The process
From audit to automation in weeks — not months.
Every engagement runs through four stages. The first one’s free. The last one’s optional. The two in the middle are the build itself — custom to your business, your tools, your workflows.
01
Stage one
The AI Audit Free
A 30-minute live conversation. We map your business — where time goes, where leads fall through, where your team repeats the same tasks — and identify the highest-impact automation opportunities. You walk away with a custom blueprint and ROI estimates.
- Live conversation with the founder, not a salesperson.
- Custom blueprint with prioritized recommendations.
- ROI estimates per recommendation.
- Yours to keep — whether you hire us or not.
Time investment: 30 minutes.
Cost: Free, no commitment.
Outcome: You know exactly what should be automated and what it would cost to build.
02
Stage two
The Build
We design and deploy your automation system. Custom to your business, your tools, your workflows. Not a template, not a plugin — a real system built specifically for how you operate and the results you’re trying to produce.
- Starter — typically 1 to 2 weeks for one workflow.
- Growth — typically 2 to 3 weeks for three integrated workflows.
- Full System — typically 3 to 4 weeks for a complete automation stack. Complex scopes can run longer; we tell you during the audit.
- Weekly check-ins. Feedback loops. Working in your real environment, not a sandbox.
- Everything documented. Everything yours.
What we need from you: access to your tools and data sources, 60-90 minutes per week for review/feedback, a single decision-maker who can approve scope changes.
03
Stage three
Go Live
Your system runs. Leads get followed up. Appointments get booked. Reviews get collected. The work happens — without you doing it. You get notified when something needs your attention. Everything else handles itself.
- Launch day walkthrough with your team.
- Full documentation handed over (so it’s never a black box).
- Two weeks of close monitoring while the system settles in.
- Ownership transfer — the workflow automations are yours, on your infrastructure, from day one.
If you ever cancel Managed Care, the workflows keep running — you own them outright.
04
Stage four
Managed Care Optional
Technology evolves. Your business evolves. Managed Care keeps your system current — optimized, maintained, improved as new capabilities become available. Optional. Recommended. The difference between a system that works and a system that keeps getting better.
- System monitoring and maintenance.
- Performance optimization on an ongoing basis.
- Updates as the technology evolves — not 12 months from now, as they ship.
- Priority support and a direct line to a real human.
- For Growth+ tiers: monthly performance review and new automation additions as you grow.
Without Managed Care your system still runs — it just stops improving the day we deliver it. Most clients decide ongoing expertise is worth more than a system frozen in time.
Inside the build
Why every system we build starts with response time.
The single biggest determinant of whether a service business closes a lead isn’t the pitch, the price, or the website. It’s how fast you respond. The first responder wins the majority of the time.
Speed-to-lead automation watches every channel a prospect could touch — website forms, Google Business, Facebook, Instagram, Nextdoor, Yelp, missed calls, inbound SMS — and fires a personalized, qualified outreach in seconds. Not a generic autoresponder. A real conversation that moves the prospect toward a booking.
Every other automation gets easier once speed-to-lead is solved. That’s why we build it first whenever it makes sense.
Questions we get often
About the engagement.
How long does the whole engagement take, end to end?
From signed proposal to a live, working system: typically 1–2 weeks for Starter, 2–3 weeks for Growth, and 3–4 weeks for Full System. Complex scopes can take longer — we tell you during the audit, never after you sign. The audit itself happens before that and is free, usually scheduled within a week of your first inquiry.
What do you actually need from me during the build?
Access to your tools and data sources (CRM, calendar, email, SMS platform, ad accounts as relevant), 60–90 minutes a week for review and feedback, and a single decision-maker who can approve scope changes. Everything else we handle.
What happens if the system doesn’t work?
We design for measurable outcomes — response time, conversion rate, calls answered, reviews collected. If the system isn’t producing what we said it would in the first 30 days post-launch, we keep building until it does. That’s included in the original engagement.
Do I own the system?
Yes. The workflow automations we build are yours — even if you ever cancel Managed Care, the workflows transfer to your own infrastructure account and keep running exactly as built. We document everything so it’s never a black box.
Who actually does the work?
Matt Wynn personally leads every audit and stays close to every build. The team is deliberately small — no offshoring, no white-labeling, no junior account managers between you and the people building your system.
Ready to start with stage one?
30-minute audit. Custom blueprint. Yours to keep, whether you hire us or not.
No commitment. Audits conducted personally.