Live Case Study — Scale Up Labs

THE
OS SESSION

We map your entire business, codify how it runs, and hand you a system that grows without you.

5
Phases
57
Tasks Mapped
36
Skills Found
12
Gaps Exposed
1
Session
See How It Works View Packages
The Problem

YOUR BUSINESS RUNS ON CHAOS

Most service businesses have the knowledge. They just never built the system. Everything lives in someone's head — or in a chain of 47 different tools nobody fully owns.

Scale Up Labs — Real Numbers
12
Broken or Missing Processes
9
Manual Tasks That Can Be Automated
$7K
Current MRR on Referrals Only
3×
Revenue Potential with System
"No contracts. No lead gen. Proposals sent blind with zero tracking. $7K/mo on referrals alone — imagine what a real system unlocks."
The Process

5 PHASES. ONE SESSION.

In a single working session, we extract everything about your business, organize it, and hand you an actionable OS map and build roadmap.

01
FRAMING
Set context, goals, and dump format before anything starts
5–10 min
▾
Questions Asked
  • How do you want to do the brain dump — all at once, section by section, or mix?
  • What's the primary goal for your business right now?
  • Which areas do we need to cover — list every department or function
  • Who is on your team today and what are their responsibilities?
  • What tools are you currently using day-to-day?
Scale Up Labs Example
Their Answer
Mix — brain dump then follow-ups. Goals: scale delivery, systematize for team, land more clients. Team: CEO (David), Ops Manager, Admin, Designer needed, Sales Mgr needed, Techie needed. Tools: GHL, ClickUp, Loom, Zoom, Plaude.AI, Stripe, Mercury, Base44, Claude, Google Workspace.
02
BRAIN DUMP
Open floor — stream of consciousness across entire business
20–40 min
▾
How to Run It
  • Tell them: "Open floor — walk me through everything you do. Services, sales, delivery, back office. Don't filter."
  • Do not interrupt. Let them go end to end.
  • Record everything (Loom or Plaude.AI).
  • Track: services mentioned, tools named, pain points flagged, processes described
  • Note anything with the word "manual," "I have to," or "that's broken"
What Scale Up Labs Revealed
Key Outputs
8 service lines identified. 3 product lines in development. Full sales → delivery → success cycle described. 5 tools doing work that 2 could handle. Proposal process manual end-to-end with zero visibility. No contracts. Support fully untracked. GHL SaaS mode sitting idle.
03
GAP ANALYSIS
Targeted follow-up questions across 6 critical categories
15–20 min
▾
The 6 Gap Categories
  • Money & Pricing — How do you invoice, collect, and track revenue? Any standard packages or always custom?
  • Sales & Marketing — How do leads find you today? What does your pipeline look like?
  • Team & Communication — How does your team communicate? What do you want to hand off?
  • Delivery & Tools — Where do assets live? What tools handle delivery? Any redundancy?
  • Support & Retention — How do clients reach you? How is support tracked?
  • Legal & Finance — Contracts? ToS? Business protection in place?
Scale Up Labs Gaps Found
Gaps Exposed
❌ No proposal tracking or follow-up automation
❌ No contracts or ToS in place
❌ 100% referral-based leads — zero outbound
❌ Support via email with no ticketing system
❌ GHL SaaS mode activated but never configured
❌ Carpe DM handoff is a 4-step manual process
❌ No client self-serve portal
❌ MRR tracking done mentally, not systematized
04
OS MAP GENERATION
Every task organized into domains, tagged, and assigned ownership
Output delivered same day
▾
How the Map is Built
  • All tasks are grouped into domains (Sales, Delivery, Finance, etc.)
  • Each task is tagged: Skill / Automation / Human Touch Required / Broken / Needs Building
  • Ownership is assigned per task based on team roles
  • Skills = tasks to codify into reusable prompt templates
  • Automations = tasks with a clear trigger, action, and output
  • Delivered as interactive HTML document — expandable, filterable
Scale Up Labs Output
Final Map Stats
10 domains mapped
57 total tasks identified
36 skill candidates found
24 automation opportunities
12 broken or missing processes
Ownership assigned across 6 roles
Interactive HTML dashboard delivered
05
PRIORITY ROADMAP
What to fix first, what to automate next, and who owns it
Delivered with OS Map
▾
What Gets Prioritized
  • Revenue-bleeding gaps first — anything costing you money or deals today
  • Quick wins — automations that eliminate daily manual work in under a week
  • Scalability blockers — anything that requires you personally to complete
  • Product unlocks — dormant tools or capabilities sitting idle
  • Team enablement — what needs to be documented before you can delegate
Scale Up Labs 30-Day Roadmap
Priority Order
1. Contracts + ToS — protect current $7K MRR
2. GHL Proposal → E-sign → Payment pipeline
3. Carpe DM brief skill — save 45 min/project
4. Client onboarding automation in GHL
5. Apollo.io + cold email outbound system
The Discovery Framework

THE QUESTION BANK

Every question we ask is intentional. This is the full intake framework used to surface gaps, extract workflows, and build the OS map.

💰
MONEY & PRICING
5 Q's
How do you currently invoice and collect payment?
Do you have standard packages or is everything custom-scoped?
What's your split between project revenue and monthly recurring?
What's your minimum engagement price and why?
How do you track what's been paid vs. what's outstanding?
🎯
SALES & PIPELINE
6 Q's
How do clients find you today? What percentage is referral?
Do you have any outbound or marketing running right now?
What does your ideal client look like? Industry, size, budget?
Is your CRM set up for your own pipeline or just for clients?
How do you currently track a prospect from first contact to close?
What happens when someone shows interest — what's the first step?
📋
PROPOSALS & CONTRACTS
5 Q's
Walk me through exactly how you create and send a proposal today.
Do you know when a client opens your proposal?
What does your follow-up process look like after sending?
Do you have signed contracts in place for every client?
Where do contracts and signed agreements currently live?
🚀
DELIVERY & OPERATIONS
6 Q's
Walk me through what happens the moment a client signs — step by step.
What do you need from the client before you can start building?
How do you brief your team or contractors on a new project?
Where do deliverables, assets, and client files live?
How does the client see progress throughout the project?
What's the most time-consuming part of delivery for you personally?
👥
TEAM & COMMUNICATION
5 Q's
Who is on your team today and what does each person actually do?
How does your team communicate — what tools and what cadence?
What tasks do you currently do that someone else should own?
What roles do you need to hire for in the next 90 days?
Is there anything only you know how to do that nobody else could do right now?
📊
CLIENT SUCCESS & SUPPORT
5 Q's
How do clients report problems or request support?
How do you track open support issues?
Do you currently send clients regular performance reports?
What does your client renewal or upsell process look like?
Do clients have any self-serve access or do they always go through you?
🧰
TOOLS & TECH STACK
5 Q's
List every tool your business uses — don't filter, even if it seems small.
Which tools are you paying for but barely using?
Where is data duplicated across tools right now?
What manual steps exist because your tools don't connect?
Is there a tool you wish existed or wish worked differently?
💼
LEGAL & FINANCE
4 Q's
Do you have signed contracts with every active client right now?
Is your business legally protected — LLC, ToS, refund policy?
How do you track monthly revenue, expenses, and profit?
What's your current MRR and how many active contracts do you have?
What You Receive

THE DELIVERABLES

Every OS Session produces five concrete outputs — all delivered the same day the session ends.

🗺️
INTERACTIVE OS MAP
Your entire business organized into domains, with every task tagged as a Skill, Automation, Human Touch, Broken, or Needs Building. Expandable, filterable, shareable. Built to hand to your team immediately.
⚡
SKILL CANDIDATES LIST
Every task that can be codified into a reusable prompt — pulled from your process and ready to be turned into Claude Code skills, GHL workflows, or SOP documents your team can execute without you.
🤖
AUTOMATION TRIGGER MAP
Every trigger, action, and output identified across your business. Mapped to the tool that handles it — GHL, ClickUp, Claude, Zapier — with a clear indication of what can run on autopilot.
🩹
GAP ANALYSIS REPORT
Every broken, missing, or manually-duct-taped process flagged with a plain-English explanation of what it's costing you — in time, money, or deals lost — and what fixing it requires.
📅
30-DAY BUILD ROADMAP
A prioritized action plan: what to fix first, who owns it, and what tool solves it. Built around your specific revenue goals and team capacity. Not a generic checklist — your actual next 30 days.
📁
SESSION RECORDING + TRANSCRIPT
Full recording of the discovery session plus an AI-processed transcript with key insights highlighted. Becomes the first entry in your Obsidian memory vault if you continue to the build phase.
Packages

CHOOSE YOUR PATH

Start with the audit alone or go straight to full implementation. Every tier starts with the same OS Session.

Tier 01
OS AUDIT
$TBD
The full discovery and mapping session. You get the map, roadmap, and gap report. You build from there.
  • Full OS Session (1–2 hrs)
  • Interactive OS Map delivered same day
  • Skill candidates list
  • Automation trigger map
  • Gap analysis report
  • 30-day build roadmap
  • Session recording + transcript
Most Popular
Tier 02
OS AUDIT + BUILD
$TBD
Everything in the audit, plus we build your top 5 skills and wire up your first 3 automations inside your existing tools.
  • Everything in OS Audit
  • Top 5 skills built and tested
  • 3 automations wired in GHL or ClickUp
  • Proposal → contract → payment pipeline
  • Client onboarding automation
  • Team handoff documentation
  • 2-week support window
Tier 03
FULL OS IMPLEMENTATION
$TBD
Complete build — every skill, every automation, Obsidian memory vault, dashboard, and team training. The full Agentic OS delivered and running.
  • Everything in OS Audit + Build
  • All skills across every domain built
  • Full GHL automation architecture
  • Obsidian memory vault setup
  • Agentic OS dashboard (clickable skills)
  • Team training sessions included
  • 30-day support window
  • Monthly OS optimization check-in