Two businesses, two systems that didn’t exist before.

Case one · LiveWell Mobility

The leads were arriving. Nobody was working them.

LiveWell Mobility installs stairlifts, elevators and home modifications across Texas. A steadily growing business in a competitive market, with inquiries coming from a website, a field-service platform, phone calls and three separate lead marketplaces. Each source had its own inbox, and no source had an owner.

What we found

Before proposing anything we looked at what was already happening. Inquiries were arriving — the marketing was not the problem. But because every source landed somewhere different, there was no single place where anyone could see what still needed a call. Work got done when someone happened to notice it.

46 inquiries had arrived and had no recorded contact from anyone, in either system. Those were already paid for. No amount of additional traffic would have surfaced them.

What we built

A full website rebuild — structure, search visibility, photography and the words — and underneath it, a custom lead pipeline that all sources feed into. It filters bot and spam submissions, counts field-service activity as genuine contact so nobody gets chased twice, alerts the owner the moment something real arrives, and sends a digest each evening naming exactly what still needs a call.

The site and the pipeline both run in the client’s own accounts, and the owner has been added to everything.

Case two · MobileGroove

The person who knew how it worked left.

MobileGroove is an industry analyst and media business that records interviews at conferences — a dozen or more across a few days, each needing a booking, a signed release and a set of details before filming can start. Miss the paperwork and the footage cannot be used at all. Behind the recording sits everything else a two-person business still has to do: invoice, chase what is owed, pay contractors, and keep track of what is going out and when.

What was breaking

The automation that held the business together had been built by someone else, undocumented, in a tool nobody else logged into. When she left, the knowledge left with her. What remained was a set of connections that still fired, that nobody could explain, change or safely switch off.

Underneath that, everything worked as long as a human tracked it. Bookings arrived in one system and paperwork in another, matched by hand on name and email — so a guest who booked with a work address and signed with a personal one appeared twice, once as booked and once as unsigned. In the middle of a conference, that is a guest arriving with nothing on file. The same was true of money: invoices were raised in one place, paid somewhere else, and reconciled by memory.

What we built

An operations system the business runs on, built one working piece at a time, each piece replacing something that had depended on a person remembering.

Bookings and paperwork. One flow. Bookings sync automatically; each guest gets a personalised link that opens their form already filled in from what’s known; reminders fire on a schedule ahead of the appointment and stop once the form is in. Signed paperwork is matched back through a ladder of identifiers rather than a single email guess, so a completed step is never left reading as outstanding.

The production record. A booking now creates the job itself — the record, the number, the folder, the place on the board — instead of waiting for someone to make one. A reschedule or a cancellation moves it without anyone being told. On an early pass the system found nine interviews from a single conference that had been recorded and had no record at all.

Money in. Invoices are raised on the page in one step, numbered in sequence, filled in from the contract, carrying the right tax details, and filed and drafted for sending without a second tool. What has been invoiced and what has actually been paid sit on one page, kept current by a daily read of the mailbox rather than by anyone checking. No money had gone missing; seeing the year at a glance, in one currency, is what lets an owner catch a problem while it is still small.

Money out. What is owed to contractors, in what currency, due when — including the ones who never send an invoice at all — on the same page, updated the same way. Alongside it, every tool the business pays for, with what it costs and whether it is still being used.

Taking on a client. One button. The folder, the board, the record, the client dashboard and its access code are all created together, correctly named, every time.

Scheduling. The hardest part of the week is agreeing a time with people in four time zones who will not fill in a poll. An email assistant now runs that conversation in the client’s own voice — proposing times that are civil in everyone’s morning, reading the replies, chasing the quiet ones privately, and handing back to a human the moment it stops learning anything.

Who owns it

The client does. Every change is version-controlled and reversible, every page is documented in plain English as it is built, and the whole system is written to move onto her own accounts as an afternoon’s work rather than a rebuild. The goal was to make sure this business never again ends up unable to explain the thing it depends on.