallucination.
Retainer renewal reminders
Package end dates trigger outreach sequences so renewals are proactive, not missed.
We work with what you already use
Don't see your exact setup? We work with most systems you already have and tie them together so you get time back for the work that actually makes you money.
Results
What you can expect
The practical improvements these setups are designed to support for Automation Consultants teams.
Engagement state always visible
Every active client engagement shows status, deliverables, and next actions in one view
Your recommendations stay searchable
Grounded AI chat pulls from your real notes and proposals so past work is always within reach
Admin runs on its own
Intake, invoicing, and renewal outreach automate so consulting hours go to billing hours
Integration
Tools we work with
We integrate with the tools Automation Consultants teams already use. No forced migrations, no platform lock-in.
Notion
Cal.com
Stripe
Slack
Loom
Google Workspace
Linear
Figma
Don't see your tool? We work with most platforms and can build custom integrations.
Templates
Templates built for Automation Consultants teams
Start with the DIY templates that match how Automation Consultants teams handle pricing, intake, and follow-up. Use them now, then upgrade to a full system when you are ready.
We are adding more templates for Automation Consultants teams. Check the full library for the latest releases.
Estimate missed-call revenue leak
Before you implement, estimate how much revenue and profit is at risk from missed calls and slow follow-up in your current workflow.
Open Missed-Call CalculatorFrequently asked questions
I'm a one-person practice. Is Starter $20/mo enough?+
Yes. Starter ($20/mo) includes CRM, projects, proposals, invoicing, the client portal, 300 AI chats/mo, and 25 AI credits. Growth and Pro add seat count and advanced automations.
Can I run multiple client portals from one account?+
Yes. Each client gets their own portal with scoped visibility to their projects, invoices, and shared documents.
What about non-disclosure and data scoping?+
Per-client scoping is built into the data model. Client-specific notes and documents are only visible inside that client's record and portal.
How does the grounded AI chat work for consultants?+
The chat is scoped to your tenant — your clients, projects, proposals, notes, and knowledge base. It won't hallucinate about clients you don't have.
Can I white-label the client portal?+
White-label portal is a Pro feature ($179/mo). On Starter and Growth the portal carries a subtle Systemly attribution.
Do you integrate with Calendly and Stripe?+
Cal.com is the preferred scheduling integration (Calendly works too). Stripe is the canonical payment integration for subscriptions, invoices, and credit packs.
Contact
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